How to say no gracefully in business is a key skill to develop. Taking on too much work can have a severe psychological impact, possibly even leading to full burnout. Here we explore how to say no at the right time, in the right way, creating healthy, polite boundaries in the process.
Having no boundaries and the inability to say ‘no’ is an invitation to be overwhelmed. In 2019, the WHO announced that burnout would be included as an occupational syndrome that can result in exhaustion, cynicism and reduced professional efficacy. It’s an incredibly prevalent problem, especially as we’re navigating a pandemic-altered world. So how do we properly set up boundaries in our work life and what are some helpful ways to say no at work professionally?
Here are some thoughts.
Saying no can be challenging for many reasons:
Many people have a natural desire to please others and fear letting them down. They worry about the potential negative reactions or consequences of saying no, such as disappointing or upsetting someone, damaging a relationship, or being perceived as uncooperative or unhelpful. It’s easy to struggle with how to say no at work without feeling guilty at ‘disappointing’ someone else.
People often want to be viewed as competent and dependable. They may feel pressure to take on more responsibilities or tasks to demonstrate their value or prove themselves. Saying no can feel like a sign of weakness or an admission of inability, leading to a reluctance to refuse requests.
The fear of missing out on opportunities or experiences can make it difficult to say no. People may worry that by declining an invitation or request, they will miss out on something important, exciting, or beneficial.
Feelings of guilt and obligation can make it challenging to say no. People may feel a sense of duty to help others or fulfill expectations, even if it comes at the expense of their own well-being or priorities. Guilt can arise from the belief that saying no is selfish or a sign of being unhelpful.
Some individuals struggle with assertiveness and effective communication, making it difficult for them to express their needs and boundaries clearly. They may avoid confrontation or conflict, opting to say yes to avoid potential discomfort or negative reactions.
Many people may not have clearly defined personal boundaries or have difficulty recognizing and prioritizing their own needs. This can make it harder to determine when it’s appropriate to say no and establish limits on their time, energy, and resources.
In work or social settings, people may fear negative consequences for their reputation, career prospects, or social standing if they decline requests. This fear of potential repercussions can create hesitancy in saying no.
Knowing when to say no at work is crucial for maintaining well-being, managing workload effectively, and setting appropriate boundaries. Here are some situations where saying no may be necessary:
The most obvious sign that you might need to set better boundaries in the workplace is that you’re working too hard and are stressed. Some bad habits to watch out for in this area include: sending emails at odd hours, not taking breaks, constantly working and giving instant replies on everything. There are times that working extra hours is necessary for certain deadlines. But if overtime is constant and work pressure never relents then you might have a problem.
It can be very tempting to say “yes” to everything, even when the task doesn’t fall directly under our job remit. Saying yes makes us feel useful. And if we’re ambitious, it helps feed that drive. We can also be in periods of our careers where we’re trying to make a good impression and get ahead, so taking on many different tasks is a necessity. But saying yes too much can also be isolating. It makes us feel like we have to do everything ourselves, even when it’s not our responsibility.
It can be hard to find the right work-life balance, and saying yes to too much can really impact this. If we don’t set boundaries and end up working long hours, we can end up hating not just our jobs, but everything associated with that field. There can be a sense of emotional exhaustion that sets in, a depersonalization and detachment from friends and family. The things that used to bring us pleasure may not give us any joy. We may also develop insomnia, anxiety and depression, creating a vicious cycle where we have poor work-life balance and can’t ever fully switch off. If you recognize this in yourself, it’s time to make a change.
Setting boundaries and saying “no” is an act of self-care. It’s also about understanding our own value and what we prioritize most at work. If the task you’re being asked to do will overstretch you and isn’t a priority, then setting firm, polite boundaries is best. Burnout is possible for everyone — especially people that are passionate about what they do and want to complete all work that comes their way quickly.
If the task you’re being asked to do comes with too many requirements, and there isn’t a support structure in place to help out - then it’s time to say no without feeling guilty. Feeling unsupported is another key cause of burnout, and can evoke feelings of resentment and anger, as we feel like we’re the only one working. Taking on a large project without the right support can also mean that the quality of our overall work drops, or we don’t perform as well in regular tasks. If we don’t communicate about this, or start saying no, it can lead to a raft of mental and physical issues.
Start by expressing gratitude for the opportunity or the request itself. Acknowledge the person’s confidence in you or their consideration in reaching out to you. This helps maintain a positive tone and shows that you value the relationship or the request.
