Saying “no” can be essential for maintaining a healthy balance at work. And saying it politely and diplomatically will make you an excellent coworker.
There is no right way to say “no” at work – no magic formula that works every time – but here are some things that can be helpful to bear in mind.
1. Prioritise your own priorities
The first thing to do before accepting or turning down a new assignment is to make sure that your priorities are covered. Think about your daily tasks, and whether this request might affect your ability to take care of urgent matters or whether it could fit into your schedule.
If not, you can reply by saying you have a lot to do today, backing it up with facts. You could say something like: “I’d like to be able to help you out with this, but I’m afraid I won’t be able to because I have a lot of things I need to get done today.”
If it’s a late request, or one that falls outside of your office hours, the first thing to bear in mind is that, depending on the terms of your employment, you might not be obliged to respond. In some countries, workers even have the legal “right to disconnect”.
Then, the other question to ask yourself is: “Can it wait until tomorrow?” If so, tell your boss that you take note of the request and will get to work on it the next day.
2. Suggest an alternative
Offering an alternative is not really saying no, but it is a way to prove you are committed and keen to help. This appeals to superiors.
You could offer to carry out the requested task in exchange for help on one of your other tasks, or offer an additional time frame because you are already busy.
You could even suggest freeing up time to take on this new task by handing one of your other jobs over to someone else, which could demonstrate your trust in, and relationship with, your colleagues.
Be careful, though: it’s not about being a strategist or playing games. At work, as in life, sometimes it’s important to speak up.
3. Realise the benefits
For all the reasons mentioned above, saying “yes” to your boss or colleagues all the time is not necessarily a way to make yourself look good.
On the contrary, you will prove your value and ability much more by showing that you know how to prioritise your work, and that you can find alternatives to get the job done.
In short, saying “no” can actually be a way to prove your professionalism.