how to motivate

How managers can motivate

Employees’ performance has been established to be directly related to employees’ motivation. Employees are parts of the human resources, the most important factor of any organisation. Employees’ successful motivation will add value to the organisation. Employees are the building blocks of an organization. Organizational success depends on the collective efforts of the employees. The employees will collectively contribute to organizational growth when they are motivated.Some of the important techniques of motivation include :

1. Financial incentives: First techniques of motivation are financial incentives as money is indicator of success. Therefore it fulfills psychological safety and status need as people satisfy their needs by money. Wages, salary motivates employees to perform better.

2. Job enlargement: Under this technique, task assigned to do job are increased by adding simile task.   So the scope of job enlargement is high for the motivation of subordinates. It is also known as horizontally leading of job.

3. Job enrichment: Under this technique jobs are made challenging and meaningful by increasing responsibility and growth opportunities. In such technique of motivation, planning and control responsibility are added to the job usually with less supervision and more self evaluation. It is also called vertical leading.

4. Job rotation: It refers to shifting an employee from one job to another. Such job rotation doesn’t mean hanging of their job but only the employees are rotated. By this it helps to develop the competency in several job which helps in development of employees.

5. Participation : Participation refers to involvement of employee in planning and decision making .It helps the employees feel that they are an asset of the organization which helps in developing ideas to solve the problems.

6. Delegation of authority:Delegation of authority is concerned with the granting of authority to the subordinates which helps in developing a feeling of dedication to work in an organization because it provides the employees high morale to perform any task.

7. Quality of work life:It is the relationship between employees’ and the total working environment of organization. It integrates employee needs and well being with improves productivity, higher job satisfaction and great employee involvement. It ensures higher level of satisfaction.

8. Management by Objectives: It is used as a motivation and technique for self-control of performance. By this technique supervisor and subordinates set individual and organizational goals. Each individual’s responsibilities are clearly defined which would help identify the skill sets one has to make the best use of the same to meet organizational mission and vision. This also helps the organization function effectively.

9. Behavior modification:The last technique of motivation is behavior modification. It develops positive motivation to the workers to do the work in desired behavior in order to modify behavior.

These are some tips for motivating the employees in an organization:

Evaluating self- In order to motivate, encourage and control the staff’s behaviour, it is essential to understand, encourage and control own behaviour as a manager. The manager should adopt the approach “You’re OK – I’m OK”.

Being familiar with the staff- The manager should be well acquainted with his staff. The more and the better he knows his staff, the simpler it is to get them involved in the job as well as in achieving the team and organizational goals. This will also invite staff’s commitment and loyalty. A cordial superior-subordinate relationship is a key factor in job-satisfaction.

Providing the employees certain benefits– Giving the staff some financial and other benefits like bonuses, pay for overtime, health and family insurance benefits, breaks from work, vacations and holidays.

Participation  in new employees induction programme– Induction proceeds with recruitment advertising. At this point of time, the potential entrants start creating their own impressions and desires about the job and the organization. The manner in which the selection is conducted and the consequent recruitment process will either build or damage the impression about the job and organization. Thus, the manager must have a say in framing the advertisement and also in the selection and recruitment process. After the decision about the candidate is made, the manager must take personal interest in the selected joinee’s joining date, the family relocation issues, cost of removal, etc. Being observed by the new recruit and the entire team / staff to be involved completely, will ensure a persuasive entry in the organization.

Providing feedback to the staff constantly– The staff members are keen to know how they are performing. Giving a regular and constructive feedback to the staff would be more acceptable by the staff. Feedback should not be based on assumptions, but on facts and personal observations. There should be no indulgence or favouritism and comparison with some one else. Discussing this with the  staff on daily or weekly basis will help in boosting employee’s morale and will thus motivate the staff.

Acknowledge the staff on their achievements- A pat on the back, some words of praise, and giving a note of credit to the employee / staff member at personal level with some form of broad publicity can motivate the staff a lot. It should be made a point to mention the staff’s outstanding achievements in official newsletters or organization’s journal.

Ensuring effective time management- Having control over time ensures that things are done in right manner. Motivating the staff to have “closed” times, i.e., few hours when there are no interruptions for the staff in performing their job role so that they can concentrate on the job, and “open” times when the staff freely communicate and interact will work in long run to motivate the staff.

