What do you do when it can’t be done? Learning to say ‘No’

You have just been assigned another project on top of your already full in-tray and you cannot imagine how you will get it all done. The work is piling up and there is barely time for the current projects, let alone adding a new one..

 

But can you say no to your boss?

Well you can if you have a good reason. Although this conversation is by no means easy, it is necessary, and if handled correctly, will leave you much better off in the long run. Without your boss knowing that there is too much on your plate, you’ll be left to figure it out (and stress about it) alone. The stress that eventuates will decrease the quality of your work and potentially place you in a worse position than  if you had  said no in the first instance. However, saying no is not something you can just do on a whim; make sure you have a really good reason for doing so. Your boss is probably not going to look too kindly on excuses such as “it’s too difficult” or “it isn’t part of my job description”, so make sure you truly believe it is not possible before you begin.

 Questions to ask yourself before you say no

• What other assignments am I working on that will leave me no time for this one? Writing up a list of tasks to complete is an excellent way to conceptualise how much work has to be done.  
•  Will this new assignment prevent me from completing other, potentially more important and valuable work?
• Am I the only person who can successfully complete this project?
• Can I delegate some of my current work to give me more time to work on this?

If there really is no other option you need to have a conversation with your boss as soon as possible. So how do you tell your superior that you need to lighten the load? Here are 5 strategies to consider:

1. Speak up straight away

By informing your boss as soon as you know you cannot take on an additional project, you are giving them plenty of time to find somebody else, change the deadlines or explore other options. 

2. Get a handle on your emotions

Do not walk into your boss’ office feeling out of control and emotional. You need to relax and address the issue calmly and professionally; if you do this your boss is more likely to listen and take onboard what you are saying.

3. Include specific information

Explain to your manager what you are working on and give clear estimates for how long each project will take and the tasks involved. Presenting a clear picture of what’s on your plate will give your boss a good idea of how much work you have and exactly why you are saying no.

4. Discuss quality concerns

If you think that your other work will suffer by adding another project to your workload, admit this fact to your boss. They will probably appreciate your dedication to your work as well as your honesty.

5. Explore solutions

Come into the conversation with a few possible alternatives to you undertaking the project. Options may include considering sharing the project with a colleague or a team,assisting with some of the work in an advisory role, or suggesting a colleague who may be better equipped to handle the project.

 

At the end of the conversation express your gratitude for your boss taking the time to listen to you and assisting you with your workload, and be sure to agree on the final take away decisions.  As difficult as it is to have this conversation it is important to appear dedicated to the organisation and demonstrate that you are actively completing tasks.