Clear Reasons
Your colleague asks you to lunch, but you're busy. Say no with a clear reason.
"I can't go to lunch because I have a deadline at 2pm."
Your manager asks you to work Saturday. Show empathy first, then say no.
"I totally understand this deadline is really important for the team, but I'm not available this weekend."
You can't attend a full meeting. What could you offer instead?
"I can't attend the meeting, but I could read the notes and send my comments."
Your manager asks you to work this weekend. Use approach 1 (clear reason).
"I can't work this weekend because I have family commitments."
Someone invites you to another committee meeting. You're already on three. Say no.
"I can't join because I'm already on three committees and don't have capacity for another."
Your manager asks you to take on a new client. Give a clear reason why you can't.
"I'm afraid I can't take on another client; I'm already managing 10 accounts at full capacity."
A colleague needs urgent help. Show you understand their situation before saying no.
"I can see that you are under a lot of pressure, but I'm dealing with my own urgent deadline right now."
You can't help with a full project. What partial help could you offer?
"I can't take on the whole project, but I could help with the data analysis part."
Your manager wants you to take on another project. Use approach 2 (empathy).
"I know this project is a priority, but I'm already working at full capacity on three other projects."
A colleague wants you to cover their presentation. Show empathy and say no.
"I understand you're in a difficult situation, but I have my own presentation to prepare."
Someone asks you to cover their shift. Give a clear reason.
"I have a doctor's appointment that day, so for that precise reason, I can't cover your shift."
A client wants rush delivery. Show empathy but explain why you can't.
"I realize this timeline is critical for your business, but we need at least 3 days to ensure quality."
You can't work late tonight. Offer an alternative time.
"I can't stay late tonight, but I could come in early tomorrow to finish this."
Your manager asks you to lead something you can't do. Use approach 3 (options).
"I can't lead the whole initiative, but I could contribute as a team member or lead just one part of it."
Someone asks you to work on their task during your lunch break. Say no with an option.
"I can't help during lunch, but I could spend 30 minutes on it this afternoon."
A colleague wants you to stay late to help them. Give a clear reason with professional language.
"I can't stay late tonight, for one thing I have a prior commitment I can't cancel, and I have to come in early tomorrow."
Your manager wants you to present, but you're not prepared. Show empathy and explain.
"I understand we need someone to present tomorrow, but I haven't had time to prepare properly and wouldn't represent the project well."
A colleague wants you to train them, but you don't have time. Explore options.
"I can't do a full training session, but I could send you the documentation and answer specific questions over email."
Your manager wants you to do something unrealistic. Combine 2 approaches.
"I understand why this is important (empathy), but the timeline isn't realistic because we need at least two weeks for testing (clear reason). However, I could deliver a preliminary version by Friday (option)."
A senior leader asks you to do something outside your role. Say no professionally using any approach.
"I appreciate you thinking of me, but that's outside my area of expertise. However, I could connect you with [name] who handles that." (empathy + clear reason + option)