Motivational Skills

It’s not all about numbers!

•To be fed, clothed and sheltered •To feel safe from threats •To be with other people •To feel confident and valued by other people •To be self-fulfilled - to succeed in achieving our goals

1st Theory Of Motivation

People need to satisfy the earlier needs (e.g. to be fed) before they can move on to satisfy the later ones (e.g. to be self-fulfilled).Motivational factors are different in people's working life, than in their personal life, the most obvious example is that at work wages are a motivational factor.

2nd Theory Of Motivation

• The 2 Factor Hygiene and Motivation Theory states that there are two factors which act upon the motivation of employees:

• Hygiene (or maintenance) factorsThese relate to the employee's environment such as the physical surroundings, supervisors and even the company itself.

• MotivatorsThese relate to the actual work of the employee (achievement, recognition, growth / promotion and interest in the job).

• These hygiene factors do not act as motivators in themselves, but act as de-motivators (i.e. may cause dissatisfaction amongst employees) if they are not present, or up to the required standard.

3rd Theory Of Motivation

Achievement Motivation Theory is based upon the idea that people have an achievement need. An achievement need is the need to be successful and to receive recognition for your success.

• Need for Achievement - doing innovative, new, interesting and challenging things.

• Need for Affiliation - the need for feedback / contact with others.

• Need for Power - the need for responsibility, or to be responsible for others.

In order to motivate employees, managers need to identify what motivates them, and to create appropriately motivating conditions for them.

4th Theory Of Motivation• That an individual will act in a certain way based on the expectation that the act

will be followed by a given outcome and on the attractiveness of that outcome to the individual.

This could apply to a salesperson when trying to sell products (linked to commission)A customer when being induced to purchase products with some kind of sales promotion rewardThe inducement will not work: If the reward is to small and the effort to high The reward seems unattainable

What You Need To Do As A Team Leader?

• What Have You Done As A Team Leader For Your Team?

• Appreciated the Staff?• Had One On One Session? Why?• Team Building Sessions?

• Lets See What Sue Did As A Team Leader When She Was First Promoted As A Team Leader?

• This is a case study, so always remember what Sue DID!• Lets See What She Did step by step?

Brain Wrapping Theory……………

• Next Sue sat down with her team, and drew up a spider diagram of the factors, which they felt were the key motivators.

Factors That You Should Work On!• Many of the ideas expressed by the team reflected those that Sue had learnt about through

studying various theories on motivation. She was pleased however to note that most of them were factors over which she had some control as a team leader as opposed to those of which she would find it difficult to change such as company policy.

Factor identified as motivator: Interesting & varied workExample of how team leader provides this:

•Give staff responsibility by offering them challenging but achievable objectives.•Develop staff by allowing them to practice new skills.•Regularly assess their capabilities for further development by allocating different tasks.

Example of how team leader could do this better:

•Look to rotate job tasks amongst team members.•Give opportunities to stand in for absent members of staff.•Delegate interesting tasks and project work.•Allocate job of attending meetings and briefing groups to staff.

Factors That You Should Work On!

• Factor identified as motivator: Fair pay & terms & conditions• Example of how team leader provides this:

• Know your organization's salary structure and policy.• Ensure job descriptions are up to date and that job grades are reviewed

accordingly and reflect responsibilities.• Ensure team is kept informed of any changes to pay and benefits structure and

where to seek advice and information on pay issues.• Ensures any overtime and other pay related benefits are distributed fairly.

• Example of how team leader could do this better:

• Conduct a review of team salaries to ensure that they reflect appropriately each team member's job role.

• Seek advice from HR to ensure salaries are correct for job position and grade and reflect market place salaries.

• Ensure any pay-linked performance / service reviews are carried out on time.

Factors That You Should Work On!• Factor identified as motivator: Set challenging yet realistic objectives• Example of how team leader provides this:• Discuss and agree the teams and each individual members objectives.• Make sure the individual can understand the bigger picture - how their

own objectives fit in with the team's, the department's and the organization's overall mission and objectives.

• Ensure objectives are SMART:• Specific • Measurable • Achievable • Realistic • Time bound • Example of how team leader could do this better:• Build challenges into a job by:• Making it broader • Delegating some or more of your work to the person • Letting individuals set their own objectives, monitor the results and

report back on their achievements.

Factors That You Should Work On!

