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18 Feb 2014

COMMITTING TO EXTRA TASK: Say NO?

In the climb to success we take on more and more responsibilities at work that will help boost our evaluation when it comes to promotion. By accepting to do more you are exposing yourself to promotion no doubt; you are proving that you have the capacity to handle bigger projects. But how much can you really take on and how much can you let go?
Knowing when to draw the line is as much a prerequisite for promotion as taking on the extra task itself. You do not want to be overwhelmed by what you took on that is not in your key responsibility area and then find you are failing to achieve nothing. I manage a team of 4 and I find I talk about taking on more than they can handle a lot at work. I am not against an employee proving themselves, what I find most exasperating is offering to do a particular assignment and not delivering as at the time it is expected from you. Most bosses feel same as well.
Take time to think before committing yourself; think about the ramifications of what you about taken on. Is it something you are likely to finish without causing so much strain on your already planned schedule? Would you need to work with some other person to get the job done?
Remember that if you are working with other people aside yourself on a particular task not in your normal routine, your time will clash. You may not be available when others are or they will not be available when you are. So consider your schedule and the schedule of others.
Ask your immediate boss. Most times our bosses have their own assignments for us not in our Key responsibility area. Before you accept anything else, spell out your current responsibilities and ask your supervisor. That way you show you recognize their position in your schedule and you save yourself unnecessary conflicts.
While declining a task, be open to say why and try to help solve the requester’s problem by offering an alternative or an option. If the task is immediate and you are not available to do it immediately you can offer to do it later if the job will not be too late.  When you say ‘I can’t do this now because am working on something that need to be concluded before x o’clock. Can I do it maybe tomorrow?’ you are offering an olive branch and showing you actually care about the job being done. Saying an outright ‘NO’ can be misconstrued, always offer something when you are turning someone down.
If a superior ask you to perform a task through an email and you are not going to do it, decline in person as e-mail messages can get misconstrued.  The willingness that you would express through your tone of voice cannot be read in an e-mail.
When you decline an opportunity, consider turning it into a positive situation for someone else who could benefit from additional exposure or responsibility. You have other colleagues who most probably did not come to the mind of the requester and who you know would be available, suggest their name to the person making the request. But check to make sure your colleague is available to do the task.

It can be difficult to say ‘No’ especially when you are passionate about your work and you see each project and task as a potential to forward the cause but in reality we can only do as much as we can do and not more. Knowing this puts you in focus all the time and it also ensure you stay on track of your key responsibilities.

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