Negotiating Deadlines and Responsibilities at Work.

Negotiations at work often involve limited time and resources rather than formal contracts. In this lesson you will explore realistic conversations where colleagues and managers negotiate deadlines, workload and responsibilities. Through listening and reading tasks, you will notice how people explain their constraints, make and respond to suggestions, and look for win–win options. You will learn flexible phrases for making proposals, asking for changes, refusing politely and suggesting compromises. Special attention is given to how you can sound firm but still respectful, especially when you need to push back on unrealistic requests. You will then prepare a short negotiation scenario from your own context, for example asking to extend a deadline or share a task, and practise both sides of the conversation. By the end, you will be better able to negotiate practical arrangements at work in English without damaging relationships.

1. Listening: your manager sets an urgent deadline.

In this first part of the lesson, I would like you to step into a very familiar situation for many professionals. You are in the middle of a busy week, juggling several projects, when your manager calls you and asks you to take on an extra task with a very tight deadline. You probably know that feeling already. In the audio for this activity, you will hear a short conversation between you and your manager, Laura, about a client report for Project Phoenix. Your main job is to listen for two things. First, what exactly is Laura asking you to do and by when. Second, how you begin to explain your current workload and why the original deadline is difficult. Do not worry about understanding every single word. Focus on the key ideas, and notice any phrases that sound polite but still firm. After listening, you will answer a few questions in writing to check your understanding and start thinking about how you might handle this kind of situation in English.

Scenario: A new urgent task on your desk.

You are working on Project Phoenix, and your week is already full. You are preparing slides for Friday, following up with a supplier, and writing a summary from yesterday's meeting. Suddenly, your manager Laura calls you.

She has just spoken to an important client and wants you to prepare a detailed report for them. She would like it by Friday morning so she can review it before a call. However, you know that your current workload is heavy and the quality of the report might suffer if you rush it.

In the short listening at the bottom of this block, you will hear the start of this conversation between you and Laura. This is the first step of the negotiation.

Before you listen.

As you listen, try to answer these questions in your head:

1. What exactly does Laura want you to deliver, and by when?
2. What other tasks are you already responsible for this week?
3. How do you begin to explain that the deadline is difficult?
4. What solution or next step do you and Laura agree at the end of the call?

You will write your answers after listening.

Useful words and phrases to notice.

Listen out for phrases that:

• Describe workload and constraints, for example: At the moment I am working on... and I understand this is urgent, but I am also handling....
• Show empathy before you push back, such as: I understand this is important for the client.
• Signal difficulty without sounding negative, like: I am afraid that timeline will be very difficult.

You do not need to copy these phrases now. Just notice how Laura and you talk about the problem in a calm, professional way.

When you are ready, listen to the conversation in the activity area. Then come back to these questions and type your answers in full sentences.

Practice & Feedback

Listen carefully to the conversation between you and your manager, Laura, in the audio below. You can listen two or three times if you need to. After listening, answer the questions here in full sentences:

1. What does Laura want you to prepare, and what is her preferred deadline?
2. How do you describe your current workload and why the deadline is difficult?
3. What do you and Laura agree to do at the end of the call (for example, a follow up or a possible solution)?

Write at least two or three sentences for each answer, so you really explain the situation in your own words. Do not worry about being perfect – focus on clear, professional English. I will check your understanding, correct any important language problems and highlight some useful phrases you can reuse.

2. Noticing diplomatic negotiation phrases.

Now that you have heard the initial conversation with Laura, let us slow down and look more closely at the language that makes the discussion sound professional. In workplace negotiations, what you say is important, but how you say it is often even more important. If you sound too direct, people may feel you are refusing to help. If you are too soft, they may not realise that the deadline is unrealistic. In this block, you will read a transcript of the key parts of the conversation and notice specific phrases for explaining your workload, showing empathy and pushing back politely. I will also show you how some short expressions, such as ‘at the moment I am working on’ or ‘I am afraid that timeline will be very difficult’, help you sound firm but respectful. After that, you will choose a few phrases that you personally like and say why they could be useful in your own job. This is the first step in building your personal phrase bank for negotiating deadlines and responsibilities at work.

Looking again at the conversation.

Here is a simplified version of part of the call you heard. Read it slowly and notice the phrases in bold.

