ENGG112 – Lesson 7

Functions of
Management: Motivating

Prepared by:

Ricardo S. Balog
RME. MEng’g
Engineering and Architecture
 Functions of Management: Motivating
7.1 What is motivation?
• Motivation is a psychological concept, which is described as a
stimulus or force, that impels people to take an action. It is something
that persuades people to behave and act in a particular way. It is also
defined as the process of giving a reason to someone to do or achieve
something.
• Motivation compels us to set our goals, on the basis of the things we
feel we should be doing. It involves diverse forces such
as psychological, biological, social, etc. that intensifies one’s
emotions like needs, desires, hopes – stimulating them to take
an action which will result in the achievement of a short-term goal.

Engineering and Architecture

 Functions of Management: Motivating
7.1 What is motivation?
• Motivation refers to the process that guides and maintains behaviors that help
employees work towards a particular goal or effectively perform tasks.
• The most common types of motivation include:
Extrinsic motivation: This type of motivation refers to factors that are
outside of the person, such as bonuses, social recognition and praise.
Intrinsic motivation: Intrinsic motivation is a type of motivation that
occurs within the individual. For example, personal gratification and a
feeling of accomplishment are two types of intrinsic motivations.
• Factors of motivation are strategies, incentives, recognitions and any other
elements that increase an employee's overall motivation to perform their duties
at work. You can implement several different factors of motivation within your
team or for yourself to increase productivity and satisfaction.

Engineering and Architecture

 Functions of Management: Motivating
7.2 Factors of motivation
The following are several factors to consider to keep both you and your team
motivated:

7.2.1. Leadership style

Supervisors, managers and other leaders within a company play a significant
role in their employees' motivation. The appropriate leadership styles
encourage employees to develop objectives and goals in their positions, work
towards those goals and help employees maintain that motivation throughout
the course of their time at the organization.
To be effective, leaders must determine the best leadership styles for each
type of employee, as not all employees respond well to all leadership styles.

Engineering and Architecture

 Functions of Management: Motivating
7.2 Factors of motivation
7.2.1. Leadership style
The most common leadership styles include:
 Autocratic
 Democratic
 Coaching
 Authoritative
 Affiliative
 Transformational
 Servant
Understanding these styles and catering your leadership style to your team's needs
ensures you effectively motivate them in the workplace. You can also let your manager
know the type of leadership style that best motivates you to help them be a better leader
and keep you motivated.

Engineering and Architecture

 Functions of Management: Motivating
7.2 Factors of motivation
The following are several factors to consider to keep both you and your team
motivated:

7.2.2. Recognition and appreciation

• Appreciation and recognition are two important components of motivation
within an organization. Offering recognition and praise not only makes
employees feel accomplished and appreciated, but it also reinforces good
performance and encourages employees to continue repeating the actions
that led to the performance. The more employee behavior is positively
recognized, the more likely they are to repeat these behaviors and remain
motivated in the workplace.

Engineering and Architecture

 Functions of Management: Motivating
7.2 Factors of motivation
The following are several factors to consider to keep both you and your team
motivated:
7.2.3. Meaning and purpose
• Employees who find a sense of meaning and purpose in their work often
have higher levels of motivation than those who don't. Employees want to
know that what they do is actually contributing to the organization's
success and that their duties and accomplishments support the company's
overall growth.
• It's helpful to ensure you understand how your role plays an integral part in
your company's processes and success and that your work has meaning
beyond simply completing tasks on time to earn a paycheck.

Engineering and Architecture

 Functions of Management: Motivating
7.2 Factors of motivation
The following are several factors to consider to keep both you and your team
motivated:
7.2.4. Positive company culture
• A company's culture can greatly impact employee motivation in the
workplace. Many employees feel more valued and enjoy their work more
when there is a strong company culture that supports employees and
brings them together on a regular basis.
• Areas to focus on when increasing the positivity of company or team
culture include the wellbeing of employees, inclusion and equality among
employees and compassion towards employees. You can also contribute
positively as an employee and get more involved with your company's
culture to keep yourself motivated.

Engineering and Architecture

 Functions of Management: Motivating
7.2 Factors of motivation
The following are several factors to consider to keep both you and your team
motivated:

7.2.5. Professional development opportunities

• Employees often feel more motivated at work when there are ample
opportunities for growth and professional development. Giving employees
opportunities to increase their skills and become more efficient in their
positions instills a sense of accomplishment and pride that acts as a strong
motivator for employees. Plus, offering employees the chance to hone their
skills can ultimately impact an organization's overall success, making it a
win-win situation for all involved.

