Be clear early about what you can realistically manage

A precise commitment is more useful than an ambitious promise

A colleague asks you to take on another task. You say, “I’ll find a way to get it done,” even though your week is already full. You may avoid an uncomfortable conversation in the moment, but you’re creating an expectation that could later turn into a conflict. Productivity isn’t just about personal planning; it also means communicating honestly about your capacity.

Try including three things in your response: what you can deliver, under what conditions and what will change as a result. For example: “I can prepare the draft by Thursday if we move the review of the earlier materials to Friday. I need to confirm which is more important.” You’re not refusing to work together; you’re clarifying the agreement.

When assigning work to someone else, don’t just call it “urgent.” Agree on the required outcome, deadline, responsibilities and how it should be handed over. If the expectations aren’t clear, people may each work to a different understanding.

If you have more work than can be handled safely, don’t try to solve the problem long term simply by working faster. Simplifying the process, redistributing the work or deciding not to accept some requests may help.

Being assertive doesn’t mean being harsh. You can recognise what the other person needs while also being clear about what you can manage. In a genuine crisis, priorities may need to change temporarily, but even then it helps to know what will remain outstanding.

Try it in practice: Rewrite “I’ll find a way to get it done” as a specific commitment with a deadline and conditions. Practise saying it calmly, without apologising more than necessary.