Saying no can be challenging, particularly when you feel obligated to cater to the needs of others, be it customers, team members, or stakeholders. However, it is crucial to say no in order to establish boundaries, both for the projects we are working on to maintain focus and for ourselves to avoid burnout.
Be clear with your limits, your objectives
The first key is to have a clear understanding of your limits, objectives, priorities, and needs. When you are crystal clear about these aspects, it becomes easier to decline requests because you are aware of what you can realistically handle.
This clarity legitimizes your position in relation to others. How can you achieve this? There are two approaches:
- Objectives and priorities: These are long-term or regular tasks that need to be assessed periodically. They can be yearly, quarterly, monthly, or even for a specific sprint when following the SCRUM methodology. It’s essential to limit the number of objectives to maintain focus, typically two, three, or maybe five.
Similarly, identifying priorities helps determine which tasks will bring the most value and should be addressed first. This doesn’t mean the other tasks won’t be done; it simply means that, at a given moment, a specific task holds the most value.
- Understanding your limits and needs: This approach is more introspective, focusing on what you are willing to accept. Consider your personal needs—whether it’s time to process information, solitude for concentration, or collaborative discussions. When a request contradicts your needs, it is crucial to express your limitations.
Typically, crossing a personal limit leads to negative emotions. Understanding and identifying these emotions allows you to recognize the limit that has been breached and the unmet need behind it. This self-awareness helps you express your boundaries clearly when faced with similar situations in the future.
How to properly formulate the “No”
To express a “No” effectively, consider the following strategies:
- Direct “No”: While the most straightforward, it can be challenging to outright reject someone. To navigate this, remember to reject the request, not the person. Appreciate the individual and their legitimate request, and provide an explanation for your refusal. Clearly articulate why you cannot accommodate the request, allowing the person to understand your perspective and potentially empathize with your decision. Additionally, it may be helpful to communicate the consequences if the person persists despite your refusal.
For example, if someone presents a task that falls outside your responsibilities, you can respond with, “I appreciate your request, but it is not within my responsibilities. Therefore, I won’t be able to fulfill your request. If you insist on pursuing it, I suggest discussing it with my manager and potentially yours to explore alternative solutions.” Clearly outlining the consequences can help reinforce your stance.
- “No, and…” with alternatives: Instead of a flat-out refusal, propose an alternative solution to the person making the request. You might have ideas or suggestions that can help them address their problem differently. If you don’t have immediate solutions, it’s acceptable to request some time to study the request before offering alternative options later.
For instance, you can say, “Please allow me some time to review your request, and I will get back to you. While I can’t accommodate it at the moment, I have explored some possibilities. Here are a couple of alternative approaches we can consider together.“
- “No, later…”: In situations where the request aligns with your objectives and limits but cannot be addressed immediately due to other priorities, propose a specific timeframe. This communicates your willingness to fulfill the request, albeit at a later date.
For example, you can respond with, “Thank you for your request. However, given my current workload, it’s not my priority. I suggest revisiting this in three days or a week.” If the person insists on urgency, it may be necessary to reassess priorities and find a solution that accommodates both parties. This might involve discussing with other stakeholders to manage priorities effectively and ensure alignment on the tasks to be addressed promptly. It’s crucial not to overload yourself or others by adding more tasks without removing any existing ones. If immediate action is required, adjustments need to be made to accommodate the new task.
Better understand ourselves in the face of the “no”, to dare to say it
Saying no can be challenging, especially if you have a strong sense of service and fear that rejecting a request might be seen as rejecting the person. However, it’s essential to remember that you are declining the request, not the individual themselves.
It can be beneficial to examine your emotions and thoughts regarding saying no. Consider whether certain beliefs or conditioning from the past are hindering you from setting boundaries effectively. Ask yourself how you would like to behave and express your limits in a way that prevents overwhelm and burnout.
It’s important to recognize that saying no does not make you a bad person. On the contrary, it signifies that you value mutual respect and the importance of honoring your own limits. It serves as a mechanism to protect yourself from excessive demands, particularly from individuals who are accustomed to always receiving a yes.
Avoid assuming how others will react to your refusal. While some may feel rejected initially, the way you formulate your response, as discussed earlier, can help mitigate such feelings. Start by taking small steps in saying no, perhaps beginning with minor refusals and gradually progressing. This allows you to gauge your own comfort level and observe how others perceive your boundaries.
By learning to say no effectively, you can better manage your work, ensure the focus of your projects, and maintain a healthy work-life balance. It empowers you to prevent tasks from becoming scattered and overwhelming, ultimately leading to increased productivity and overall well-being.