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How to Say No at Work

by Niamh Moynihan on
Communication

Have you ever said yes to something at work when you really wanted to say no? I’ve been there. Early in my career, I took on every task that came my way because I thought it proved my dedication. Instead, it left me overworked, exhausted and constantly playing catch-up.

The truth is, setting boundaries at work isn’t about simply saying no—it’s about pausing, assessing the impact, and working together to find a solution that works for everyone. In episode 41 of The Better Workday Podcast, I share why we struggle to push back, the hidden costs of overcommitting, and how to navigate these conversations effectively.

Key Takeaways from the Episode

The Hidden Cost of Always Saying Yes

Saying yes to everything might feel like the right thing to do, but it comes at a cost.

  • You become overloaded. More work doesn’t mean better work. Taking on too much leads to stress, mistakes, and reduced focus.
  • You set unrealistic expectations. If you always say yes, people assume you’ll always be available, and it becomes harder to push back.
  • You lose control of your priorities. Every time you say yes to someone else’s request, you might be saying no to your own important work.

How to Handle Requests Effectively

Instead of viewing every request as a yes-or-no situation, focus on assessing the impact and finding a workable solution.

1. Pause Before Responding

Avoid knee-jerk yes responses by taking a moment to assess the request. Try This: “Let me check my workload and get back to you.”

2. Clarify the Request & Assess the Impact

Before deciding, gather key details and consider the broader impact. Ask questions like:

  • “When is this due?”
  • “What happens if this doesn’t get done?”
  • “Who else could help with this?”
  • “What would I need to deprioritise to take this on?”
3. Share Your Concerns and Collaborate on a Solution

If a task isn’t feasible due to workload or competing priorities, communicate that clearly.

Try This: “I want to make sure I can give this the attention it deserves. Right now, I have [current commitments], and taking this on could impact my ability to meet those deadlines. Is there flexibility on the timing, or can we look at other ways to get this done?”

4. Get Support from Your Manager When Needed

If expectations seem unrealistic or workload pressures are mounting, bring your manager into the conversation. Try This: “I’m happy to contribute, but I need to discuss priorities with my manager to ensure we’re focusing on the most critical tasks. Let me check in and get back to you.”

5. Offer an Alternative (If Possible)

If you want to maintain goodwill, suggest a smaller way to contribute. Try This: “I can’t take this on fully, but I can review the final draft before submission.”

6. Set Boundaries with Confidence

If no alternative works and you simply don’t have the capacity, be clear but professional. Try This: “I appreciate you thinking of me, but I’m currently at full capacity and won’t be able to take this on.”

Saying No in Hybrid & Remote Work

Declining requests is easier in person, where tone and body language help soften the message. In remote work, where most requests come through email or chat, wording becomes even more important.

Tips for Handling Requests in Writing:

  • Keep it clear and professional.
  • Explain the impact on existing commitments.
  • Offer alternatives where appropriate.

Try This Email Template:

Hi [Name],

Thanks for reaching out. I want to make sure I can give this the time it needs. Right now, I have [current priorities], and taking this on fully might impact those deadlines.

Would it be possible to extend the timeline, or is there another way I can contribute without fully taking it on?

Let me know how you’d like to proceed.

Practising these responses in advance will help you feel more confident when managing requests.

Your Challenge for the Week

At some point this week, someone will ask for your time. Before responding, pause and assess the impact of taking it on. If it creates challenges, share your concerns and collaborate on a solution. If necessary, seek support from your manager.

If this episode resonated with you, share it with a colleague or friend who could benefit from setting better boundaries at work.

Until next time, stay well and have a better workday!

 

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