8 Tips From Bosses on How to Decline Work Assignments

We recently conducted a survey showing that individuals find it nearly impossible to decline work assignments from a boss.  They fear that saying no to a boss can cost them a promotion, or even their jobs.  We then set out to obtain feedback from persons who routinely supervise others at work to get their take on this topic.  Our survey of nearly 100 “bosses” provided interesting insight on how employees should decline work assignments.  Some restated recommendations we had made in a prior post, such as being polite and offering an explanation as to why you cannot take on the additional work. You can read those here: http://legallybalanced.com/how-to-say-no/.  Others suggested that when you decline work assignments you should do the following:

How to Decline Work Assignments

1. Provide an Explanation.  Explain in detail why you cannot perform the work within your work schedule. Discuss with your boss your current workload, capacity, and availability (in light your work schedule). Explain how this new project would interfere with your current work.
2. Honesty is Key.  Be honest and upfront with your boss. Do not exaggerate or provide information that is untruthful or excuses that are not believable.
3. Provide a Backup.  Before talking to your boss, determine whether a co-worker might have the necessary skills or time to perform the task or project.  Give your boss options for completing the assignment.  They will appreciate if you don’t just dump the problem on them without offering a solution.
4. Don’t Delay.  Bring up your unavailability or concerns as soon as possible. This will give your boss time to make alternate arrangements. Don’t cause them to miss a deadline because they couldn’t find a replacement for you.  Don’t place them in a time crunch because you waited too long to tell them that you couldn’t handle a project.
5. Explain the Impact on Output.  You may feel that taking on the new task will affect the quality of the output. Maybe your time restrictions won’t allow you to invest the time needed to complete the project. Perhaps the assignment requires skills you don’t have. If this is the case, let your supervisor know specifically how you believe the work product could be negatively affected if you handled it.
6. Ask for Help.  Let your boss know whether you would be able to perform the work if you had some assistance. Could you do the job if you had certain equipment or technology?  Could you complete the assignment if you had an assistant to help or other resources?  If so, explain to your boss with specificity what you need, and how the resource you are requesting will allow you to complete the job.
7. Don’t Fail to Comply.  After exploring all options you may still conclude that you can’t do the job.  In such case, don’t accept it and then fail to deliver. Failing to complete the work will cause your boss or others to have to rush at the eleventh hour to get the job done. This is more likely to cause a missed deadline. Alternatively, the deliverable produced might be sub-par.  Your boss will not be happy in any of those scenarios.
8. Don’t create a habit of saying “no” at work. Do it sporadically, and only for legitimate reasons.  If you are consistently overwhelmed with work and regularly wish you could decline additional assignments, find out whether your employer can make an arrangement that helps you.  Determine if they offer a reduced schedule option or alternate working arrangement that would allow you to work fewer hours.  Is there a policy that would allow you to work from home?  Are they open to a job-sharing arrangement where you can share  responsibilities with co-workers.  See more on these options here: http://legallybalanced.com/how-to-request-an-alternative-work-arrangement/.  Many employers offer alternative work arrangements.  You can likely find more information on those in the employee manual or by asking at the HR department.

Finally, the bosses we heard from repeatedly stated that communication is key.  A respectful dialogue on the subject is beneficial to all parties. They also offered a few recommendations for those of you who are bosses.

Advice for Bosses

• Are you are consistently going to the same person for new projects? Could you be overwhelming them?
• Are you are assigning new work to the right people?  Do you choose to assign work to the person in the office next to yours just because it’s convenient?  If so, have you thought about whether they are qualified to do the work? Is the task or project part of, or related to, their position?
• Would your office benefit from a rotation system that ensures all employees are equally utilized?
• Would a periodic meeting or report (weekly, bi-weekly) be helpful?  This could allow employees to report on the projects they are working on and the hours they expect each task to require. You can compare that against their work schedule and determine if they have too much on their plate. This tool can also help you determine whether an employee who expresses concern about accepting new assignments has a legitimate argument.
• Do employees working from home have a setup similar to what is available at the office (for example, dual monitors, computer programs).

In the end, communication is key.  It’s easier to decline work assignments when there is an active dialogue between the employee and their boss.

Please share with us your thoughts or comments on this subject. We look forward to hearing from you!