> You: At the moment I am working on the slide deck for Friday, chasing the supplier on the hardware delay and finalising the testing summary. I understand this is urgent, but I am also handling quite a lot this week.

> Laura: I know you are busy, and I really appreciate the effort. The problem is that the client is pushing quite hard for more visibility.

> You: I am afraid that timeline will be very difficult if we want a proper, detailed report. If I try to do everything by Friday, there is a risk the quality will drop.

> You: One option could be to reuse some existing slides, so I do not have to redesign everything. Another option might be to send the report on Monday instead.

What are these phrases doing?.

Let us group the useful phrases by function.

These expressions help you:

• sound calm and factual, not emotional;
• show that you respect the other person’s needs;
• move the conversation towards solutions, not conflict.

Building your own phrase bank.

Different people prefer different phrases. Some may feel more natural for you than others. It is better to have a small set of phrases you really use, instead of a long list you never remember.

In the activity for this block, you will choose three or four phrases from the conversation that you would like to keep. You will also write why they are useful for you, for example which manager, colleague or client you could use them with.

Practice & Feedback

Read the extract from the conversation again and look carefully at the table of functions and example phrases on the screen. Then do this task:

1. Choose three or four phrases from the extract or the table that you would like to add to your personal phrase bank. They can be full sentences or shorter expressions.
2. For each phrase, write one or two sentences explaining:

• what the phrase does (for example, explains workload, pushes back, offers an option);
• in what real situation at your work you could use it (with a manager, a client, a colleague, on email, in a call, etc.).

Write your answer in a short paragraph or a numbered list. Focus on clear, natural English, not on copying exactly. I will comment on your choices, suggest any corrections and possibly add one or two extra phrases that could fit your context.

3. Transforming direct messages into diplomatic proposals.

You have now seen how small phrases can make a big difference to the tone of a negotiation. In this block, we are going to practise changing very direct sentences into more diplomatic ones that you could actually use with a manager or a stakeholder. Many learners can recognise polite phrases when they see them, but under pressure they still say things like, ‘I cannot do this by Friday’ or ‘You must move the deadline’. These sentences are grammatically correct, but in many workplaces they sound too strong or even rude. We want to keep your message clear, but soften the way you say it. I will show you some typical direct sentences and some improved versions that use phrases such as ‘Would it be possible to move the deadline to…?’ or ‘I am afraid that timeline will be very difficult’. Then you will rewrite a few examples yourself, using the phrase bank from earlier. This is a safe place to experiment before you try similar language in real conversations.

From direct to diplomatic.

Look at these pairs of sentences. The message is similar, but the tone is different.

Very direct: I cannot finish this by Friday.

More diplomatic: I am afraid that timeline will be very difficult.

Very direct: You must move the deadline.

More diplomatic: Would it be possible to move the deadline to next Wednesday?

Very direct: I will only do this if you take another task.

More diplomatic: I could do that, provided that we move one of my other tasks to someone else.

Useful patterns.

Here are some flexible patterns you can adapt:

• I am afraid that + request / plan + will be very difficult.

I am afraid that timeline will be very difficult.

• Would it be possible to + change?

Would it be possible to move the deadline to the end of the month?

• How flexible are you on + element?

How flexible are you on the delivery date?

• One option could be to + solution.

One option could be to split the tasks between the London and Berlin teams.

• I could do that, provided that + condition.

I could do that, provided that we extend the deadline by a week.

Your turn.

In the activity for this block, you will see three very direct sentences. Your task is to rewrite each one in a more diplomatic way, using at least one of the patterns above or a phrase from your own phrase bank.

Try to imagine you are speaking to Laura, your manager on Project Phoenix. You want to be clear about your limits, but you also want to show that you are trying to find a solution.

Practice & Feedback

Read the three direct sentences in the box below. Imagine you are replying to your manager, Laura, about Project Phoenix. Your goal is to keep the same basic meaning, but say it in a more professional and diplomatic way.

For each sentence:

• Rewrite it so that it sounds polite but firm.
• Try to use at least one phrase from the patterns above, for example: I am afraid that..., Would it be possible to..., One option could be to..., I could do that, provided that....
• Write one improved sentence for each original sentence (three in total). If you want, you can add a short extra sentence to explain your workload.

Do not worry if you are not sure about the exact wording. I will check your suggestions, correct anything important and show you how to make your sentences sound natural in a real negotiation.

