Another New Year, another new start. The run up to Christmas had its own combination of stresses for both employees and employers alike, not helped by the snow; the relative calm between Christmas and New Year has come and gone, and now its back to it. The general mood is hardly helped by the news of a rejunvenated flu bug and the realisation for most of us that, economically at least, 2011 is going to be tough. But this is a key time to make efforts to regenerate your own and your employees’ motivation and to take steps to make sure you stay in charge of your own destiny.

The following is a short guide to 5 fundamental steps you can take to motivate your employees – and keep yourself happy:

Step 1: Identify What Motivates Your Employees

Ask your staff what it is that motivates them. If they are unsure how to answer, simply ask them what would make them more excited about their job. Most employees want:

Clear goals that are mutually agreed upon
Accurate and timely feedback
Interesting work or an opportunity for interesting assignments from time to time
A chance to take on responsibility or important tasks to show what they can do
Recognition and respect for their efforts
Fair Treatment
Opportunities for growth

Step 2: Identify and Address Barriers to Employee Motivation

When you ask what motivates an employee, you may get some negative responses such as “ to motivate me, you’ll need to give me a raise”, “why ask my opinion if you don’t want to hear it?” and “promotion means more headaches, I don’t need that”.

There are positive ways to counter these negative responses, such as;

To motivate me, you’ll need to give me a raise. Money is often seen as a key motivation and to say this is an easy get out of jail card for someone who doesn’t want to engage. But, assuming you aren’t a million miles away from a going rate market, this response is a great way in to a bigger discussion about what generates the potential to pay wages and what needs to change to be able to pay more. If you want to know some more about some tools to use to facilitate this give us a call.
Why ask my opinion if you don’t want to hear it? If this statement, or a similar statement, is made by an employee it may be because they are upset their ideas were not adopted by the group/team/organisation. Ideas should be discussed openly and it should be explained that while all ideas are worthwhile only some can be pursued at this time. Make sure that employees understand that their participation is valued and will be needed.
Promotion means more headaches, I don’t need that. Employees may be keen to advance or may be intimidated by the idea of advancing or being promoted. Work out what is ‘in it for them’ as well as what is ‘in it for you’. Respond by talking to them about the importance of advancement to the company and to their careers. And if you are making someone a manager for the first time remember that the management fairy doesn’t work magic over the weekend between the old job and the new job. Plan for the training and support they will need to be confident and successful in the new role.

A lack of knowledge combined with being afraid can be big reasons why employees are not motivated or show a poor attitude at work. Employees should be encouraged over and over again to ask questions and discuss ideas, and reminded how valuable it is.

Step 3: Develop an Employee Motivation Programme

This would be a chance to listen to employees and find out about employee concerns. A good motivation programme should include the following elements:

Be clear about where the organisation is headed and what it needs to do well to be succesful
Be clear about what employees need to do to meet expectations and what support will be provided
Moni tor staff progress with care and frequently meet with employees to review
Provide encouragement, praise and recognition as the employee’s work improves
Always start with positive forms of motivation, discipline should always be a last resort
If any necessary discipline has been applied, be sure to use other positive motiva tors as well to encourage improved performance

Step 4: Provide Opportunity for Employees to Develop Skills and Abilities

Employees want to continue to develop their knowledge and skills;

Allow staff members to attend important meetings, meetings that cross functional areas, and that the supervisor would normally attend
Bring staff to interesting, unusual events, activities, and meetings. It’s quite a learning experience for an employee to attend an executive meeting with you or represent the department in your absence
Make sure the employee has several goals that he or she wants to pursue as part of their performance development plan (PDP).
Reassign responsibilities that are holding back added value work. Newer staff, interns, and contract employees may find the work challenging and rewarding. Or, at least, all employees have their turn.
Provide the opportunity for the employee to cross-train in other roles and responsibilities. Assign backup responsibilities for tasks, functions, and projects.

Step 5: Use fun Activities to Improve Attitude

‘Guess whose pet it is’ or ‘Guess the employee baby pho to’ are good examples of ways light hearted activities can be used to raise office spirits. They require employee participation all the way and can be a sincere way to lighten the mood. This is not enough on it’s own but it can support the other key motivational steps.

For additional advice on motivating your employees now or throughout the year please contact cristy@hradvantage.co.uk or your HR Advantage Consultant.