• Factor identified as motivator: Constructive criticism• Example of how team leader provides this:• Deal with any performance issues as soon as they occur, in private

and face-to-face.• Be clear about what you want the person to do differently / better in

the future• Example of how team leader could do this better:• Remember if you ignore poor performance it will stay and spread

until the poor performance becomes the normal standard.• Don't procrastinate but deal with any issues straight away.• Focus on the effect of their behaviour rather than making the

criticism a personal attack. This removes the person from direct criticism and blame while highlighting that the results aren't helping anyone. Once it is agreed that the performance is unacceptable then you can work out the causes and agree the steps to put things right.

Factors That You Should Work On!

• Factor identified as motivator: Trust & respect• Example of how team leader provides this:• Keep team members informed of the changes that the organisation is

facing and possible impacts on job security.• Don't let them hear things through the grapevine or from other

sources - be honest and open.• Don't imply job security threats to implement change / get work done. • Example of how team leader could do this better:• Keep yourself informed of your organisation's position. Keep up to

date on sales and production figures, competitor's actions, quality and pricing issues.

• If you are well informed you will better be able to curb rumours and give an informed opinion.

• Ensure your team members keep their skills and experience up to date.

• Encourage them to be flexible, and develop themselves personally so they become an invaluable asset to the organisation.

Factors That You Should Work On!

• Factor identified as motivator: Taking on new responsibility• Example of how team leader provides this:• Any kind of change to job roles can be seen as a potential threat so you need to

reassure team members that the new responsibilities are well within their capabilities.

• Clearly explain the reasons for giving them the extra responsibility and how it will benefit their career and personal development. Ensure that they are always given the appropriate support and guidance.

• Example of how team leader could do this better:• Look to delegate effectively to ensure that team members are given appropriate

responsibility to aid their personal development.• Ensure that you don't pass on tasks that are way beyond their skills and

experience.• Clarify in your own mind: - • What the task is. • Who is the most suitable person? • What additional training skills are needed? • What results do you expect and how they will be measured? • What timescale is necessary?

Factors That You Should Work On!• Factor identified as motivator: Opportunities for training and development• Example of how team leader provides this:• It is a team leader's responsibility to help develop staff both professionally and personally. This

means: • Identifying training needs. • Providing the right training coaching and information so team members can meet their objectives

and standards. • Monitoring and reviewing performance on a regular basis. • Encouraging team members to assess their own performance and development needs. • Formally identify and review training needs at appraisal time and link to organisation objectives

and policy. • Keep up to date with new technology, legislation and changes in the market place or organisation

which may affect staff training needs and ability to perform their job role effectively.• Look for alternative ways to develop people by using learning opportunities, which occur in the

workplace - many are often quicker and more cost effective than formal training courses.• For example effective delegation, Project team work, standing in for others, and assigning

mentors will also provide staff with opportunities for personal development.• Example of how team leader could do this better:• Formally identify and review training needs at appraisal time and link to organisation objectives

and policy.• Keep up to date with new technology, legislation and changes in the market place or organisation

which may affect staff training needs and ability to perform their job role effectively.• Look for alternative ways to develop people by using learning opportunities, which occur in the

workplace - many are often quicker and more cost effective than formal training courses.• For example Effective delegation, Project team work, Standing in for others, and assigning

mentors will also provide staff with opportunities for personal development.

Factors That You Should Work On!

• Factor identified as motivator: Good team working relationships• Example of how team leader provides this:• Developing trust between the team.• Ensuring feelings are expressed openly and conflict is worked

through.• Ensuring that people support each other. Information and knowledge

is shared freely.• Common objectives known and shared.• Example of how team leader could do this better:• Look for opportunities to build team working into your daily activities

and project work.• Share information and involve your team.• Delegate tasks to your team to work on as a group.• Publish and make visible your teams objectives.• Run some team building activities or arrange away days.• Encourage harmony and look out for any them V us situations / team

conflict

Factors That You Should Work On!

• Factor identified as motivator: Given tasks which make the best use of their skills & abilities

• Example of how team leader provides this:• Discuss on an individual basis each person's strengths and development

needs in order to:• Identify and acknowledge their skills • Recognise their strengths in relation to their job, past experience,

qualifications and training • Identify career aspirations and work preferences •

Example of how team leader could do this better:• At formal appraisal time ask the right questions to help provide an insight

into people's motivation For example:• What do I enjoy doing? • What gives me energy? • What do I need to work enjoyably and effectively? • Where would I like to be in 3 / 5 years time?

