Do you take on too much work and accept others’ requests when you really don’t have the time? And are you not able to do your very best work because you are doing too many things at 75%?
Why do you do this? Do you not want to say “No” because you don’t want to miss an opportunity? Or do you not want to let anyone down? Or do you just not know what words to say to communicate, “No!”?
What to do? First, clarify your areas of focus, your goals, and your strategies to get there. Then, consult those resources in order to make the best decision. Use your focus and goals verbiage in your “No” response.
Clear Goals and Focus
If you are very clear about your most important goals and your priorities for the month, and are excited and focused on them, then it is that excitement that causes you to decline or delegate tasks that are not in line with your plan. Your plan is ambitious and exciting, not limiting and holding you back. It guides your conscious choices of how to spend your time and energy.
Put People in their Place
People are important. Your success will require you to work successfully with others, value their contributions and respect their priorities. And you spend time with another person when your goals and focus overlap their goals and focus. Not necessarily when you are asked to take their priorities as your own. You may be asked by your customers or your supervisor to change your goals and plans and may need to do throughout the month. However, a lot of times when you fail to say, “No” it may be because you like the person and don’t want to disappoint them. But, you may disappoint them or another individual when you take on too much, and don’t do anything as well as you could.
What to Say? First, gather enough information. “Mike, I think I understand your request. Can you share just a few more details of what you need from me?”
Then, frame it. “Mike, I am hearing that this project is very important to Bob’s department, and to turnaround times. This month, Mark has asked me to focus all my energy on the successful interactions with customers through our online systems. I’m very excited about the opportunity to address some long-standing concerns we have heard from our customers.”
What you can do. “It would be early next month before I could start on that work for you, and I would estimate it would take about three weeks. I know that Mary and Patrick are also experts in this area, and their schedules may be more free this month if you need it sooner than I can complete the work. (Only say this if you know it to be true.) What I’d be happy to do is have you circle back with me at the end of the month to revisit this priority.”
And, if you’re Mike, and don’t like that answer, you might say to you:
“Ryan, we all have a lot to do and turnaround time is everyone’s priority. I really need to get this done and you and I have worked on it in the past!”
You feel Mike’s pain, but have a clear focus and path for the month, and in reality, his priority is not yours at this time.
“You are right Mike, turnaround time is a priority and I have enjoyed working with you in the past. The challenge is that this month, I have items that have been identified as higher priority in my calendar. Would you like me to introduce you to some other members of the team who would be valuable resources for you since I am booked up?”
If you fail to clarify your goals for the month, and fail to say “No” to tasks outside your focus area, you will end up with too much on your plate, people upset with you more than they would of if you had found a way to say, “No” in the first place, and work that is not up to your quality standards.