Saying no at work is hard, especially when you are early in your career or you are really passionate about what you do. Often there is a huge amount of guilt attached, questioning whether you are a team player or not wanting to let your manager down.

But learning when to say no is one of the most important skills to learn in the workplace. Not only does it protect you from being overworked and taken advantage of, but it also helps protect the passion and drive you have for your job. Too often, eager employees are cursed with saying yes to everything, leading them to be exhausted, frustrated, and resenting the job they once loved.

Other times, you may find yourself subject to poor management or unethical behavior if you are asked to complete a task that you know you shouldn’t be doing. Saying no sets a strong boundary with the asker and reinforces that their request is wrong.

Below are some scenarios where you should say no at work and how to do it.

THE TASK INTERFERES WITH YOUR ACTUAL RESPONSIBILITIES

Before saying no to a task, it’s important to have a clear understanding of your actual responsibilities. Review your job description, talk to your manager about priorities, and ask for clarification if needed. Make sure you’re not simply hesitant to take on a new task because it’s unfamiliar or challenging.

How to say no: I would love to help, but I don’t have the capacity at the moment.

This response acknowledges the request while also setting a boundary. It’s important to be honest about your workload and priorities, and to avoid overcommitting yourself. This response also shows that you’re willing to help in the future when you have more capacity.

THE DEADLINE IS UNREALISTIC

When you are given a deadline, spend some time understanding the scope of the task and the resources available to you. Break the task down into smaller parts and estimate the time needed for each part. If, after completing the above, you believe the deadline is unrealistic, it is time to speak to your manager or client. Use data and evidence to back up your concerns, and propose alternative timelines that are more realistic. Be sure to communicate any concerns early, rather than waiting until the last minute.

How to say no: Unfortunately that deadline will not be possible. Can we work toward [future time] instead?

This response acknowledges the request while also proposing a realistic alternative. It’s important to be clear about your reasoning and to provide evidence to support your proposed timeline. This response also shows that you’re willing to work collaboratively to find a solution.

YOU’RE ON LEAVE

Before you go on leave, set clear boundaries and communication expectations to avoid having to complete work, reply to an email, or take a call during your time off. Give sufficient notice to your team and clients, and organize who will be dealing with matters in your absence.

How to say no: I will be on leave then, so I won’t be able to do that.

This response is clear and straightforward, and highlights the importance of respecting personal time off. If you’re on leave or have a scheduled absence, it’s important to communicate this as early as possible to avoid any misunderstandings or last-minute requests.

YOU’RE BEING TAKEN ADVANTAGE OF

If you feel like you’re being asked to do more than your fair share of work, ask yourself whether the task is designed to stretch your capabilities and give you a new experience or whether it’s simply something outside the scope of your role. To avoid this issue frequently coming up, set clear expectations with your team and manager about your workload and career-progression goals.

How to say no: I appreciate the offer, however, I’m unable to commit to that right now.

This response acknowledges the request and shows gratitude for the offer, while also setting a boundary. It’s important to be honest about your workload and priorities, and to avoid overcommitting yourself. This response also leaves the door open for future opportunities to collaborate.

YOU’RE ASKED TO DO SOMETHING UNETHICAL/UNSAFE

If you’re not sure whether a task is ethical or safe, review your company’s policies or speak with a trusted colleague or supervisor. If you feel uncomfortable with a task, speak up and provide alternatives or suggestions that align with your values and prioritize your safety. If the situation is not being addressed, consider escalating the issue to HR or a higher level of management.

How to say no: I’m not comfortable doing that; is there anything else I can assist with?

This response acknowledges the request while also expressing discomfort or concern. It’s important to be clear about your reasoning and to offer alternative solutions or suggestions. This response also shows that you’re willing to help in other ways that align with your values and comfort level.

YOU’RE NOT QUALIFIED (OR THE BEST QUALIFIED) TO COMPLETE THE TASK

Ask yourself if you have the necessary skills and experience to complete it. If there’s someone else on your team who is better qualified for the task, consider delegating it to them or working together to complete it successfully. Be honest about your limitations, and be willing to learn and develop new skills if needed.

How to say no: Thank you for thinking of me, but I don’t think I’m the best equipped to do this.

This response acknowledges the request and shows gratitude for being considered, while also being honest about your limitations. It’s important to be clear about your reasoning and to avoid taking on tasks that you’re not qualified or prepared to handle. This response also shows that you value quality and are willing to delegate tasks to others who may be better equipped to handle them.

Excerpted with permission from the publisher, Wiley, from Smart Moves: Simple Ways to Take Control of Your Life by Téa Angelos. Copyright © 2023 by TA Group Pty Ltd. All rights reserved.