4. Simulating a chat with your manager about the deadline.

So far, we have focused on spoken conversations, but many real negotiations about deadlines and responsibilities now happen in chat tools like Teams or Slack. In a chat, messages are shorter and more informal, but the relationship is still important, especially when you are writing to a manager. In this block, you will see a short example of a chat between you and Laura about Project Phoenix. Then you will have the chance to simulate your own chat with her. Your aim is to show your workload clearly, push back on the original deadline, and make one or two realistic proposals, all in short written messages. Remember to reuse language from earlier: phrases such as ‘At the moment I am working on…’, ‘Would it be possible to…?’ and ‘Thank you for being flexible on this’ work very well in chat too. When you write your messages, imagine that Laura is a helpful but busy manager. You want to be clear and efficient, but also friendly and respectful.

Example Teams chat with Laura.

Below is a short model chat between you and Laura about the same Phoenix report. Read it and notice how the tone is still polite, even though the messages are short.

> Laura: Hi, quick question. Do you think you could still manage the full report by Friday morning?

> You: Hi Laura. At the moment I am working on the slide deck and the testing summary. I am afraid that timeline will be very difficult if we want a detailed report.

> Laura: I see. The client is really pushing for more information.

> You: I understand it is urgent. One option could be to send a lighter summary on Friday and a full report on Monday. Would that be possible?

> Laura: That could work. How flexible are you on the slide deck?

> You: I could reuse some existing slides, provided that we extend the report deadline to Monday.

> Laura: OK, let us do that. Thanks for being flexible on this.

What works well here?.

• You explain your workload in one clear sentence: At the moment I am working on...
• You signal difficulty politely: I am afraid that timeline will be very difficult...
• You accept the urgency, but still protect quality: I understand it is urgent.
• You offer concrete options: One option could be..., I could reuse... provided that...
• You close positively: Thanks for being flexible on this.

In a chat, you normally write in short blocks of one or two sentences, not long paragraphs. However, professional tone still matters.

In the activity for this block, you will write your own short chat to negotiate the deadline with Laura, using similar phrases but in your own style.

Practice & Feedback

Imagine Laura sends you a message:

> Hi, just checking about the Phoenix report. Can you confirm you will send the full version by Friday morning? The client is really insisting.

Now it is your turn to reply in a chat-style conversation. Write a short sequence of your messages to Laura (for example 5–8 lines). You can show each of your turns starting with You:. You do not need to write Laura's messages; I will do that for you.

In your messages, try to:

• briefly explain your current workload;
• say politely that the Friday deadline is difficult;
• make one or two realistic proposals (for example, a lighter version, a new deadline, splitting tasks);
• close the chat positively.

Use some of the phrases from earlier, such as At the moment I am working on..., Would it be possible to..., One option could be to..., I could do that, provided that....

Write your messages in natural, short sentences, as if you were really typing in Teams or Slack.

5. Sharing responsibilities with a colleague by email.

In many real situations, a negotiation about deadlines does not end with a conversation between you and your manager. Often, the solution involves other colleagues, and you need to share or shift responsibilities. It is very common for a manager to say something like, ‘All right, we can extend the deadline, but please coordinate with Amir and decide who does what.’ In this block, we move to that next step. You will read a short email from Laura confirming a new plan for the Phoenix report and asking you to work with a colleague, Amir. Then you will write a short email to Amir to propose how to share the tasks. This is a chance to practise two important skills: summarising an agreement clearly and making concrete, reasonable suggestions about who is responsible for which parts. You will also recycle some of the agreement phrases from earlier, such as ‘So, we have agreed that…’ and ‘Just to confirm, the new deadline is…’. Focus on being clear and polite, not on writing a long email.

Laura's follow up email.

Read this email from Laura after your chat about the Phoenix report:

> Subject: Phoenix report plan

>

> Hi,

>

> Thanks again for being flexible about the Phoenix report. Following our chat, I would like to confirm the plan.

>

> So, we have agreed that we will send a short summary report to the client on Friday, and a full detailed report on Monday. You will coordinate the content.

>

> Just to confirm, the new deadline for the full report is Monday 10:00. I have copied Amir, as I would like you both to share the work. For example, one of you could focus on the delivery status and risks, and the other on the plan for the next sprint.

>

> Could you please discuss between you and let me know how you decide to split the tasks?

