When you work in a small office, it can be tough to say “no” to your boss, especially if you have a good relationship with them. You don’t want to disappoint the person responsible for your next promotion, after all, which can make it all the harder to avoid saying “yes”.
Therefore, when you’re asked to come into the office during your downtime, you might feel a tinge of awkwardness, especially if all hell is breaking loose and your boss is desperate.
You don’t need to feel guilty or, indeed, fearful when saying “no”, though. Just because you can’t physically come into work, for whatever reason, it doesn’t make you any less reliable of an employee. A reasonable and understanding boss will recognize this.
So, if you can’t fulfill the request, here are some top tips to avoid coming into work out of hours.
Having to tell your boss that you can’t work a shift you are scheduled for can be stressful As an employee, you want to maintain a good relationship with your manager while also taking care of your own needs. Approaching the situation professionally and empathetically can go a long way towards finding a solution that works for both of you Here are some best practices to keep in mind when you need to tell your boss you can’t work a scheduled shift
Confirm Your Schedule
Before saying you can’t work a particular shift, double check your schedule and make sure you are not mistaken. Look at the schedule your manager has posted for all employees and verify that you are in fact slated to work the day and time in question. This may seem obvious but in a workplace with frequently changing schedules, it’s easy to mix up dates. Confirming ahead of time prevents any miscommunication about which shift you need coverage for.
Ask to Have a Conversation
Don’t inform your boss you can’t work last minute or through a text or email. Request an in person or phone conversation in advance of the scheduled shift so you can thoroughly discuss the situation. This shows your manager you respect their time and authority to approve schedule changes. A conversation also enables you both to go over details and potential solutions rather than your boss having to read a long explanation over email or text.
Give As Much Notice as Possible
Inform your boss of your inability to work the scheduled shift as soon as you know you can’t cover it. The more notice you can provide, the better for your manager to find someone to cover for you or adjust the schedule. Giving short notice leaves your boss in a lurch and can damage their ability to trust you. If possible, give at least one to two weeks advance warning. For emergencies, still inform them as soon as the emergency comes up – don’t wait until the last minute.
Acknowledge Your Obligation
When speaking to your boss, acknowledge that you are scheduled to work and this puts them in a difficult position. Express empathy for the inconvenience changing the schedule causes them. Avoid an entitled attitude and demonstrate you understand your responsibility as an employee who agreed to be available at certain times. This maturity and humility can go a long way in maintaining your relationship.
Provide a Reason
Have an explanation ready for why you can’t work your scheduled shift. Personal emergencies, family obligations, and illness are all valid reasons that most bosses will be understanding about. Simply saying you don’t feel like coming in or have other plans is not acceptable. If the reason is a personal matter you prefer not to share details on, you can say it’s a personal issue without elaboration, but still provide enough context that your boss knows it’s a legitimate reason.
Plan Ahead For Your Workload
Inform your boss how you plan to make up your workload despite missing this shift. For example, offer to come in early another day, take on extra duties before or after your absence, or suggest how your boss can assign your workload to others while you are gone. This shows you are still committed to getting your work done even if you can’t be there at the scheduled time.
Offer to Make Up the Time
Offer to make up the missed shift by taking on an extra shift or working additional hours during the same week. If your reason for missing the shift is a one-time event and your schedule can accommodate more hours other days, demonstrate this to your boss. It will show your commitment and willingness to fulfill your originally scheduled hours. However, don’t feel obligated if making up the full time is truly not possible for you that week.
Understand the Consequences
Be prepared that your boss may be frustrated, disappointed or even deny your request to miss the shift, depending on their staffing needs. Understand that missing scheduled work comes with consequences like perhaps having to make it up later or even discipline if it happens repeatedly. Have the conversation with patience and empathy. You may not get the answer you hope for, but handling it professionally can mitigate any long term damage to your standing at work.
Telling your boss you can’t work a scheduled shift should always be a last resort. Being dependable and reliable with your shifts is critical as an employee. However, life circumstances do come up. When they do, keep the conversation positive. Listen to your boss’s perspective. Find solutions that work for both of you. This preserves your integrity as a worker and maintains mutual trust and respect.
Why It’s Important to Be Upfront
Not showing up for a scheduled shift without notice is one of the most damaging things an employee can do. It leaves your team short staffed and reflects poorly on your reliability. That’s why it’s crucial to speak with your boss as soon as possible if you know you can’t work a shift. Being upfront about needing coverage demonstrates professionalism and maturity. Here are some key reasons why communicating with your boss is so important:
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It allows them adequate time to find a replacement and prevents being short staffed. The more notice you give, the better.
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It maintains open communication and trust between you and your manager.
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You avoid getting into trouble for a no-call no-show, which is grounds for termination in many workplaces.
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It shows you still intend to uphold your overall commitment despite an isolated schedule conflict.
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Your boss will appreciate you wanting to discuss it rather than just not showing up.
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It gives you a chance to explain the circumstances and your plan to make up the work.
Bringing the issue to your boss as soon as possible gives them options, while waiting until the last minute or not at all leaves them in the lurch. Even if you can’t work the shift, by handling it professionally, you build goodwill.
