How to Address Unreasonable Extra Tasks at Work

Performing tasks outside your job description can be a normal part of having a job.

But when those requests become constant, or increasingly detached from your everyday role, you may want to address it.

Particularly if those tasks are leading to job stress and even burnout.

"Being asked to do tasks outside your job description is pretty common and normal," says Paula Brough, director of the Centre for Work, Organisation and Wellbeing at Grifith University.

But, she adds, "it's totally within your right to say no to extra duties as a worker".

"Especially if those extra duties are commonly asked of you and becoming too much of a burden."

So, what constitutes a reasonable request? And how can you push back when it's not?

What would a reasonable request entail?

Individual employment contracts or job descriptions often include a clause that says an employee may be required to undertake other duties as required, explains Sarah McCann-Bartlett, CEO and managing director of the Australian HR Institute.

That is, tasks that are not part of the day-to-day work or specifically named in a job description, she says.

"This isn't a free for all — it doesn't mean an employee has to take on a large or growing range of additional tasks on a long-term basis."

Ms McCann-Bartlett says a reasonable request would follow a process that is "transparent, collaborative and fair".

She says an employer should be clear about what they are asking an employee to do and why. For example, there may be a period coming up where the team will be short-staffed.

There should be a discussion about whether the employee has capacity to take on extra tasks, without experiencing "work intensity", says Ms McCann-Bartlett.

"For example, they may be able to do that work within standard work hours, but it might create so much work that you have to work without breaks, or it creates a really high level of stress."

If overtime is required, how the employee will be compensated, such as with extra pay or time in lieu, needs to be addressed, she says.

A higher duties allowance should be calculated if the work is at a higher level, and if training is required to complete the tasks, that should be reviewed, Ms McCann-Bartlett says.

How taking on extra tasks (within reason) may benefit you

Professor Brough says in a "decent organisation" where staff feel there are reciprocal benefits to taking on extra work, there is unlikely to be an issue.

"A lot of people take on extra duties when asked to because they want to be a good citizen and they're really anticipating that the benefits will come back in the future.

Professor Brough references organisational citizenship behaviour (OCB), which is voluntary employee actions that exceed formal job requirements and benefit a workplace's overall performance and social environment.

In the Elgar Encyclopedia of Occupational Health Psychology, co-authored by Professor Brough, OCB is described as having the potential to "improve social cohesiveness, team performance and productivity, organisational climate, and outcomes such as reduced employee absenteeism".

It explains engaging in OCB can also have a positive impact on an employee's emotional exhaustion, job satisfaction and their emotional attachment to, and identification with, the organisation.

But it also warns there can be a "dark side" to OCB, for example if being a "good citizen" leads to you becoming the "go-to" person for such tasks. That can result in reduced work satisfaction, or even impact on family relationships, if the extra duties impact negatively on work-life balance.

Professor Brough says employees who feel burdened by taking on additional work tasks are more likely to question completing them.

"If you feel you have been overlooked for a promotion and feel resentful about having to do someone else's job or extra unpaid work, or are in an environment where workers aren't treated equally, you have a right to push back."

Pushing back against unreasonable requests

If you're concerned about extra duties you are being asked to undertake, Professor Brough recommends first speaking with your manager.

"Remind your supervisor of your job description or key job tasks," she says.

"If necessary, if you have an HR department, you can involve them."

She says to be clear about why you feel the requests are unfair, how they are burdensome and interfering with your actual job duties and/or life outside of work.

"I recognise it can be quite difficult to have that conversation," Professor Brough says, adding you might like to practice with a friend or family member at home first.

It can help to gather evidence, she says; keeping a tally of the requests, logging what they entail, and your ability to push back.

Ms McCann-Bartlett says the requests may require "compromise on both sides".

"The employee can say 'Look, I am really interested in this, but my responsibilities outside work mean that I can't do everything, can we talk about that and make some adjustments?'" she says.

"Or, I feel like my job is being really changed, can we talk about making a change to my job description?"

If you don't make any progress, Professor Brough says going to the Fair Work Commission would be "the ultimate escalation".

Ms McCann-Bartlett says Fair Work would want to see a "good, fair and open process" has occurred, and that both the employer and employee are being reasonable.