As an Executive Assistant, you’re often at the epicentre of activity; managing numerous tasks and juggling multiple priorities. It requires exceptional organisational skills, acute attention to detail, and, importantly, the ability to say “no” when necessary. Saying no can be challenging, but mastering the art of declining is crucial for maintaining productivity, ensuring quality, and preventing burnout:

1.      Protecting Your Time & Quality of Work

Time is a finite resource. Overcommitting can lead to burnout and reduced quality of work. By pushing back on non-essential tasks, you can focus on delivering better results and on time.

2.      Preserving Professional Relationships

Learning to say no can improve your professional relationships. It shows that you understand priorities and that you value your time and are committed to maintaining high standards.

3.      Doing the Right Things at The Right Time

As an Executive Assistant you understand what is happening in the business at a senior level, so sometimes saying no demonstrates you are thinking strategically.

How to say No effectively

1. Understand Your Priorities

Before you can effectively say no, you need to have a clear understanding of your priorities. This involves knowing your executive’s priorities, your key responsibilities, and the wider organisational goals. When you receive a new request, assess how it aligns with these priorities. If it doesn’t, it might be a candidate for a polite decline. Having a clear picture of your workload and priorities allows you to make informed decisions about where to focus your efforts.

2. Be Professional and Provide a Reason

When you’re busy and feeling a little overwhelmed it can be easy to reply quickly showing your frustration. To get the best out of any situation sometimes it’s best to wait and respond once you have thought it through and explain your reasoning – see point 1! Good response examples are “I appreciate you thinking of me for this, and normally I would help but I am working on a project with deadlines this week” or “Thank you for the opportunity, but I have a lot of really pressing tasks to complete urgently this week” If you provide 1:1 support, you may need to remind your boss of tasks already underway or ask if other items can wait to free up your capacity for the new request. Clear communication is important.

3. Suggest Alternatives

Offering alternatives can sometimes soften the blow of saying no, especially if you have always been a ‘yes’ person. You might suggest another colleague who is available or propose a different timeline to complete the work yourself if that is possible. This approach shows that you are considerate of the requester’s needs and willing to contribute in a different way.

4. Practice Saying No

Like any skill, saying no gets easier with practice, so you can start with small requests in less critical or busy times. As you become more comfortable, you can apply these skills to more significant requests. The more you practice, the more confident you will become in your ability to say no professionally and effectively. If you have to say no in person and not over email, it can help to practice beforehand so that you’re not saying the words for the first time in front of the person. You don’t want to stumble over your words! It might feel silly at first, but practice makes perfect!

5. Understand Why You’re Saying No

Saying no must always be about the job. It can’t be because you would prefer to work on other tasks or projects etc. It has to be because your time is compromised, and you are prioritising what is best for the business and your boss. Overcommitting can lead to stress, burnout, and decreased productivity. Saying no or pushing back is a form of self-care, and managing your workload effectively ensures that you can perform at your best. Remember, saying no is sometimes the best way to preserve your ability to contribute effectively in the long-term.

Like any new skill it can take time to perfect, so always take some time to reflect on what has worked well, and over time it will get easier and better. As you prioritise more effectively with this newfound skill it will become like second nature and will elevate your thinking.