Mastering the skill of saying 'No' in the Workplace and templates that work

There’s growing concern about poor work manners, often labelled a "Gen Z issue," but the struggle to set boundaries goes beyond any one generation. Many tech professionals, regardless of their experience, have a hard time managing their workload without overcommitting. 

If you find yourself overwhelmed by taking on too many tasks and regretting it later, you’re not alone. In this article, we’d share insights from seasoned tech professionals that you can start applying to say no effectively and reclaim control over your work life.

Why does saying 'no' at work even matter?

On the surface, being the office go-to person sounds great. It’s natural to want to please everyone, especially stakeholders, as your job often involves supporting their work. But saying "yes" all the time can lead to resentment, which if left unchecked,  results in burnout and reduced work quality.

Saying "no" isn't just about setting boundaries for yourself; it also benefits your team. Benjamin Dada, product manager, points out that saying 'no' requires confidence and tact, especially in workplaces where power dynamics are at play.

You need to focus on the greater good for the company, which often means prioritising tasks that truly matter. Instead of directly refusing—which appears rude most of the time—guiding the requester toward another solution shows your understanding of the bigger picture.

Ironically, saying "no" can boost your leadership skills and help build trust in the long run. When you turn down tasks you can’t handle, it shows your boss and colleagues that you’re organised and aware of your limits. They now trust that when you say "yes," you’ll deliver. 

While it might feel awkward at first, mastering the art of saying "no" is crucial for your well-being and success in the workplace.

5 strategies to help you tactfully (and professionally) say no 

By following a few best practices, saying no will start to come more naturally.  

Master the art of reframing requests

Sometimes, a direct "no, I can’t do this" isn't the best approach. Instead, guide the requester towards that conclusion themselves by highlighting potential conflicts or limitations in your schedule. This subtle approach gives them a chance to reconsider the urgency or explore alternative solutions.

Benjamin Dada suggests, reframing the request or proposing a different timeline as an effective way to indirectly say "no." For instance, you might offer to take on the task at a later date or suggest checking with your supervisor to ensure it aligns with current priorities. This approach maintains professionalism while subtly shifting the responsibility for prioritisation back to the requester. 

• Potential Reply: I’d be happy to assist, but my plate is currently full with [Project X], [Y], and [Z] coming up on [Deadline]. Could we potentially look at a slightly later timeline for this new task, or perhaps see if someone else has the availability to take it on sooner?" Alternatively, I could check with [Manager 1] about reprioritizing my current tasks.

Understand the Power Dynamics (Stakeholder Mapping)

Dada emphasises on the idea of tailoring your "no" responses based on who's making the request. Like chess, you need to anticipate the consequences of your moves and make choices that benefit your overall position. For instance, if your direct manager asks for something, your response should align with team priorities, while with colleagues, offering alternative solutions or adjusting timelines may be more fitting. Tasks with high visibility or growth potential require finding a balance between current workload and new opportunities. 

You have to navigate these situations with tact to ensure your choices benefit your professional standing.

• Potential Reply: “I’d love to take this on, but I'm currently juggling a few key deadlines. To give this task the attention it deserves, could we explore adjusting the timeline or breaking it down into smaller phases? That way, I can contribute effectively without compromising my other commitments.”

Learn to communicate set priorities strategically

Not all tasks hold the same value. So, when a new request comes your way, take a moment to assess its importance and how it aligns with your overall goals and priorities. Remember to be honest with yourself and your team about your capacity. 

If you're already at full capacity, it's far better to communicate that upfront than to risk overcommitting and delivering subpar results.

You can use this USAID framework when prioritising:

• Urgency vs. Importance: Is the task time-sensitive, or can it be scheduled for later?
• Impact: How will completing this task contribute to your team's or company's goals?
• Skill Alignment: Does the task utilise your strengths and expertise, or would it be better suited for someone else?
• Dependencies: Are there other tasks that need to be completed before you can start this one? 

Potential Reply: “Hello Name, This sounds interesting, but I'm wondering about its priority in relation to my current workload [Name Key Project]. Could we discuss its urgency and expected impact on our team's goals? This will help me prioritise effectively."

Set boundaries from the Get-Go

Growth Strategist, James Praise, wisely suggests that starting a new job or working with a new manager is the perfect opportunity to set the tone for how you manage your workload and prevent disagreement as well as burnout. During onboarding or initial meetings, discuss your typical work hours and preferred communication methods. This helps align your manager’s understanding of your work style from day one.

Remember, it's not about being inflexible but creating a sustainable workflow. Over time, if you need to adjust your availability, that's perfectly fine. The key is to communicate clearly and consistently with your manager, so they understand your needs and can support you in achieving your goals.

• Potential Reply: "I’m happy to address urgent matters outside of work hours when needed. However, to maintain a healthy work-life balance, I avoid checking work messages after [end of work hours]. I’ll always respond promptly during work hours and am available for scheduled calls or meetings. To ensure I'm at my most productive, I typically work from [start time] to [end time] each day. For non-urgent communication, I prefer using [email/Slack/etc.] during work hours and [phone/text] for urgent matters outside those hours. I’m excited to contribute and happy to adjust if necessary to meet the team’s needs."

Have open conversations with your manager

Unlike our fourth tip, this strategy works best when you already have an established rapport at work. Having built trust with your manager and colleagues makes conversations about capacity and priorities easier to navigate. Regularly check in with them to discuss your workload, even when no immediate requests are at hand. This helps prevent misunderstandings and lets you proactively flag potential issues.

If you're feeling overloaded, don't hesitate to speak up. Clearly lay out your current tasks and deadlines so your manager can make informed decisions.

Instead of a flat-out "no," focus on finding solutions together. Maybe you can suggest shifting deadlines, delegating some work, or adjusting your current tasks to make room for the new request.

Finally, jot down a quick summary of your conversations with your manager, especially any agreements about workload and priorities. It's always helpful to have a record you can refer back to later.

Potential Reply: Hi [Manager Name], I'd love to take this on, but I'm currently tied up with [current high-priority tasks and deadlines]. Could we set up a time to discuss how to fit this in? Alternatively, would it be possible to revisit this once I have more availability, or perhaps explore delegating some of my current tasks to [Colleague Name] to free up some time?

To conclude

Learning to say "no" with tact and professionalism is an ongoing journey especially for techies. You'll face pushback, but how you handle it can influence how they perceive your decisions. Strive to set firm boundaries while keeping the company's best interests in mind. 

For more insights on managing workplace dynamics effectively, check out "The New Rules of Office Politics." The book provides practical advice on achieving your goals, influencing decision-makers, and maintaining positive relationships.