Motivation

Definition
Motivation means a process of stimulating people to action to accomplished desired goals William G. Scout

Importance of Motivation
Helps in satisfying needs of the Employees
Change the negative attitude to Positive attitude Reduce labor turnover Reduce absenteeism Helps in introducing changes

Improves level of efficiency of employees

Creating friendly and supportive relationship

Motivation Process
Unsatisfied needs

Give rise to

Tension

Drives

Search Behavior Satisfied Needs Reduction of tension Determination of future need

Types of motivation
Positive motivation Negative motivation

Monetary motivation

Non-Monetary motivation

Positive motivation
Positive motivation induces people to do work in the best possible manner and to improve their performance. Positive motivation is the type of motivation a person feels when he expects a certain reward. An example of Positive motivation : when a Boss tells his subordinate , "if you achieve the target on the time I will give you promotion

Negative motivation
Negative incentives are those whose purpose is to correct the mistakes or defaults of employees. Negative incentive is generally resorted to when positive incentive does not works and a psychological set back has to be given to employees. An example of Positive motivation : When a Boss tells his subordinate , "if you do not achieve the target on the time I will give you demotion

Incentive

Incentives refers to all those measures which are used to motivate people for improving their performance.
The need of incentives can be many: To increase productivity, To shape the behavior or outlook of subordinate towards work, To inculcate zeal and enthusiasm towards work

Financial incentives Non financial incentives

Pay and allowances Productivity linked wage incentives Bonus Profit sharing Stock option Retirement benefits

Career advancement opportunity Job enrichment Employee recognition program Job security Employee participation Organizational climate Employee empowerment

Monetary incentivesThose incentives which satisfy the subordinates by providing them rewards in terms of rupees. Money has been recognized as a chief source of satisfying the needs of people.

Money is also helpful to satisfy the social needs by possessing various material items.
Therefore, money not only satisfies psychological needs but also the security and social needs. Therefore, in many factories, various wage plans and bonus schemes are introduced to motivate and stimulate the people to work.

Non-monetary incentivesBesides the monetary incentives, there are certain non-financial incentives which can satisfy the ego and self- actualization needs of employees. The incentives which cannot be measured in terms of money are under the category of Non- monetary incentives. Whenever a manager has to satisfy the psychological needs of the subordinates, he makes use of non-financial incentives. Non- financial incentives can be of the following types: Security of service Praise or recognition Job enrichment-

Promotion opportunities

Fear and Punishment Theory Traditional Theories Reward Theory

Motivation Theories

Carrot and Stick Theory

Maslows Hierarchy needs Herzberg hygiene theory MC. Gregors theory X and Y Modern Theories Z Theory

Vrooms Expectancy Theory

Three need theory

Fear and Punishment Theory

Managers developed a strategy of forcing people to work by threatening to punish or dismiss them or cut their rewards if they did not work well. This philosophy is characterized by thinking of aggressiveness and authorities managers Their was a tight control and rigid supervision over workers.

Reward Theory
This theory tried to establish a direct relationship between efforts and rewards. Bases of Piece rate system of wages Based on the standard manager should decide on degree of rewards and penalties

Carrot and Stick Theory

This theory suggest a combination of both rewards and penalties for motivation This is based on the strategy of putting carrot in the front of the donkey and hitting it with the stick from behind so it has to run Carrot refers to the incentives Stick refer to the penalties

Maslows Theory of Motivation

Abraham Maslow is well renowned for proposing the Hierarchy of Needs Theory in 1943. Maslow was of the view that needs have priority, i.e., needs are satisfied in an order. As soon as the lower level needs are satisfied. Those on the next higher level emerge.

Thus, he considered an individual's motivation behavior as a predetermined order of needs.

Abraham Maslow

Hierarchy of Needs Theory

SelfActualization need
desire for gaining more knowledge, social- service, creativity and being aesthetic

Esteem Needs
reputation, prestige, power, status, recognition and respect of others.

Social needs
needs for belongingness, friendship, love, affection, attention and social acceptance.

Safety needs
security of job and need for a predictable, secure and safe environment

Basic/ Physiological Needs

food, water, air, shelter, sleep, thirst, etc.

