How to tactfully say 'no' at work

Test

                    Justin Thompson, CareerBuilder Writer                                                                                
                            Many of us have been in a position where our boss, our co-worker, a client or customer has asked us to do something that we know is completely counterproductive to our time. Or sometimes it's just a really, really bad idea. More often than not we bite our tongues for fear of being the office Debbie Downer, but really – if we can save the company from a giant PR or financial fiasco, why shouldn't we speak up?
I asked several professionals to share their experiences and tips on how to massage a 'no' into a suitable arrangement for you and your counterpart.
Diana Booher, author of the new book "Communicate with Confidence: How to Say It Right the First Time and Every Time," has tips on how to address what could be an uncomfortable situation when countering a request at work.
1.       Start on positive note -- remember to keep your body language and tone in check and be supportive of a new idea. Don't be defensive and simply go for the negative right away. Allow yourself time to mull over what the person has said and see if you can accommodate it in any way.
2.       Learn to say "Yes, and..." -- instead of offering up a 'No' right away, go with a 'Yes, and' and explain how the work can be accomplished and if that means certain elements will have to change or wait in order to achieve a successful completion of the project or task.
3.       Offer explanations -- This harkens back to tip #1 as another time to watch tone and body language. Explanations shouldn't be excuses, nor should they be focused solely on your lack of time or ability to get certain tasks done. Sometimes people make unreasonable requests because they just don't have a grasp of the amount of work that goes into certain projects. Just help them understand the steps and time involved and if that's the solution they want, how it will impact the business overall -- whether that's an internal or external client.
4.       Provide alternative solutions -- Focus on figuring out the other person's goal versus their course of action. By understanding what they want to achieve, you're able to come up with alternative options that are more cost-effective, timely and manageable within your workload that still provides the same result. By giving these options, you can also be seen as a valuable resource with a vested interest in either the company you work for or the client you are working with.
5.       End with goodwill -- Always try to wrap up a 'No' conversation with a positive and outline what you'll be able to achieve and the next steps or timeline of milestones and if no alternatives are possible, offer to join future discussions or talks that shows you're willing to be a vested partner in upcoming projects and willing to help.
It's also worth investigating the 'Disney Process,' which Leigh Steer, co-founder of Managing Better People LLC, recommended to me. If you're unfamiliar, you can read about it her. She suggests that companies use this process to uncover how some 'pipe dreams' can actually be achievable within organizations.
Others suggested that putting up a reminder in their work area that it's okay to say 'no' helped them not get roped into the automatic 'yes' over the phone.
It's also good to note that regardless of the request origin (even from your boss), don't feel you cannot reach out to your senior and ask for help prioritizing or coming up with a solution that will address everyone's needs. By keeping a list of priorities, you're able to always document the things you've been asked for but also give realistic expectations and deadlines to those who've asked for your help on projects or tasks. Also keeping a record of the request you receive will hold you accountable and can also be the list of what you're working on and indirectly justifies your need, which can then be used to your benefit later when negotiating for a raise or promotion.
What other ways do you get around the uncomfortable situation of saying 'no' at work?
Justin Thompson is a writer and blogger for CareerBuilder.com and its job blog, The Work Buzz. He researches and writes about job search strategy, career management, hiring trends and workplace issues.