When is it okay to say no at work? -Do you really have a choice?

 

What is the difference between Choice and Delegation?

 

 

“A choice involves a deliberate preference for one course of action over another.”

Choice consists of the mental process of thinking involved with the process of judging the merits of multiple options and selecting one of them for action. Most people regard having choices as a good thing, though a severely limited or artificially restricted choice can lead to discomfort with choosing and possibly, an unsatisfactory outcome.’ Wikipedia

 

‘Delegation (also called deputation) is the assignment of authority and responsibility to another person (normally from a manager to a subordinate) to carry out specific activities. However the person who delegated the work remains accountable for the outcome of the delegate work. ‘ Wikipedia

 

 

Good Example of Delegation

 

Manager:  “ Edith (who we assume is capable ),  I have a report for Marketing due tomorrow, but I have a lot on my plate. What is on your agenda for the next two days?”

 

Edith : “ Well, I have that  monthly summary for you, the website updates and a few campaign communications to create. “

 

Manager “Alright – tell you what, that summary you are working on for me –Lets  push that back– so you can take on this task. Here are the specifics…”

 

Bad Example of Delegation – presented as a Choice

 

Manager:  “ Edith (who we assume is capable ),  I have a report for Marketing due tomorrow, but I have a lot on my plate. Can you take care of this for me?”

 

Edith : “ Well, I have that  monthly summary for you, the website updates and a few campaign communications to create. “

 

Manager “Yeah… I know. It’s quite busy isn’t it? We are all swamped. I will send Marketing an email (pulling up new email as she speaks) to let .. Karlos.. know that Edith… (typing) … will be sending the …. Spreadsheet…over…<send>.” Perfect! So, do you think you can do it …? Thanks.”

 

 

 

Poor, poor Edith.  She will now head back to her desk to ask her colleague playing solitaire to grab her a Red Bull from the fridge while she buckles down for a late night at work.

 

I’m not entirely certain how MW and I happen to gravitate toward these discussions, but it appears there is a never ending list of unanswered questions harvested within us. This particular discourse is inspired by the need to identify workplace issues and find ways to improve our environment and experience.  There are many interactive aspects of the office for which a type of balance must be achieved, and regardless of one’s position, a comfort level with subordination is required. That means that despite your title, someone will determine what you do, when you do it and even how it should be accomplished. The question is – who in your workspace has the right  to determine what it is you do?  When are they telling rather than asking? Under what circumstances is it valid to say ‘no’?

 

Could Edith have said ‘No’? Should Edith have said ‘No’? The truth is there are many reactions one could have when faced with the above scenario. Not every situation is cut and dry, and having your manager delegate work to you is different from a colleague or (someone else’s) manager helping you build a new job description. Once in a while, this situation is to be expected, and while Edith might mutter a few choice words under her breath on her way back to her cubicle, she will complete that task, and the sooner she starts it, the better. A few tips on handling such a situation:

 

1)                  When in doubt, contact the individual who requires the information to confirm the requirements. Ensure you are able or even permitted to source and provide this information. Often managers hand down information sensitive tasks to which employees are not to have access – just to get it off their plates. This is one of those situations where you in fact could be putting your own job on the line. It is okay to say ‘no’ here, as long as you are tactful in your approach.

 

2)                  IF you’re going to do it – do it well – and shut up about it. Don’t spend the next hour complaining to your colleague – when you could have spent that time completing the task you have at hand. Take home whatever can be done at home, and if possible come in early rather than stay late. Either way – don’t greet your coworkers by announcing how late or early you were in the office. The only person you need to report your hours to, is the boss.

 

3)                  Remind yourself that this is not a regular occurrence (as it shouldn’t be). Often, the hardest workers get all the extra work. Know the difference between active contribution and when you are simply being dumped on.

 

How does one say no? Managers may be an exception to the ‘Hell NO’ rule of thumb, but colleagues…not so much.  What to do about those fresh coworkers who somehow get the idea that because you ‘love’ to do extra work, you want to do theirs?

 

Example of colleague hypnotized into thinking you have become their subordinate 

 

Colleague:  “Reba – I’m away for the next two weeks, starting Monday. Can you complete the following tasks for me? I told the manager you will take care of it, and I left your name  on my voicemail and in my vacation email message. “

 

Reba:  “Actually, seeing as it is Friday, and you haven’t given me much notice, I will have to take the time to look this over to see what if anything I can assimilate into my schedule.   As for your ad hoc requests, I will forward them to the manager so that he may redistribute amongst the team members. Perhaps knowing that your backup was going to be away next week, you could have picked a better time to sail the Atlantic. Nevertheless, have fun and take lots of pictures – when you get back – you’ll catch up…eventually.”

 

In reality, we probably would not have recovered from the shock quickly enough to quip such an elaborate response, but perhaps you can revise the verse to your particular needs, print and save it under your keyboard in the event that such an event occurs.

 

Most importantly, if you happen to be someone who gets ‘dumped ‘on quite often, know that you are not alone.  Remember that it is never too late to change your attitude, and your work habits. Reorganize your workload by delegating transferable tasks as you take on new ones. Information has end of life cycles. If you are providing data to someone who never looks at it, or if there is a better way to get the data (on an as needed basis) review the processes and propose more time efficient methods of getting your work done. Compromise and creative thinking can turn a possibly tumultuous situation into a progressive change and positive learning experience.  Delegation is a skill that you can attain, and choice is a privilege that we in the working Western world are lucky to have. Make sure your ‘work’ works for you…

 

 

From the desk of Denise DaCosta