Introduction: What You’ll Learn
In the workplace, you might face requests that you simply can't take on, whether due to limited resources, policies, or workload. This simulation helps you turn down such requests gracefully, ensuring you maintain good relationships and mutual understanding.
You’ll practice:
- Clearly explaining why you need to decline
- Keeping your tone professional and empathetic
- Suggesting alternatives if possible
- Handling any disappointment smoothly
Step-by-Step Simulation
Scene 1: Receiving the Request
Colleague: "Hey, I was hoping you could take on this new project. It’s a big priority for our team, and we think you’d be perfect for it."
You: "Thanks so much for thinking of me for this. Can you tell me a bit more about what's involved?"
(Your colleague gives you an overview of the project scope, timeline, and what they need from you.)
Scene 2: Evaluating Your Capacity
You: "I really appreciate the opportunity and your confidence in me. Right now, though, I’m fully booked with my current projects, and I’m concerned about spreading myself too thin."
Colleague: "I get that, but your skills would be really helpful. Is there any way you could manage it?"
Scene 3: Declining the Request
You: "I’d love to help, but I need to keep my focus on my current workload to maintain quality. Adding more right now just wouldn’t be doable."
You: "Maybe we can look at some other team members who could take this on? I’d be happy to help with that or with getting someone else up to speed."
Scene 4: Offering Alternatives
Colleague: "Alright, I see your point. We'll figure something out."
You: "I know it’s important, so if there’s a part I can advise on, or if a quick chat would help, let me know — I can definitely do that."
Colleague: "That’d be great. I’ll talk to the team and get back to you."
Scene 5: Wrapping Up
You: "Sounds good. Let’s stay in touch about any specific parts where I can pitch in without overloading myself. Thanks for understanding!"
Colleague: "Thanks for being straightforward. I’ll follow up soon."
Mini Roleplay Challenges
Challenge 1: The colleague insists you’re the only one who can do it.
- Best Response: “I appreciate the trust, but I really need to prioritize my current projects. Let’s think about others who might be able to help.”
Challenge 2: They suggest moving your current projects.
- Best Response: “I have to ensure my current work is successful. Let’s brainstorm some different solutions together.”
Challenge 3: They seem disappointed or frustrated.
- Best Response: “I know it’s important. Let’s figure out how I can support in a limited way or help transition it to someone else.”
Optional Curveball Mode
Add one of these scenarios during practice:
- The request comes with pressure from higher-ups.
- Your colleague gets emotional.
- The project is urgent with a tight deadline.
Practice handling each one while staying firm.
Reflection Checklist
Communication Clarity
- Did I explain my reasons clearly?
- Did I keep the tone professional and empathetic?
Alternative Solutions
- Did I suggest any alternatives?
- Did I help find a way forward?
Relationship Management
- Did I keep a good relationship?
- Did I thank them for understanding?
Common Mistakes to Avoid
- Apologizing too much or being vague
- Agreeing to something you can’t handle
- Ignoring their feelings about being turned down
- Not suggesting any other options