Engineering and Architecture

 Functions of Management: Motivating
7.2 Factors of motivation
The following are several factors to consider to keep both you and your team
motivated:
7.2.6. Job advancement opportunities
• Another way in which employees become more motivated in the workplace is
when a clear path of job advancement is emphasized. Employees who feel that
they are stuck in one position and have no opportunity to grow within a company
are more likely to become burnt out and look for other job opportunities.
• Ensuring employees understand a clear plan of progression within their position
in the workplace can instill motivation to work towards a promotion, which can
ultimately increase employee productivity. If you're unsure whether you have
opportunities to advance, speak with your manager and inquire about what's
available to you.

Engineering and Architecture

 Functions of Management: Motivating
7.2 Factors of motivation
The following are several factors to consider to keep both you and your team
motivated:

7.2.7. Financial benefits

• While financial benefits aren't a motivator for all employees, they can
enhance many employees' overall motivation in the workplace. Putting in
place different opportunities for employees to enjoy financial benefits for
hard work is a great way to boost motivation and give employees a sense
of accomplishment and appreciation. Examples of financial motivators
include bonuses, raises, promotions, competitive benefits packages and
additional paid time off.

Engineering and Architecture

 Functions of Management: Motivating
7.2 Factors of motivation
The following are several factors to consider to keep both you and your team
motivated:
7.2.8. Flexible work schedules
• Offering employees the opportunity to create their own schedules or work
flexible hours is another great way to instill motivation in your team. Flexible
schedules allow employees to better accommodate family needs, holidays
and other personal daily responsibilities that more rigid schedules often don't.
• For example, some employees work better in the mornings, while others do
their best work in the afternoons or evenings. Giving them the option to
choose their schedules allows employees to set up their workday in a way that
is conducive to their preferences and needs and can keep employees
motivated to accomplish their daily work goals.

Engineering and Architecture

 Functions of Management: Motivating
7.2 Factors of motivation
The following are several factors to consider to keep both you and your
team motivated:

7.2.9. Pride
• Most employees want to feel proud of the work they complete and
themselves as members of an organization. Team leaders can create a
work environment that offers employees opportunities to feel proud of
their work on a regular basis, which can ultimately promote increased
motivation and productivity.

Engineering and Architecture

 Functions of Management: Motivating
7.2 Factors of motivation
The following are several factors to consider to keep both you and your team
motivated:

7.2.10. Open communication

• When employees feel that they can openly communicate with other
employees and management, they are often more motivated in the
workplace. Feeling closed off from others can lead to feelings of isolation
and leave employees questioning if management cares about their success.
• Ensuring there is an open line of communication among employees of all
levels can help alleviate issues quickly, encourage employees to
communicate when they're experiencing challenges and keep employees
motivated by fostering a sense of connection.

Engineering and Architecture

 Functions of Management: Motivating
7.2 Factors of motivation
The following are several factors to consider to keep both you and your team
motivated:

7.2.11. Staying up-to-date on company matters

• Keeping employees up-to-date on the latest company matters ensures that
they feel part of something larger than just their day-to-day job. Rather than
simply going to work to receive a paycheck, employees who feel connected
to their organization are more likely to enjoy their work and feel a sense of
motivation in supporting the organization's success.
• Taking time each week or month to inform team members of the
organization's latest information is a great way to keep everyone up-to-date
and ensure employees are engaged within the workplace.

Engineering and Architecture

 Functions of Management: Motivating
7.2 Factors of motivation
7.2.12. Job security
• Employees are often more motivated when they know they have job security with a
company. It's important to regularly inform team members of their job security and
to know that they are a valuable asset to the company.
7.2.13. A positive work environment
• Similar to a positive work culture, a positive work environment can also increase
employee motivation. Work environment refers to both physical and non-physical
factors that directly impact the environment of the workplace.
• Creating open spaces that entice the senses, implementing specific areas of the
workplace that are committed to the wellbeing of employees and allowing
employees to communicate with each other throughout the day can all work to
increase motivation in a team.

Engineering and Architecture

 Functions of Management: Motivating
7.3. Theories of motivation
7.3.1. Hertzberg's two-factor theory
• Frederick Hertzberg designed a theory regarding employee satisfaction that
focuses on two primary factors: motivation and hygiene. Hygiene factors are
considered to decrease employee motivation and include issues such as
working conditions, administrative and company policies, status, security,
salary, interpersonal relationships and supervision. When employees feel
dissatisfied in any of these areas, employee motivation typically decreases.
• Motivation factors included in Hertzberg's theory include the work itself,
growth, recognition, advancement, achievement and responsibility. When
employees feel a sense of satisfaction and inclusion in all or most of these
areas, their motivation is likely to increase.

Engineering and Architecture

 Functions of Management: Motivating
7.3. Theories of motivation

7.3. 2. McClelland's theory of needs

• Another well-known theory that centers on employee motivation is
McClelland's theory of needs. According to David McClelland, every
individual experiences one of three primary driving motivators. These
motivators include the need for achievement, the need for power or
the need for affiliation. Understanding which team members respond
to which motivators is key when implementing this theory.

