Ask HR: How to Turn Down a Promotion

SHRM President and Chief Executive Officer Johnny C. Taylor, Jr., SHRM-SCP, answers HR questions each week.

Do you have an HR or work-related question you’d like him to answer? Submit it here.

I was recently offered a promotion that I don’t feel I am ready for. It would be a very demanding assignment, and I have many things going on in my personal life. It would be difficult to deal with both right now. How can I respectfully decline this promotion? —Darnell

Johnny C. Taylor, Jr.: Congratulations on receiving a promotion offer. Even though the timing may not be ideal, you should view this offer as recognition of your proficiency, performance, and work ethic. Honor your candidacy by demonstrating serious consideration on your end. Walk your manager through the obstacles preventing you from being successful in this new role.

Your hesitancy in accepting this promotion is normal. This means you respect and understand the commitment required to excel at a higher level. Discuss with your employer the short- and long-term implications of accepting and declining the promotion. Comprehensively assess the level of commitment required for the new role and the reality of the competing issues in your personal life.

While I can’t speak to your exact circumstances, you may find your management more understanding about your dilemma than you think. They aren’t immune to the challenges of work-life integration. Start a dialogue with them about the opportunity. Tell them what appeals to you about the position and discuss your hesitation.

Your manager may have insight into strategies, support, and alternatives you haven’t considered. There may be more flexibility in the position than you know about. Perhaps you can adopt a delayed or more gradual transition into the role as you sort through your pressing personal commitments.

Make sure you’ve given the opportunity a thorough look and considered the potential  ramifications of declining the promotion. Most importantly, show that you’ve examined the situation from your employer’s perspective. This means actively listening to their pitch and understanding their viewpoint. People are much more willing to understand you if you’ve taken the time to understand them first.

Though management may not necessarily be content with your choice, if you’ve been fully communicative, thoughtful, flexible, and vulnerable as you weighed the opportunity, they will likely respect your decision. Should you decline the offer, do so respectfully and with sincere gratitude. Thank your employer for considering you and the time spent on the process, offer any assistance in their continued search, and wish them success in finding the right candidate.

After working remotely for a few years, we recently returned to a full-time, in-person setting. While we are generally more productive in the office, the socializing can get a bit out of hand. What is a good approach to tell my co-workers it’s time for me (and probably them) to get back to work? —Anika

Johnny C. Taylor, Jr.: Social interactions are vital in cultivating relationships to enhance workers’ ability to collaborate effectively. However, too much interaction, especially at the wrong time, has diminishing returns and can be counterproductive. Navigating the transition back to a full-time, in-person setting can be challenging, especially when balancing productivity with social interactions. By taking a thoughtful approach, you can address the situation without causing friction and help build a collaborative and positive work environment.

Establishing boundaries is critical. You can do this politely and assertively. Here are a few strategies:

• Use polite redirection. When a conversation is going on too long, you might say, “I’d love to hear more about this, but I need to get back to work.” This signals you have priorities to attend to without dismissing the other person.
• Send nonverbal cues. Use body language to convey your focus on work. Minimize eye contact, keep your posture oriented toward your workspace, and limit your engagement with distractions.
• Emphasize your priorities. Make it clear that your work responsibilities are your priority. For example, you could say, “I know in the past I’ve had more time to chat, but with my new responsibilities, I need to focus more during the day.”

Using “I” statements can effectively communicate your needs without making others feel defensive. For instance, “I’m on a tight deadline and need to focus right now. Can we catch up later?” This way, you’re framing the need for boundaries around your own responsibilities.

If a co-worker frequently engages you in conversation, offer alternatives to ensure they feel heard:

• Time-limited conversations: “I only have five minutes to chat right now, but I’d be happy to continue this conversation later.”
• Scheduled catch-ups: “I’m feeling overwhelmed right now and can’t focus on our conversation. Can we schedule a time to connect next week?”

If a co-worker continues to disrupt your work despite these efforts, consider what they might be seeking from these interactions. Are they managing workplace stress or seeking camaraderie? This understanding can help you tailor your responses.

If you’re still unsuccessful, you should involve your manager. Explain the situation and ask for their assistance in setting boundaries. A third party can often help reinforce the message.

Setting boundaries takes practice. Start with small steps and gradually build your confidence. Over time, you’ll find that others will respect your time as much as you do. You can maintain a productive work environment by setting clear boundaries and offering respectful alternatives while fostering positive relationships with your co-workers. Balancing these aspects will help ensure both personal and team success.