Stress management techniques – Creating an environment in which the staff can work within optimum pressure levels,ensuring an optimistic attitude towards stress in the workplace,having training sessions on stress management, and ensuring a follow-up with group meetings can lead to  stress lowering at work.

Using counselling techniques- The employees’ / staff feelings towards the work, their peer, their superiors and towards the future can be effectively dealt through the staff counselling. Counselling provides an environment, incentive and support which enable the employee to achieve his identity.

Giving the employees learning opportunities- Employees should consistently learn new skills on the job. It has been well said by someone that with people hopping jobs more often than required and organizations no longer giving job security to employees, the young blood employees specifically realize that continuing learning is the best way to remain employable. Opportunities should be given to the employees to develop their skills and competencies and to make best use of their skills. Staff goals should be linked with the organizational goals.

Setting an example for the staff / subordinates- The leader should try to be arole model for the staff. The staff would learn from what he does and not from what he says / claims. The way he interacts with the clients has an impact upon the staff. The staff more closely observes the  non-verbal communication (gestures, body language). Being unpunctual, wasting the organization’s capital, mismanaging organization’s physical equipments, asking the staff to do personal work, etc. all have a negative impact on the staff.

 Smiling often– Smiling can have a tremendous effect on boosting the morale of the staff. A smiling superior creates an optimistic and motivating work environment. Smiling is an essential component of the body language of confidence, acceptance and boldness. It encourages new ideas and feedback from the staff. The staff does not feel hesitant and threatened to discuss their views this way.

Listening effectively- Listening attentively is a form of recognizing and appreciating the person who is talking. Reciprocal / Mutual listening develops cordial and healthy personal relationships on which the employee / staff development rests. If the managers does not listen attentively to the subordinates, the morale of the subordinates lowers down and they do not feel like sharing their ideas or giving their views. Effective listening by the manager boosts up the employees’ morale and thus motivates them.

Ensuring effective communication- In order to motivate the staff, indulging in effective communication such as avoiding using anger expressions, utilizing questioning techniques to know staff’s mindset and analysis rather than ordering the staff what to do, basing judgements on facts and not on assumptions, using relaxed and steady tone of voice, listening effectively and being positive and helpful in responses promotes motivation.

Developing and encouraging creativity- The staff should be encouraged to develop the creativity skills so as to solve organizational problems. Giving them time and resources for developing creativity  may turn out to be very productive.

Flexibility– Introduce flexibility in working by allowing for flexible working hours if possible. Employees should/may be allowed to work at home occasionally if need arises. There should not be rigidity in accepting ideas from the staff.

Adopting job enrichment- Job enrichment implies giving room for a better quality of working life. It means facilitating people to achieve self-development, fame and success through a more challenging and interesting job which provides more promotional and advancement opportunities. Giving employees more freedom in job, involving them in decision-making process, showing them loyalty and celebrating their achievements would enhance motivation..

Respecting your team- Respect not only the employees’ rights to share and express their views, and to be themselves, but their time too. This will ensure that the employees respect you and your time. Make the staff feel that they are respected not just as employees / workers but as individuals too.

WorkPlace Motivation

Employees do not rank ’salary’ as the top factor in determining whether they like their jobs or not. What is important to them is the opportunity to do what is ’important’. Almost all the employees would like to feel part of the big picture and would want to contribute to the organizational goals in some way or the other. Doing the mundane, routine work will never excite them – what excites them is – work that challenges them to use their talent.

Linking Rewards directly to Performance– An organization should adopt a fair reward structure which provides incentive to the most deserving employee. Having an incentive structure in place doesn’t solve the problem what makes it workable is the employees trust in the system and belief that they will be rewarded if they perform well.

Complimenting employees– Even though an employee’s name has not appeared in the list of people getting incentives, the manager might at times go ahead and compliment that employee for a job well done – no matter how small. There is nothing more satisfying to an employee than a pat on his back.

Being transparent– While there may be some strategic decisions which one might want to share with the employees at a later stage, it should be made sure employees do not give in to the rumours. Stay in touch with the employees.

Working on your PDP– Every employee is responsible for his / her own career. He / she should work towards his ’Personal Development Plan’ [PDP] as discussed and agreed by his manager.