 Physiological needs- These are the basic needs of air, water, food, clothing and shelter. In other words, physiological needs are the needs for basic amenities of life. Safety needs- Safety needs include physical, environmental and emotional safety and protection. For instance- Job security, financial security, protection from animals, family security, health security, etc. Social needs- These needs emerge from society. Man is a social animal. These needs become important. Social needs include the need for love, affection, care, belongingness, and friendship. Esteem needs- Esteem needs are of two types: internal esteem needs (self- respect, confidence, competence, achievement and freedom) and external esteem needs (recognition, power, status, attention and admiration). Self-actualization need- This include the urge to become what you are capable of becoming / what you have the potential to become. It includes the need for growth and self-contentment. It also includes desire for gaining more knowledge, social- service, creativity and being aesthetic. The self- actualization needs are never fully satiable. As an individual grows psychologically, opportunities keep cropping up to continue growing

McGregor :Theory X and Theory Y

In 1960, Douglas McGregor formulated Theory X and Theory Y suggesting two aspects of human behavior at work According to McGregor, the perception of managers on the nature of individuals is based on various assumptions.

DOUGLAS MCGREGOR

Theory X and Theory Y (Douglas McGregor)

Assumptions of Theory X
An average employee does not like work and tries to escape it whenever possible.
He lacks ambition and dislikes responsibility Since the employee does not want to work, he must be persuaded, compelled, or warned with punishment so as to achieve organizational goals. A close supervision is required on part of managers. The managers adopt a more dictatorial style.

Assumptions of Theory y
Employees can perceive their job as relaxing and normal. Employees not require only threat, external control and coercion to work, but they can use self-direction and self-control if they are dedicated and sincere to achieve the organizational objectives. If the job is rewarding and satisfying, then it will result in employees loyalty and commitment to organization. The employees have skills and capabilities. Their logical capabilities should be fully utilized. In other words, the creativity, resourcefulness and innovative potentiality of the employees can be utilized to solve organizational problems.

Herzbergs Two-Factor Theory of Motivation

In 1959, Frederick Herzberg, a behavioral scientist proposed a twofactor theory or the motivator-hygiene theory. According to Herzberg, there are some job factors that result in satisfaction while there are other job factors that prevent dissatisfaction.

Two-Factor Theory (Frederick Herzberg)

Hygiene factors

Motivators

Hygiene factors
Hygiene factors are those job factors which are essential for existence of motivation at workplace. These do not lead to positive satisfaction for longterm. But if these factors are absent / if these factors are non-existant at workplace, then they lead to dissatisfaction. Hygiene factors are also called as dissatisfies or maintenance factors as they are required to avoid dissatisfaction. These factors describe the job environment / scenario.

Hygiene factors
Company policy and administration Technical aspects of supervision Interpersonal aspects of supervision Interpersonal relations with peers and subordinates Working conditions Salary

Status
Job security

 Pay- The pay or salary structure should be appropriate and reasonable. It must be equal and competitive to those in the same industry in the same domain.

Company Policies and administrative policies- The company policies should not be too rigid. They should be fair and clear. It should include flexible working hours, dress code, breaks, vacation, etc. Fringe benefits- The employees should be offered health care plans (mediclaim), benefits for the family members, employee help programmes, etc.

Physical Working conditions- The working conditions should be safe, clean and hygienic. The work equipments should be updated and well-maintained.
Status- The employees status within the organization should be familiar and retained.

Interpersonal relations-The relationship of the employees with his peers, superiors and subordinates should be appropriate and acceptable. There should be no conflict or humiliation element present.
Job Security- The organization must provide job security to the employees

Motivational factorsThe motivational factors yield positive satisfaction. These factors motivate the employees for a superior performance. These factors are called satisfiers. These are factors involved in performing the job. Employees find these factors intrinsically rewarding.

The motivators symbolized the psychological needs that were perceived as an additional benefit.

 Recognition- The employees should be praised and recognized for their accomplishments by the managers. Sense of achievement- The employees must have a sense of achievement. This depends on the job. There must be a fruit of some sort in the job. Growth and promotional opportunities- There must be growth and advancement opportunities in an organization to motivate the employees to perform well. Responsibility- The employees must hold themselves responsible for the work. The managers should give them ownership of the work. They should minimize control but retain accountability. Meaningfulness of the work- The work itself should be meaningful, interesting and challenging for the employee to perform and to get motivated.

David McClellands Theory of Needs, Contd.,

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McClellands Theory of Needs

David McClelland and his associates proposed McClellands theory of Needs / Achievement Motivation Theory. This theory states that human behaviour is affected by three needs Need for achievement is the urge to excel, to accomplish in relation to a set of standards, to struggle to achieve success. Need for power is the desire to influence other individuals behaviour as per your wish. In other words, it is the desire to have control over others and to be influential. Need for affiliation is a need for open and sociable interpersonal relationships. In other words, it is a desire for relationship based on co-operation and mutual understanding.