Engineering and Architecture

 Functions of Management: Motivating
7.3. Theories of motivation
7.3. 2. McClelland's theory of needs
Common characteristics of individuals in each motivator category include:
• Affiliation: Individuals who want to be part of a group and liked by others, prefer
collaboration over competition or independent work and don't enjoy uncertainty
or high risk are often motivated by affiliation factors.
• Achievement: Individuals who have a strong drive to set and accomplish goals,
enjoy working alone, are willing to take calculated risks and want to receive
regular feedback on their accomplishments and progress are often motivated
by achievement in the workplace.
• Power: Individuals who prefer to influence and oversee others, enjoy
competition, status and recognition and like to win arguments are often
motivated by power in the workplace.

Engineering and Architecture

 Functions of Management: Motivating
7.3. Theories of motivation

7.3.3. Vroom's theory of expectancy

• Vroom's theory of expectancy, sometimes referred to as
expectancy theory, is based on the separation of performance,
effort and outcomes. This theory assumes that employee
behavior comes from conscious choices made in the pursuit of
minimizing pain and maximizing pleasure. Vroom emphasized
the importance of individual factors that influence motivation,
such as skills, personality, experience and abilities. He used three
variables to account for an individual's motivation, which include:

Engineering and Architecture

 Functions of Management: Motivating
7.3. Theories of motivation

7.3.3. Vroom's theory of expectancy

Vroom used three variables to account for an individual's
motivation, which include:
 Expectancy -This refers to the concept that increasing the effort
put forth during a task will increase the overall performance.
Expectancy is influenced by an employee's access to resources,
skill set and support to complete the job. For example, a person
believes that the more effort they put into their work, the more
support they receive from others to continue excelling in their
work.

Engineering and Architecture

 Functions of Management: Motivating
7.3. Theories of motivation

7.3.3. Vroom's theory of expectancy

Vroom used three variables to account for an individual's motivation, which
include:
 Instrumentality - This variable refers to the idea that the intended
outcome will be achieved if a person performs better. Instrumentality is
affected by whether the individual has a good understanding of how
performance impacts outcome, trust in management and transparency
when it comes to management deciding who achieves a certain
outcome. For example, a person believes that recycling more often at
work leads to fewer overall resources being used by the organization.

Engineering and Architecture

 Functions of Management: Motivating
7.3. Theories of motivation

7.3.3. Vroom's theory of expectancy

Vroom used three variables to account for an individual's motivation, which
include:
 Valence - This variable is the perceived value the employee places on
the outcome of their work. For valence to be effective, the employee
should be motivated to achieve an outcome and be able to understand
its importance. For example, a writer might not be motivated to write an
article that won't be read by many people but may prioritize an article
that millions of people would read.

Engineering and Architecture

 Functions of Management: Motivating
7.4. Motivational Techniques in the Workplace
• To keep workplace productivity and performance high, it’s
important to keep your employees energized and motivated. An
engaged employee will allow you to create an entire culture where
employees are motivated to grow and succeed in their roles.
Establishing what techniques work best to motivate your
employees takes time.
• Motivation techniques are internal or external influences that
contribute to productivity, satisfaction at work and meaningful
contribution to projects. When employees need to feel excited to
work harder or believe in their value to the company, managers can
use motivational tools to help encourage and inspire their teams.

Engineering and Architecture

 Functions of Management: Motivating
7.4. Motivational Techniques in the Workplace
7.4. 1. Ask for employee input
• Regularly survey employees for their satisfaction. Conduct
anonymous polls to show employees that you care about their
opinions and value their input. Ask for suggestions of ways that you
can improve working conditions. You also have to take action after
getting the results of your poll back.
• This will show employees that you truly value their opinion, want
them to be happy in their positions and will take the steps
necessary to make that happen. It'll also show that you're loyal to
them just as you want them to be loyal to you, which will go a long
way toward motivating them to perform at their best.

Engineering and Architecture

 Functions of Management: Motivating
7.4. Motivational Techniques in the Workplace
7.4. 1. Ask for employee input
• Regularly survey employees for their satisfaction. Conduct
anonymous polls to show employees that you care about their
opinions and value their input. Ask for suggestions of ways that you
can improve working conditions. You also have to take action after
getting the results of your poll back.
• This will show employees that you truly value their opinion, want
them to be happy in their positions and will take the steps
necessary to make that happen. It'll also show that you're loyal to
them just as you want them to be loyal to you, which will go a long
way toward motivating them to perform at their best.

Engineering and Architecture

 Functions of Management: Motivating
7.4. Motivational Techniques in the Workplace
7.4.2. Offer personal enrichment programs
Creating a personal enrichment program could mean that you offer tuition
reimbursement or send employees to workshops and seminars where they can
improve their skills. This will allow you to more easily promote from within. Look for
opportunities to encourage employees to engage in professional development.

