Roleplay Scenario
Scenario Overview
You've been asked to provide extra support for a project. However, due to current commitments, you can't take on more work right now. Your challenge is to say no in a way that keeps the relationship positive and offers any help you can, even if it’s just advice or a future timeline.
Roles & Setup
Role A – Engineer (You)
You're facing a request that you can't accommodate due to existing workload.
Your goal: Explain your position clearly and respectfully, while offering any potential help or a timeline for possible future involvement.
Role B – Project Requester
You're seeking additional support for a project you believe is important.
Your goal: Understand the reason behind the decision and explore any possible alternatives or ways to collaborate in the future.
Suggested Openers
Engineer:
- “Thanks for reaching out. I want to discuss how this request fits with our current workload.”
- “I appreciate you bringing this to me. Let’s see how we can approach this given our current commitments.”
Project Requester:
- “I wanted to talk about this new project. It seems like a great fit for your team’s expertise.”
- “I think your team could really add value to this initiative. Can we figure out how to make this happen?”
Sample Roleplay in Action
Engineer:
“Thanks for reaching out about the project. It sounds really interesting. However, we need to talk about how it fits in with what we’ve already got on our plate.”
Project Requester:
“I really think your team could make a big impact here. Is there any way we can make this work?”
Engineer:
“I get why this is important, but we’re currently maxed out with some major deliverables. Taking on more would stretch us too thin right now.”
Project Requester:
“Is there any flexibility, like adjusting priorities, to fit this in?”
Engineer:
“Unfortunately, we’re pretty locked in with our current deadlines. However, I’d be happy to provide some initial guidance or help you draft a plan that we could revisit in the next quarter when we might have more bandwidth.”
Project Requester:
“That sounds like a good plan. Your guidance would be really helpful to make sure we’re heading in the right direction.”
Engineer:
“Great, let’s schedule some regular check-ins to go over progress and any advice I can offer. I’ll make sure to document any recommendations we discuss.”
Project Requester:
“Thanks for being open about it. I really appreciate any support you can provide.”
Post-Scenario Tools
Curveball Mode (Optional)
Throw in one of these scenarios mid-roleplay to add complexity:
- The requester insists the project is a top priority from upper management.
- Additional unrelated requests come up during the conversation.
- The requester suggests reallocating your team’s current resources.
Reflection Checklist
As the Engineer:
- Did you communicate your decision clearly and respectfully?
- Did you offer any feasible alternatives or a timeline for future engagement?
- Did you maintain a positive and professional tone throughout?
As the Project Requester:
- Did you express your needs clearly?
- Did you stay open to alternatives and compromises?
- Did you seek to understand the engineer’s constraints?
Common Mistakes to Avoid
- Being vague or non-committal about the decision
- Allowing the conversation to become defensive or argumentative
- Failing to offer any constructive alternatives
Pro Tip
When you have to say no, focus on keeping the relationship positive and being upfront about your limitations. Offer solutions that can help the requester move forward, even if they don’t fully meet their initial ask.