Factors That You Should Work On!

• Factor identified as motivator: Allowed to use own initiative• Example of how team leader provides this:• Brief clearly on job standards and your expectations, especially when delegating

work.• If you delegate a decision let the person work it out alone. Guide and steer your staff,

but don't do their work for them.• Encourage people to think through their problems themselves, but stand by their

decisions and be supportive.• If things go wrong don't be over critical but use the opportunity to coach them so that

a better job can be done next time.• Example of how team leader could do this better:• At times you may be tempted to be over directive with your staff particularly if they are

inexperienced or it is an area that you know very well.• However not allowing your team to use their own initiative and make their own

decisions will not help them to learn or develop - and they may feel that you lack confidence in their abilities.

• Over supervised employees may become resentful and dependent - having been deprived of the opportunity to make decisions and learn from their mistakes. Learn to stand back - but make sure they know they can approach you for advice and guidance.

Factors That You Should Work On!

• Factor identified as motivator: Consultation & involvement in decision making• Example of how team leader provides this:• Consult the team on matters affecting them.• Recognise the importance of keeping people informed of what is happening in

the department and company generally.• Involve team members in decision making and problem solving.• Plan and organise regular team meetings, briefing sessions and problem

solving activities.• Example of how team leader could do this better:• You are more likely to gain your team's commitment if you consult people

before a decision is reached and treat their ideas with respect.• The best method of communicating information is on face-to-face basis in

groups at regular interval and at a convenient time.• Ensure meetings are not just a one way flow of information and opinions from

you to your staff - but are a genuine two way consultative communication process where opinions are shared and questions asked.

Factors That You Should Work On!

• Factor identified as motivator: Clear instructions and guidance

• Example of how team leader provides this:• Be clear and consistent in your instructions and

expectations.• Time and resources are often wasted if instructions are

unclear and the direction is changed on a frequent basis.• Example of how team leader could do this better:• Encourage two-way communication - so your team feels

able to tell you when you are not being clear about what you want and the standards that you expect.

Factors That You Should Work On!

• Factor identified as motivator: Job security• Example of how team leader provides this:• Keep team members informed of the changes that the organisation is

facing and possible impacts on job security.• Don't let them hear things through the grapevine or from other

sources - be honest and open.• Don't imply job security threats to implement change / get work done. • Example of how team leader could do this better:• Keep yourself informed of your organisation's position. Keep up to

date on sales and production figures, competitor's actions, quality and pricing issues.

• If you are well informed you will better be able to curb rumours and give an informed opinion.

• Ensure your team members keep their skills and experience up to date.

• Encourage them to be flexible, and develop themselves personally so they become an invaluable asset to the organisation.

Factors That You Should Work On!

• Factor identified as motivator: Fairness & consistency in decision making

• Example of how team leader provides this:• Make decisions according to your company's policy and procedures.• Clearly communicate what has been decided and why. If the

situation changes, which means you then have to change your decision, clearly explain the reasons why.

• Implement the decision and monitor the results. Treat all staff fairly and consistently.

• Example of how team leader could do this better:• Make sure you know the limits of your decision-making - and the

limits of others in your organisation.• Don't procrastinate or put off decision-making - Face up to problems

and don't assume they will solve themselves if you do nothing.

Factors That You Should Work On!

• Factor identified as motivator: Recognition for a job well done• Example of how team leader provides this:• Always praise work that has been well done or has involved extra

commitment.• Do this publicly as well as privately.• Mention the team member's performance to others as well as to the

individual.• Celebrate the team's success• Example of how team leader could do this better:• Always remember that if good performance is ignored it will go away

-if it is recognised it will stay and influence others.• Recognition can come in many forms - a verbal thank you, written

letter, bunch of flowers or small token of appreciation - may mean more than any monetary reward.

Conclusion: Case Study

• After completing this exercise with her team Sue was able to identify how she might be able to improve motivation for the members of her team.

• She then made out a list of the key action points to implement and to monitor the effects over time. Sue knew that she also needed to be aware that no single approach will ever apply to all of her people, but realised that by being aware of these positive factors it was possible to motivate most of the people most of the time.

• Over time she understood that different things worked for different people and that the real key to motivating people was to adapt the approach to the individual, as what may motivate one person may not necessarily work for another.

• The key factor was to always make sure that you identify the benefits for staff in any changes, as self-interest can often be the most powerful motivator.