MOTIVATION

WHAT IS MOTIVATION?

• Motivation is the inner power or energy that pushes one towards performing a certain action.

• Motivation is one of most important keys to success

• Motivation strengthens the ambition, increases initiative and gives direction, courage, energy and the persistence to follow one's goals.

• Motivation is a powerful tool in the work environment that can lead to employees working at their most efficient levels of production.

Why motivation?

Shift from usual managerial practices to modern and behavioral approach in management.

Creation of better organizational quality through promotion of mutual understanding and thinking and decision making process.

Promotion of workers’ interest in work and office by reducing or removing hurdles.

Making the subordinate feel that he is good enough for a superior position and he/she can rise higher in the ladder.

Motivation a Managerial Function

Motivation is widely seen as a Managerial function.

Motivation is pivot around which every other aspect of management revolves.

The managers themselves must be motivated and should be capable of motivating others.

Managers should set an example for others. This will encourage his staff to work harder to give MAXIMUM output.

How to Motivate the people?• Recognize the people• Include them• Encourage them• Train them• Ask their opinion • Praise them• Guide and Allow them to take decisions• Share the glory with them• Convey your belief in their abilities• Engage them , challenge them, invite their input and

encourage their cooperationPeople work for money but go extra mile for recognition

and praise before others

 Myth #1 -- "I can motivate people”

Not really -- they have to motivate themselves. Employees have to motivate and empower themselves. However, you can set up an environment where they best motivate and empower themselves.

 Myth #2 -- "Money is a good motivator“

Not really. Certain things like money, a nice office and job security can help people from becoming less motivated, but they usually don't help people to become more motivated. A key goal is to understand the motivations of each of your employees.

Myth #3 -- "Fear is a good motivator"

Fear is a great motivator -- for a very short time. That's why a lot of yelling from the boss won't seem to "light a spark under employees" for a very long time.

Myths in Motivation

MASLOW THEORY OF MOTIVATION-

HIERARCHY NEEDS

Physiological- food, shelter, clothing etc.

Security- job security,

prov. For illness etc.

Belonging- feeling of member of a group

Esteem-

respect & recognition

Encouraging environment

• Fair and equal treatment• Clear objectives• Rewarding good work• Cohesive group• Approachable management• Managers supporting staff

Discouraging environment• People treated differently• None, or conflicting objectives• Good work going unnoticed• Group at odds with each other• Management won’t listen• Managers 'owning' staff >>>

Enhancement of motivation

Set a goal and split it into several minor goals. The goal would seem more feasible and easier to accomplish.

Understand that finishing what you start is important. Hammer into your mind that whatever you start you have to finish. Develop the habit of going to the finish line.

Socialize with others of similar interest. Motivation and positive attitudes are communicable. Associate with motivated people, who share your interests.

MAXIMIZING PERFORMANCE

Opportunity

Ability

Motivation

MAXIMIZING PERFORMANCEMOTIVATION•Set clear goals•create enthusiasmOPPORTUNITY•Provide proper tools•Remove constraintsABILITY•Develop skills•Provide experience

DIRECTING MOTIVATIO

N

ALLIGN GOALS

GIVE APPRECIATI

ON

OFFER FEEDBACKSET TARGETS

ENGAGE PEOPLE

SET TARGETS

Align goals- directly relate to each individual’s job

Set targets-they perform better when given with

Realistic & achievable goals & targets

Offer feedback-keep talking & discussing on their progress

Engage people-involve staff in setting targets

Appreciate-publicize their success & good work

Recognizing basic needs Creating a positive work culture

RECOGNIZING BASIC NEEDS CREATING POSITIVE CULTURE

Good light & ventilation Demonstrating commitment to the organizational values

A comfortable temperature Focusing on opportunities

Sufficient desk space Creating trust between people

A comfortable chair Don’t let the failures discourage you

Reliable equipment & systems such as a computer, printer etc.

Learning from mistakes

An area for refreshment- Tiffin room Be persistent. carry on

A separate area to get away from the desk-recreation club etc.

