Why Employees Say It and HR Strategies to Fix It
The Challenge of “That’s Not My Job”
“That’s not my job.” A phrase most employers are all too familiar with. This response often comes when an employee is asked to do something outside their usual duties or something they perceive as “extra.” But is that the end of the conversation? Not necessarily.
For employers, this moment can be a valuable opportunity to strengthen workplace culture. By understanding why employees respond this way and applying the right HR strategies, leaders can foster collaboration, flexibility, and long-term engagement.
Why Employees Say “That’s Not My Job”
Employees rarely say this phrase without reason. Common causes include:
Lack of Role Clarity
Without clear position descriptions, employees may feel unsure about their responsibilities. This is one of the most common concerns business owners raise with us.
Workload Concerns
An employee already overwhelmed may see one more task as a bridge too far. Unbalanced workloads quickly fuel disengagement.
Skills Gaps
If employees don’t feel confident or equipped to handle an unfamiliar task, they may resist due to fear of failure or lack of training.
Perceived unfairness
When tasks are seen as beyond scope, unfairly distributed, or not recognised, employees can push back, particularly if they feel others aren’t contributing equally.
HR Strategies To Address “That’s Not My Job”
The good news? Each of these challenges has a solution. Here’s how HR leaders and managers can turn resistance into collaboration.
Lead by Example
Model the behaviour you want to see. Step outside your own role when needed to support the business. Employees are far more likely to follow when they see leaders do the same.
Encourage Open Communication
If you get this response, be curious and ask the employee why is it they feel that way? How have they come to that conclusion? Create a culture where employees can be valued and heard for their opinion. After all, there could be a workload concern you are not aware of.
Clarify Position Descriptions
If your team members don’t have position descriptions this can cause confusion on who is responsible for tasks. PDs are not an exhaustive list though, just because something is not explicitly written in a PD does not mean it is inappropriate for an employer to ask for assistance on something that is within the capability of the employee.
Recognise and Reward Flexibility
Call out the people who demonstrate the behaviour you WANT to see. Reward them for their flexibility and willingness to help out their team members and the business. That can be formal recognition, verbal praise or more frequent/higher pay increases. But make sure you’re reinforcing the behaviours you want to see.
Provide Training and Support
If the employee is refusing on the basis that they don’t feel confident, we can fix that! Organise training or development opportunities to build confidence and help employees take on new tasks more confidently. It shows employees you’re invested in their growth, and if they don’t come to the party, then the path is clearer.
Assess Workload
Ensure your request for additional work is reasonable and the distribution is fair. Employees are more likely to accept if they feel everyone is contributing equally. For those that aren’t team players, you may need to consider addressing their performance and behaviour more directly through a process.
By understanding the root causes and implementing strategies to address them, employers can create a more adaptable and collaborative workforce. Flexibility, open communication, and recognition are key to transforming this mindset and fostering a positive work environment where employees are willing to step beyond their defined roles.
Building a Collaborative Workplace Culture
By tackling the root causes of “that’s not my job,” businesses can create a culture of adaptability, fairness, and collaboration. The key is not to dismiss the phrase but to treat it as a signal — one that points to where leadership, clarity, or support is needed.
If your team is struggling with this, remember that small changes in communication, recognition, and workload balance can transform resistance into teamwork.
Frequently Asked Questions
What does it mean when an employee says “that’s not my job”
It usually signals role confusion, workload issues, or perceived unfairness, rather than laziness. Often, it highlights gaps in communication or support.
How should employers respond to “that’s not my job”?
Employers should ask why the employee feels that way. Listening with curiosity uncovers underlying issues, allowing leaders to address workload, training, or fairness concerns constructively.
Final thoughts
By understanding the root causes and implementing practical HR strategies, employers can turn the “that’s not my job” mindset into an opportunity for growth. With clarity, fairness, and recognition, you can build a workplace where employees step up, not step back.
If this sounds like a challenge in your business, we’d love to help you navigate it.