>

> Thanks again for your help on this.

>

> Best regards,

> Laura

Language for confirming agreements.

Notice how Laura uses clear phrases to confirm what has been decided:

• Following our chat, I would like to confirm the plan.
• So, we have agreed that we will send...
• Just to confirm, the new deadline for the full report is Monday 10:00.

These expressions make it easy for everyone to see the new deadlines and responsibilities.

Your task.

Your next step is to reply to Amir and propose how to share the work. You will:

• briefly refer to Laura's email;
• explain your current workload in one sentence;
• make a concrete suggestion about who does which parts of the report and by when;
• use a polite closing.

You do not need to write a long email. Clear structure and professional tone are more important than length.

Practice & Feedback

Imagine you are replying to Amir after receiving Laura's email. Write a short, professional email (about 90–130 words) suggesting how to share the work on the Phoenix report.

Include these elements:

1. Opening: a greeting and one sentence referring to Laura's email (for example, Laura has asked us to share the work on the Phoenix report).
2. Workload and constraints: one sentence explaining your current tasks this week.
3. Proposal: two or three sentences suggesting how to split the responsibilities and confirming the key deadlines. You can use phrases like One option could be to..., I could focus on..., provided that you take..., Just to confirm, the deadline for... is....
4. Closing: a polite final sentence and sign off.

Write the full email text in the box. I will check your structure, tone and key phrases, and I may also reply briefly as Amir to show how a colleague might react.

6. Creating your own full negotiation script.

You have now worked through the main steps of a realistic workplace negotiation: explaining your workload, pushing back on an unrealistic deadline, suggesting alternatives, and sharing responsibilities with a colleague. In this final block, it is time to put everything together. You will create a short script of a negotiation with your manager about deadlines and responsibilities in your own context, not just Project Phoenix. To help you, I will give you a simple scenario as audio and a checklist of key moves to include. Your script should show how you open the conversation, explain your constraints, make and respond to proposals, and finally summarise the agreement. Do not worry about writing a perfect play. Focus on natural, professional English and on using some of the phrases you have noticed in this lesson, such as ‘At the moment I am working on…’, ‘I am afraid that timeline will be very difficult’, ‘Would it be possible to…?’ and ‘So, we have agreed that…’. This script can then be a model for a real conversation you may need to have in the future.

Your own negotiation situation.

Think of a real or realistic situation from your work where you might need to negotiate a deadline or responsibilities. For example:

• Your manager asks you to deliver a complex analysis by tomorrow, but you are already committed to another urgent task.
• A project lead wants you to join a new project while you are still finishing the previous one.
• A stakeholder wants daily reports, but this would take too much time.

Checklist for your script.

In your written script, try to include these stages:

Opening the conversation

• Greet your manager and mention the task you want to discuss.
• Example: Thanks for your message about the monthly report. I wanted to talk about the deadline.

Explaining your workload and constraints

• Use a phrase like At the moment I am working on... and mention your main tasks.
• Stay factual and calm.

Pushing back politely

• Use a softener: I understand this is urgent, but... or I am afraid that timeline will be very difficult.

Making proposals and conditions

• Offer options: One option could be to..., Another option might be to...
• Add conditions if needed: I could do that, provided that...

Agreeing and summarising next steps

• Confirm clearly: So, we have agreed that I will..., and you will...
• Fix the new deadline: Just to confirm, the new deadline is...

In the activity, you will write a short dialogue (around 10 turns) between you and your manager, using this structure.

Practice & Feedback

Listen to this short scenario description, then write your own negotiation script.

Scenario: Your manager asks you to take full responsibility for preparing a detailed report and presentation for an important internal review next week. You are already working on two other urgent tasks. You want to negotiate a more realistic plan: maybe moving the deadline, reducing the scope, or sharing the work.

Your task:

• Write a short dialogue between you and your manager (around 10 speaker turns in total).
• Show both sides: label each line with Manager: or You:.
• Follow the checklist on the screen: opening, explaining workload, pushing back, making proposals, agreeing and summarising.
• Use at least four of the useful phrases from this lesson (for example: At the moment I am working on..., I understand this is urgent, but..., Would it be possible to..., One option could be to..., I could do that, provided that..., So, we have agreed that...).

Do not worry if it is not perfect. I will give you detailed feedback on clarity, tone and key language.