Adulthood and employment can introduce many different struggles into your life, however, learning how to say “no” at work might be one of the hardest challenges to master. To say no professionally is to refuse work that many might believe you’re obligated to perform, and refusing one too many times can land you in hot water. It can be particularly hard to perfect how to say no to your boss due to their seniority and general authority within the workplace, and the fear of the consequences can lead you to take on more work than ideal.
While declining a request at work is often discouraged, it is important to familiarize yourself with the process and set some firm boundaries for yourself where it is appropriate. Doing so can help ensure you’re not penalized for faults that show up later, and ensure that more colleagues and managers hesitate a little before piling more responsibilities onto you.
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How to Say “No” at Work—Setting Boundaries Professionally, One Step at a Time
Have you ever had a coworker ask to cover their shift when you already had responsibilities to take care of? Maybe you were involuntarily signed on for overtime when you were already exhausted from the week that you’ve had. It could also be that you were asked to do something that you felt violated your principles, but you found yourself unable to refuse the task. These experiences are highly common in toxic work environments, but even organizations that are relatively low on the toxicity can turn up incidents that make you wish you had turned down a task or opportunity when you had the chance.
Politely refusing your boss when they ask you to come in on time or complete the basic tasks that you had weeks to finish is not recommended, however, there are various situations where it can be useful to know how to decline a request at work, especially when the task is unreasonable or unethical.
When Is It Okay to Say “No” at Work?
There are no clearly defined rules regarding when it is appropriate to say “no” to work that is handed to you on the job, and it’s up to each employee to determine their own boundaries on when its time to pull out the big guns. For some, an occasional request to go beyond their own job description feels acceptable to help a colleague out, while for others who don’t want to set a precedent for such behavior, there might be no acceptable threshold for allowing such requests to be directed your way.
Saying no at work can come with some consequences, so it’s important for each individual to determine at what point they want to take an assertive stance. That said, there are some general instances where it is largely acceptable to decline a request at work.
- When you’re working under pressure and are tasked with additional work that might interfere with your deadlines
- Due to a lack of time or resources to get the job done
- When you believe you are underqualified or unprepared to perform the task
- An overreach of authority when you’re ordered to do something by someone who doesn’t have the power to authorize it
- Unlawful or illegal activities that violate the general or personal code of conduct
- When you’re asked to use your personal resources to complete the task
- When the tasks extend into your personal time and affect your life outside of the organization
- When you are feeling burnt out and would like to finish what is already assigned to your first
How to Say “No” Professionally and Politely
All workplace environments demand some degree of professionalism, so it is rarely okay to say “no” and walk away or roll your eyes at the request without further explanation. In order to get comfortable saying “no” at work, you have to first get comfortable with the idea of setting boundaries, and then devise a strategy to support your denial of the request.
In a toxic work environment, there is likely no room to decline a request at work and get away with it unscathed, however, it is important to try and set some clear limits of what is and isn’t acceptable for you. To say no professionally is an art, but it isn’t impossible to master.
Have a Clear Reason for Saying No
While you shouldn’t have to justify feeling uncomfortable with a task, in a professional space, you will have to explain the refusal with a clear reason for why you can’t take it on. This will help the listener better understand your stance on the matter.
You can say: “I understand this is an important task that requires careful consideration. However, with the existing project deadline a week away, I’m unsure about how much time I will be able to spare to give this request my full attention and must decline the task. I can instead help the person who takes charge by giving them all the resources and data I have on this project.”
Provide an Alternative If Possible
In some cases, you might have to decline a request at work due to ongoing pressures, but you might be willing to take it on once the immediate problems have been addressed. In such cases, you can provide your manager or colleague with an alternate solution or timeline as well.
You can say: “While I will not be able to take on the client this week, if you can have someone make the initial contact with the client, I will be able to work with the project lead and help them starting next week if that is an option available to us.”
Set Clear Boundaries for Tasks That Do Not Sit Right With You
In cases where you are uncomfortable and do not wish to be approached with such tasks in the future, it is important to be direct and draw a line to ensure your manager, boss, or colleague is aware that this is a non-negotiable stance.
You can say: “I’m afraid such tasks are outside of my comfort zone and I will not be able to perform them satisfactorily. I think it is best to have someone else lead such tasks to ensure the organization is satisfied with the outcomes.”
How To Say No When You’re Feeling Burnt Out
There will be situations where you are overworked and unable to take on new work at once. To say no professionally without having it be interpreted as laziness or reluctance to perform, it is ideal to have a clear explanation of how it could affect the project if you rushed into another large-scale responsibility immediately.
You can say: “I understand that this project is a big opportunity for the organization, and I wouldn’t want to rush into it while I’m still wrapping matters up with our last client and ensuring there are no loose ends. I would prefer if Ariana or Mira could take charge of this one while I take on a support role to jump in when they need it.”
Leave the Door Open For Future Requests If You Prefer
If you are forced to say no at work due to earlier commitments but still want to be considered for such opportunities in the future, it can help to make it clear. Expressing your interest can help reassure the listener that it is okay to approach you for such tasks in the future, ensuring that saying “no” once does not compromise your options entirely.
You can say: “I think this is a wonderful opportunity, but due to my earlier commitments, I will not be able to take it on this time. I would love to stay updated on how matters proceed and contribute my support once I return from my break, as this appears to be a transformative experience for the organization as well as the team.”
If You Feel Underqualified for a Task, Communicate Your Concerns
While talking about your own limitations at work doesn’t come naturally, it can help to be upfront about the issues to see if your manager can help you with performing the task to some degree. This might help you gain invaluable experience instead of turning the request down.
You can say: “I haven’t previously worked on such data lists, so I would require additional support in order to take this on. Will someone be able to guide me through the process to ensure I get it right the first time?”
Ask for Support on Your Existing Task to Take on the New Request
If you don’t want to refuse your boss but still want to politely indicate that you have pending work that needs to be addressed, you can ask for support in your existing work. An extension of your deadline or additional hands on the project might help you lighten your workload so you can take on the task that was presented to you.
You can say: “In order for me to take on this task, I might have to put my existing project on hold. Should I switch to the current task and ask for an extension on the deadline for the X project? I can also put Sam in charge of the X project to free up some time for this. How do you suggest I proceed?”
Learn to Decline Tasks Professionally When the Time Is Right
Whether you’re stepping up to challenge a toxic work environment or merely setting boundaries to ensure your workload doesn’t overwhelm you, it is a commendable decision to take charge of saying no at work when it feels appropriate to you. The initial experience can come with some wide-eyed reactions or disapproving glances, but for the most part, there shouldn’t be too many issues as long as you’re receptive to work on most days and show enthusiasm for your job.
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