Example: “Thank you for thinking of me for this project. I appreciate your confidence in my abilities.”
State your refusal clearly and directly, without excessive explanation or justification. Keep your response simple and to the point. You don’t owe a lengthy explanation for saying no.
Example: “I’m sorry, but I won’t be able to take on this additional task at the moment.”
If it helps to provide a reason, offer a concise and honest explanation without going into unnecessary detail. However, avoid over-explaining or providing excuses. Remember that you have the right to set boundaries without justifying them extensively.
Example: “Unfortunately, my current workload doesn’t allow me to take on any additional projects.”
If appropriate, suggest an alternative solution or offer assistance in a different way that better suits your capacity or availability. This shows your willingness to be helpful within your limits and that you are a team player.
Example: “While I can’t take on the entire project, I’d be happy to provide guidance or support to the person who ends up working on it.”
Use assertive language to convey your decision and stand firm in your response. Avoid language that sounds overly apologetic or uncertain, as it can invite further negotiation or pressure.
Example: “I understand the importance of this task, but I need to prioritize my current responsibilities.”
Remind yourself that saying no is necessary for your well-being and to maintain a healthy work-life balance. Recognize that setting boundaries is a sign of self-care, not selfishness. Treat yourself with kindness and compassion throughout the process.
After saying no, redirect the conversation to focus on other possibilities or solutions. Offer assistance in a different area, suggest someone else who may be able to help, or ask if there are any other ways you can contribute that align with your capacity.
Example: “Although I can’t take on this particular task, please let me know if there’s anything else I can do to support the team.”
Saying “no” may be difficult but it’s also an act of self-care. If you can’t say no, then try saying yes with conditions. For example, be clear about your timeline and where the quality of your work needs to be.
There’s no need to put in 12 hours on a 1-hour assignment.
The first step to setting boundaries is to be honest with yourself and recognize that there are limits to what you can do. We’re rarely in this on our own, so it’s important to ask for help when we need it. If you’re a leader, that means delegating your workload and trusting that your people will get the job done.
We can also identify where our balance has gone awry and spend some time fixing that. We can do an audit of our work boundaries and ask where we can shape things differently. For instance, are there acceptable ‘offline’ times and do we follow them? What are the team norms around taking time off? Are there policies about flexible working that can be applied? Can we take breaks during the day for a walk? Can we spend some time in nature, and switch off?
After we’ve figured out what we can do better, then we must protect our time. If offline time means no emails after 6, then that’s what it means. Don’t cheat. If it means no emails while you’re on holiday, then make sure that happens!
Our relationship with work must be based on reciprocity. We’re there to do a job and get paid in return. But we also need to feel appreciated and valued as well. Setting boundaries is a way of establishing rules in that relationship. This may mean having an honest conversation with a manager or boss where you negotiate your priorities.
There is a bit of fear that our colleagues will think that we’re slacking off. And you know what? That’s ok. Prepare for a bit of pushback. If it happens, then that’s a sign that the boundaries are necessary. Be prepared for those situations and imagine how you’ll approach them — that way you will be ready to handle the demand for more work in a rational rather than emotional manner.
When self-care becomes a priority, our coworkers will take note of our examples and start following our lead, and the world of work will become a better place for everyone.
There are lots of situations where you may want to decline an invitation or new request at work. Here are some examples of ways to say no in situations in a polite and assertive way.
“Thank you for considering me for this project. However, with my current workload, I won’t be able to take on any additional tasks at the moment. I want to ensure that I can give my full attention to my existing responsibilities.”
“I appreciate the invitation to the meeting, but I have several pressing deadlines to meet this week. If my presence is not absolutely necessary, I would appreciate being excused from the meeting. I trust that I can catch up on any important updates afterward.”
“Thank you for reaching out to me, but I believe this particular task requires expertise in [specific area]. As it’s not within my skill set, I recommend involving [name of colleague or department] who has the necessary knowledge and experience to handle it effectively.”
“I appreciate the invitation, but I have commitments and deadlines to meet during work hours. Unfortunately, I won’t be able to join. Perhaps we can plan something outside of work hours to connect and catch up.”
“I carefully considered the task you assigned me, but I have some concerns about its alignment with my personal values. I believe it would be more appropriate for someone else to handle this task to ensure that it’s handled in a way that fully reflects the company’s values.”
Get in touch with us here at Friday Pulse to learn more about how we can help you and your team manage well-being and happiness in the workplace.
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