7.4.3. Validate good work

Help inspire the efforts of your team members by validating their good work. And show
your appreciation in person—compliments or expressions of gratitude usually have the
most impact in this fashion. Give specific examples of the things that they did that
benefited the team, the organization or you personally. You may also want to consider
taking the time to write a handwritten thank-you note on stationery, as this extra effort
will have a bigger impact on the recipient.

Engineering and Architecture

 Functions of Management: Motivating
7.4. Motivational Techniques in the Workplace
7.4.4. Set intermittent goals
• Smaller, measurable goals are a valuable way to stay motivated during work on a
project. Whether your team has a system to keep track of completed work or you
develop a tracking system of your own, helping your team to set goals that are
reasonable and achievable can keep employees motivated and encouraged when
they hit notable milestones.
• For example, if your team has been tasked with updating the office space of a
client, you might encourage them to set smaller goals such as interviewing
general contractor candidates, setting up a contract with the one they choose,
meeting with architects and making design and finishing choices. Each of these
tasks brings your employees closer to the finished office space and it can be
rewarding to check these items off the larger list to show measurable progress.

Engineering and Architecture

 Functions of Management: Motivating
7.4. Motivational Techniques in the Workplace

7.4.5. Celebrate milestones and achievements

• Particularly if a project has a long-term goal, celebrating smaller
milestones along the course of the project can help everyone on
the team stay connected to the work and focused on the larger
goal. Gratitude and validation are an important part of
recognizing those milestones, but tangible rewards can also help.
Financial bonuses, a lunch party, time off or a gift certificate for
meeting milestones can motivate everyone.

Engineering and Architecture

 Functions of Management: Motivating
7.4. Motivational Techniques in the Workplace
7.4.6. Radiate positivity
• Creating a positive culture is a great way to maintain the motivation of your
employees. The easiest way to do this is to radiate positivity yourself. Play music,
joke around, play games, laugh and just have fun. Research shows that happiness
can significantly boost the productivity of your workplace.
7.4.7. Create a mentorship program
• Create a mentorship program within your department where you pair more
experienced employees with ones who have less experience to guide them along
their career journey and offer words of advice and encouragement daily.
• A good mentor can offer encouragement, advice and understanding about the
trials and successes employees encounter. If your employees work in a
specialized field that friends and family do not understand well, a mentor can be
invaluable in helping them sort through concerns and appreciate their successes.

Engineering and Architecture

 Functions of Management: Motivating
7.4. Motivational Techniques in the Workplace
7.4.8. Create a comfortable and inspiring workspace
• Establish an office environment that is both comfortable and inspirational. Add
color to the walls and put up motivational posters. If your workplace uses cubicles,
encourage your employees to decorate their own space in a way they enjoy. Also,
encourage your team to keep their workspaces clean and tidy, as clutter can rapidly
begin to feel chaotic.
7.4.9. Encourage mindfulness
• Encourage employees to de-stress and take breaks during the workday. This could
mean a brief walk outside on a nice day or a trip to a nearby coffee shop. You might
consider offering yoga or meditation classes over a lunch break or encourage your
team to participate in these activities when they feel stuck about the direction of a
project or need to take a short break. Sometimes just taking a few moments of
quiet can provide the motivation they need to meet tight deadlines.

Engineering and Architecture

 Functions of Management: Motivating
7.4. Motivational Techniques in the Workplace
7.4.10. Share profits to improve performance
• By offering a profit-sharing program, employees will recognize that they have a stake
in the financial success of the organization. Profit-sharing gives employees a sense
of pride in what they have accomplished and a feeling of accomplishment seeing
their earnings increase. It can improve performance and reduce turnover as well.
7.4.11. Take benefits to the next level
• Employees generally expect standard benefits like paid time off, health insurance and
even flexibility. You can motivate employees by taking your benefits to the next level.
Add game rooms to help employees de-stress throughout the day, a snack bar to
keep energy levels up or even implement one mental health day each month.
Providing childcare or remote work flexibility are other great ways to incentivize
employees. These kinds of benefits boost health, increase team motivation and
encourage people to stay with your company longer.

Engineering and Architecture

 Functions of Management: Motivating
7.4. Motivational Techniques in the Workplace

7.4.12. Offer an incentive program

• Create an incentive program that rewards employees for consistently
working hard—separate from celebrating milestones or successes. You
could implement nonfinancial incentives like extra vacation
days, compressed workweeks or a choice of parking spots. Your
incentive program doesn’t even have to be connected to performance.
For example, you could use it to encourage your team to participate in
training programs—the team members who watch the most videos each
week could receive a reward.

Engineering and Architecture