This simple phrase will allow you to say 'no' at work.

Your inbox is overflowing, your to-do list is already three pages long, and then — boom — another request lands on your desk. It's a 'quick favour,' an 'urgent task,' or something that 'should only take 20 minutes'. But two hours later, you're drowning.

And yet, more often than not, we say 'yes, of course!' to the additional to-do list item… thinking it will get us ahead in our career.

Here's the thing though, the ability to say 'no' is one of the most underrated professional skills. And we should be doing it more.

But why is it so hard to say 'no'? And how can we do it more often?

Mamamia's BIZ podcast has the answer. BIZ is the podcast to help get your work-life, and your life-life, sorted. Together, hosts Soph Hirst and Michelle Battersby share expert secrets and shortcuts to make you better at the job you're doing today — and help you design the career you want in the future, whatever that may be.

This episode is all about that two-letter word 'no', and the magic sentence that allows you to use it in the workplace.

Watch: Introducing 'BIZ', Mamamia's new work podcast. Post continues after video.

But first, why is it so hard to say no?

According to BIZ host Soph Hirst, the struggle to say no at work isn't a personal flaw; it's actually hardwired into us.

Research by Professor Leidy Klotz at the University of Virginia reveals that humans have an innate "addition bias" — a tendency to add rather than subtract when it comes to tasks.

In one study, participants were given an overloaded travel itinerary and asked how to improve it. Instead of removing unnecessary stops, 75 per cent of people added even more activities.

When applied to work, this explains why so many of us keep taking on more tasks instead of cutting back. Adding new initiatives or projects gives us something tangible to show, while saying no or scaling back feels less visible.

It's also why people in new roles often want to prove themselves by taking on more rather than streamlining. But in reality, the highest-performing teams aren't the ones doing the most — they're the ones focusing on the right things.

Listen to the latest episode of BIZ, where Soph and Michelle discuss the prioritisation method guaranteed to change how we work, and the single smartest way to push back when your manager keeps piling things on your plate.

The sentence that allows us to say 'no' at work.

Now that we know that some 'nos' are necessary in the workplace, how do we execute them without seeming like a difficult employee?

According to Soph, instead of a flat-out 'no' (which can sometimes feel harsh or uncooperative), we should follow this script by global work expert and entrepreneur, Wes Kao.

"Thanks for the idea, I've added it to my list. Quick heads up, a task like this usually takes two to three hours. We had talked about prioritising this other task because it was going to help us hit this big goal of X. I can refocus on the new task, but we'll probably need to make some trade-offs. For example, X and X. My recommendation is that I work on the new task after the other task is done. Let me know if that sounds good or if you're thinking about it differently."

The last part is particularly important, as "you are showing respect to your manager," said Soph.

Why this works.

When a manager or colleague asks you to take on extra work, they're often not thinking about your existing workload. They just need something done. This phrase forces them to consider what's already on your plate and acknowledge that something has to give. It's not about refusing to help; it's about setting boundaries while remaining professional.

When to use the 'magic sentence' in real life.

The idea is not to say 'no' to everything your manager throws your way (as much as we'd sometimes like to).

But there are specific circumstances where this magic sentence comes in handy. For example:

1. Your boss gives you a new task on top of an already packed workload.

2. A colleague asks for help on something last-minute.

3. Someone tries to 'delegate' their work to you.

You know your workload better than anyone else, so use the script at your own discretion.

The power of framing.

The key to this sentence is that it doesn't just say no — it invites a discussion about priorities. It shows that you're a team player but also that you understand the limits of time and resources.

Saying no doesn't mean you're not a team player. It means you understand your value and want to do your best work. The more you use this sentence, the more you'll feel in control of your workload, and the less likely you are to be overwhelmed.

Mastering the art of saying no isn't about doing less, it's about doing what matters.

Soph Hirst and Michelle Battersby are your favourite new internet career mentors 💖 — helping Gen Z fast-track their careers without hating their lives.

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Feature Image: Getty.