Strategies for the Conversation
Speaking with your manager about needing to miss a scheduled shift can be an awkward conversation. Here are some strategies to keep the discussion positive and productive:
Pick a good time – Don’t catch your boss when they are busy or rushing out. Ask when it is convenient to have a quick chat in private.
Be transparent – Clearly explain why you cannot work and provide necessary details about the situation. Don’t make them pry it out of you.
Have solutions – Suggest coverage options like using a substitute or taking on extra shifts later. Offer ways you can still get your work done.
Be apologetic – Express regret for any inconvenience and acknowledge their time is valuable. Avoid an entitled attitude.
Be appreciative – Thank them for their time and consideration. Let them know you appreciate them working with you to find a good solution.
Follow up – Touch base after the discussion to show you listened and value their perspective. Demonstrate you intend to uphold your end of whatever solution you both agreed to.
Remember that your boss also has pressures to consider from their own manager. Keep the conversation as collaborative as possible, demonstrate maturity even if they can’t accommodate your request, and you are more likely to have an open dialogue about schedule changes in the future.
Common Reasons Employees Can’t Work a Shift
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Family emergencies – Illness, accident, urgent matter with a child or other relative
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Transportation issues – Car breakdown, traffic disruption from accident or weather
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Illness – Physical or mental health issue makes it impossible to work
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Lack of childcare – Regular arrangements fall through last minute
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Important appointment – Doctor, court date, meeting that can’t be rescheduled
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Forgotten commitment – Error in personal schedule like double-booking the time
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Vacation/travel – Pre-approved days off or trip was not recorded correctly
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School obligation – Class or other school activity that was overlooked
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Other job – Short notice change at additional job the employee works
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Fatigue – Lack of sleep makes it unsafe to operate equipment or drive
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Personal crisis – Traumatic event like injury, death in the family, relationship issue
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Weather – Hazardous conditions make commute dangerous
While some reasons are more excusable than others, employees should always communicate with their boss promptly if they know they cannot work when scheduled. Transparency prevents greater issues down the line.
Tips for Employees
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Confirm the shift you are scheduled to work before claiming you can’t make it.
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Give as much notice as humanly possible, ideally at least 1-2 weeks.
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Request a conversation in person or over the phone rather than communicating through a text or email.
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Have a legitimate, ethical reason for needing to miss the shift. Don’t lie about the reason.
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Be willing to disclose the general circumstances, without details that violate your privacy.
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Show empathy for the inconvenience this causes your manager and colleagues.
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Come prepared with potential solutions for coverage. Offer to make up the time if feasible.
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Thank your boss for their time and consideration, even if they can’t accommodate your request.
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Accept any consequences gracefully, without arguing. Causing conflicts will only make it worse.
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Learn from the experience. Avoid making a habit of schedule changes or late notice requests off.
##Conclusion
Having to miss a scheduled shift can be stressful for both employees and their bosses. However, being upfront, honest and professional in the communication makes a big
Stick to your guns
Although this is inappropriate (and could be considered bad management), some bosses may continue to pester you to work, even after you’ve already told them you can’t.
By doing so, they’re revealing that they either are genuinely desperate or believe they can change your mind. If it’s a case of the latter, then it’s important that you don’t change your original answer, as this will only encourage their behavior and make it increasingly harder for you to say “no”.
By being firm, and sticking to your original reply, you’ll show your boss that you’re unwilling to budge, and that further pestering is pointless. Of course, if they continue to ask, then this would be not only inappropriate but also unreasonable on your boss’s part. If this is the case, you may need to reassess your current situation and be a little bit stronger in your message.
EXAMPLE
I understand that you need someone to come in, but as I said, unfortunately, I can’t today. That will not change.
When to say “no”
In the simplest terms, if you were not scheduled to go to work, then you have no obligation to accept your boss’s request, especially if it is on short notice. For example, if you get a call an hour before the shift is meant to begin, it is not reasonable that you would be expected to show up for it.
Meanwhile, if your supervisor gives you a heads-up a few days or hours ahead, this might be more feasible. That said, you are still not obliged to accept.
Of course, there may be emergencies or last-minute changes, and you may not always want to turn down a request to go to work, but it’s important to only agree if this aligns with your schedule.
How to say “no” to more work from your boss (in a nice way)
How do you tell a boss you can’t go in?
For example, don’t lie about the reasons you cannot go in. In fact, you don’t need to offer an extensive explanation or excuse. Simply state that you have other obligations that cannot be rearranged and that you will not be able to come in. Furthermore, be responsive when your boss reaches out.
What if I can’t work a scheduled shift?
If you’re absolutely unable to work a scheduled shift, be prepared for any potential outcomes. Understand that your supervisor may not accept your request for time off, so not coming to work may result in disciplinary action. Assess your priorities and understand the results of missing your shift compared to missing your personal obligations.
What should I do if I have a shift on my schedule?
When you have a shift on your schedule you’re unable to work, talk to your boss about the issue by following these steps: 1. Confirm your schedule First, make sure you have the correct information about your work schedule and personal obligations.
Why should I talk to my boss about my work schedule?
It helps you plan your schedule: Coming to an agreement about your work schedule with your manager ahead of time can make it easier to make personal plans and coordinate your workload. When you have a shift on your schedule you’re unable to work, talk to your boss about the issue by following these steps:
