Dear Lio,
I have a fantastic employee who recently asked to transition into a different role within our department. Unfortunately, I don’t have approval to make it happen.
I hate the idea of shutting them down, especially since they’ve been such a valuable part of the team. If I can’t offer them what they want, I worry they’ll start to look elsewhere.
I want to keep them engaged and excited about their future here, but I’m feeling stuck on how to make that happen.
– A leader in limbo
Lio’s typing ...
Oof, this is a tough spot to be in. Saying no to a great employee – especially when you want to say yes - is never easy. But here’s the good news: a well-handled career conversation can still be a win, even when a role change isn’t in the cards.
Before you dive into this conversation, it’s important to recognise just how much these moment matter.
In fact, lack of career growth is the number one reason people quit their jobs. Not a bad boss, low pay, or remote working policies. And 86% of professionals admit they’d switch jobs for better development opportunities.
That's why getting this conversation right is so important.
So, let’s break this down and find a way forward that keeps both your employee and the business moving in the right direction.
Turning a roadblock into a new route
It’s natural to feel stuck when you don’t have an immediate solution, but a “no” doesn’t have to be the end of the road. Instead of focusing on what you can’t do, shift the conversation towards what you can explore together.
Careers don’t follow a straight path anymore. The old-school “career ladder” has been replaced with what experts call a “career lattice” - a more flexible, multidirectional approach to growth.
This means that even if a promotion or lateral move isn’t on the table, there are still plenty of ways to support their aspirations.
As a manager, your job isn’t to hand them a map with a single route – it's to help them explore all the possible paths. By showing that you’re invested in their long-term growth, you build trust, loyalty, and a culture where people want to stay and grow.
Navigating the “Not Yet”
A role change might not be on the table, but that doesn’t mean the conversation has to hit a dead end.
The key is to acknowledge their ambition, while being transparent about the current limitations. Try something like:
“I love that you’re thinking about growth, and I want to support you in your career goals. Right now, I don’t have approval to move you into that role, but let’s talk about ways we can still get you the experience and skills you’re looking for.”
This approach does two things: it validates their ambitions while also reinforcing your commitment to their development. This shifts the focus from a closed door to an open conversation.
Handle with care
Curiosity is your best tool in this conversation. Before jumping into a solution, take a step back and get to the heart of why they want this change. Ask questions like:
- What excites you about this new role?
- What parts of your current job do you love – and what’s not working for you?
- What skills are you eager to build?
- Where do you see your career going, and what feels like the right next step?
These questions can reveal whether they’re craving more challenge, shifting interests, or feeling stuck in their current role.
The more you understand their motivation, the better you can guide them – whether that’s finding new opportunities within their current role or exploring other ways to support their growth.
Exploring alternatives
Even without a formal job change, you can still provide valuable development opportunities. Here’s how:
- Give them a challenge: Look for projects that align with their interests or help them build new skills. A stretch assignment can go a long way in keeping them engaged.
- Connect them with the right people: Mentorship or shadowing can give them hands-on learning experience in their area of interest.
- Adjust their role where you can: If parts of their desired job overlap with their current one, find ways to weave those responsibilities in. Even small changes can make a big difference.
- Make a plan for what’s next: If a move isn’t an option today, outline steps will get them closer. A clear path forward can turn frustration into motivation.
By thinking beyond job titles and focusing on capabilities and experiences, you keep them engaged and growing.
Building the road forward
Career conversations shouldn’t be a one-and-done affair. Growth takes time, and a single discussion won’t cover it all. Keep the momentum going by:
- Checking in regularly: Development goals aren’t meant to sit on a shelf collecting dust. Ongoing conversations help ensure progress doesn’t stall.
- Keeping an eye out for opportunities: A stretch project here, an interesting responsibility there. A little nudge in the right direction can work wonders.
- Encouraging reflection: Helping them reflect on what actually excites them about work can open up possibilities they haven’t even considered.
When people feel like they’re moving forward – whether in big leaps or small steps – they stay engaged and committed. Research backs this up: when people perceive career momentum, they're more productive, maintain a more positive outlook and are more open to unexpected opportunities.
The goal isn’t just to keep them busy – it's to help them see a future worth sticking around for.
How talent leaders can support their managers
Helping employees navigate career growth – especially when immediate role changes aren’t an option – requires more than good intentions. Managers need the right tools, guidance, and, ideally, a bit of moral support. Talent leaders can make a real difference by:
- Providing career development training: Not every manager instinctively knows how to have these conversations. Practical training can give them the confidence and skills to do it well.
- Encouraging a growth mindset culture: Career progression isn’t just about promotions; it’s about skill-building, new experiences, and occasionally discovering you’re quite good at something unexpected. The more this mindset is reinforced, the better.
- Creating internal mobility programmes: Sometimes, people don’t need a whole new job – just a chance to test the waters. Job shadowing, cross-functional projects, and short-term assignments can help employees explore different roles without making a dramatic leap.
Turning career conversations into catalysts
A “no” to a role change doesn’t have to feel like slamming a door shut. With the right approach, it can open up new possibilities – strengthening engagement, deepening trust, and ultimately, making work a little more fulfilling for everyone involved.
If supporting managers in these conversations sounds like a worthy cause (and frankly, it is), we can help.
Our Manager Conversation Solution, featuring Lio, our AI-powered conversation coach, gives managers the tools and confidence to navigate even the trickiest career discussions – without the awkward pauses or existential dread.