Practice openness

Motivation of staff

Empathy:• Hear the staffs grievances patiently and settle

their personal and family problems as well within the sphere of limitations.– Timely processing of personal claims– Grant of Leave

Motivation of staff

Timely Promotions:

• Take care of timely actions for promotions of employees.

• Make the manuals available in the offices for the use of staff for preparation for their examinations.

• We can get the maximum from the staff if he thinks that his future is secured and bright.

Set an example• Set an example to others. If they are not able to do

any particular type of work, do it yourself and teach them how to do it. This will encourage them to work harder to give maximum output.

Motivation • Praise the employees with honest and

authentic.

• Have personal touch

• Employee recognition should be specific and

timely.

• They should highlight positive behavior when motivating employees, praising often and genuinely.

• When employees feel appreciated, they are motivated to do more work—and do better work.

FROM BLUE BOOK II

22

Congratulatory poster on the Notice Board

APPRECIATING THE BEST PERFORMERS

Top-5 PAs congratulated mentioning their speeds and accuracy

15B

23

MONTHLY STAFF GRIEVANCE ASSESSMENT

4-6days21

Need/Purpose

Description

Implementation

• An organized mechanism to collect all staff grievances/suggestions and bring them to the notice of the Post-Master and the DPS so that it forces action

• Create a staff satisfaction which is to be filled anonymously by all employees• PM has to collate and publish the results on the Staff Notice Board, thereby making him accountable to act

• Step 1 – Create staff satisfaction survey – Activity 1 : Create a survey form in local language that that is easy to use and covers the important aspects of pending

grievances and suggestions (as in 11A)• Step 2 – Roll out survey to all staff in last week of the month

– Activity 1 : Distribute copies of the survey to all staff, from APMs to Gr. D employees– Activity 2 : Place a survey box in the common area where the staff can drop their responses over a 2-day period

• Step 3 – Collate responses– Activity 1 : For each employee-type i.e. APM, PAs, Postmen and Group D compile responses separately

• Step 4 – Create commitment to act– Activity 1 : Publish collate results, signed by the PM on the Notice Board, which indicates his cognizance of issues and

accountability to take action– Activity 2 : One copy of the collated results has to be sent to the DPS in advance of the monthly meeting– Activity 3 : In the monthly townhall (in first week of next month), explicitly address each grievance/issue/suggestion point-

by-point indicating what action has been undertaken: else make commitment about action proposed

24

Anonymous ‘Staff Satisfaction’ survey to asses grievances and suggestions every month

STAFF SUGGESTION/GRIEVANCE SURVEY

STAFF SATISFACTION SURVEY

This survey will help us to find how satisfied you are in your place of work, what are your chief grievances and take your suggestions. Kindly give your opinion honestly. You may fill in the form anonymously, if you so wish. Your honest answers will help us address areas of dissatisfaction so that you can be happier at work and improve the overall PO Overall Satisfaction There are four points on this scale. Please tick mark in the appropriate column:

4 if you strongly agree 3 if you agree, 2 if you disagree and 1 if you strongly disagree with the statement.

Grievances and Suggestions

Name (optional): Designation: (Please specify) Date: Branch: (Please specify)

S.No. 4 3 2 1 Strongly

Agree Agree Disagree Strongly

disagree 1 The mission of my Department makes me feel my job is important 2

I clearly understand what is expected of me during the course of my regular duties at work

3 I am happy with the nature of my work and the environment I work in 4

I am fully equipped with the skills and knowledge required to do my job effectively

5

My fellow employees are committed to doing timely and good quality work

6 My supervisor and superiors seem to care about me as a person

7 I have grievances/difficulties with my job that are not being currently addressed - (Please tick)

Yes No

If YES Please specify

8 I have pending issues/ claims (leave, medical bills, uniform bils etc.) – (Please tick)

Yes No

If YES, Please specify

My job

My branch 9

I would do 3 main things, given the authority, to improve Ghaziabad HPO and convert into a model PO – (Please fill in)

My PO

Staff grievances asked for explicitly

Pending bills/claims are asked for

Overall suggestions from staff

21A

Thank you