Communication
An Overall Perspective

Communication
"Communication is the transfer of information from one person to another person. It is a way of reaching others by transmitting ideas, facts, thoughts, feeling sand values. - Newstrom and Davis. _________________________________________________________ Communication is the process by which two or more persons come together to exchange ideas and understanding amongst themselves. Koontz and ODonnell

Why Communication?

INDIVIDUALS

GROUPS
To achieve common goals To ensure effective completion of a task To reach a common understanding To share common values/ systems To build relationships

To share knowledge and information To present ideas To influence others To build relationships To express emotions

Why Communication? Contd.

Organizational Goals Share Information Task Directives Result of Efforts Decision Making Achieve Coordinated Action

Channels of communication

Formal communication

Informal communication

Downward communication Upward communication Horizontal communication Diagonal communication

Grapevine Network Free-flow communication Circular communication Chain communication Wheel communication

Managing director Downward communication Upward communication

Production Manager Finance Manager

Factory Manager

Store Manager

Account s officer

Internal auditor

Store Keeper

Accountant

foreman

foreman

Accountant Clerks
Worker Worker

Accountant Clerks

Horizontal communication

Downward communication Upward communication

Diagonal communication

Modes of Communication
Types Examples Usefulness

Written

Letters, Memos, Reports, etc.

It is relatively permanent and accessible.

Oral

Conversations, It is the easiest when one Interviews, Phone calls, needs to communicate Speeches, etc. urgently.

Kinesics

Facial expressions, Gestures, Actions, Tone, Posture, etc.

Body unconsciously does 90% of communication.

Downwards Communication :

Highly Directive, from Senior to subordinates, to assign duties, give instructions, to inform to offer feed back, approval to highlight problems etc.

Upwards Communications

It is non directive in nature from down below, to give feedback, to inform about progress/problems, seeking approvals.

Lateral or Horizontal Communication :Among colleagues, peers at same level for information level for information sharing for coordination, to save time.

COMMUNICATION NETWORKS

Formal Network
Informal Network

:
:

Virtually vertical as per chain go command within the hierarchy. Free to move in any direction may skip formal chain of command. Likely to satisfy social and emotional needs and also can facilitate task accomplishment.

FORMAL COMMUNICATION
Communication takes place through the formal channels of the organization structure along the lines of authority established by the management. Such communications are generally in writing and may take any of the forms; policy; manuals: Procedures and rule books; memoranda; official meetings; reports, etc.

Advantages & Disadvantages of Formal Communication:

The advantages of formal communication are: They help in the fixation of responsibility and Maintaining of the authority relationship in an organization. The disadvantages of formal communication are: Generally time consuming, cumbersome Leads to a good deal of distortion at times.

INFORMAL COMMUNICATION
Communication arising out of al those channels of communication that fall outside the formal channels is known as informal communication. Built around the social relationships of members of the organization. Informal communication does not flow lines of authority as is the case of formal communication. It arises due to the personal needs of the members of n organization. At times, in informal communication, it is difficult to fix responsibility about accuracy of information. Such communication is usually oral and may be covered even by simple glance, gesture or smile or silence.

 Formal communication channels flow in four directions::

Downward communication Upward communication

Horizontal communication
Diagonal communication

 Downward Communication : Downward Communication Downward communication involves, flow of communication from higher level to the lower levels. Upward Communication: Upward Communication Upward Communication flows from lower levels to the higher levels of the organization. Horizontal Communication : Horizontal Communication Horizontal Communication is information exchange between departments as means of coordinating their activities. It occurs across the same level.

Basis
1.Definiation

Formal Communication
When communication takes place through the formal official channels then it is known as formal communication. Formal communication is not flexible. Formal communication is totally controlled by the management. It has documentary evidence.

Informal Communication
Any communication by passing the formal channels can be termed as informal communication. It is flexible. It cannot be controlled like formal communication. It has no documentary evidence.

2.Flexibility 3.Degree of control 4.Evidence 5.Discipline

Official discipline is strictly maintained Official decorum and discipline are in formal communication. not followed.

6.Flow of information

In formal communication information can flow only upward and downward.

But in informal communication information flows freely to all direction.

7.Speed

Here speed of communication is slow. Informal channels are very fast; here information can be transmitted instantly. In case of formal communication secrecy can be maintained. Here maintaining secrecy is very difficult.

8.secrecy

9.Rumor

There is no scope for creation of rumor in formal communication.

Due to its flexible nature rumor can be created.

10.Distortion

Generally information is not distorted.

As official decorum is not followed information can be distorted.

11.Time

It is time consuming.

Less time is taken for transmitting information.

Due to lack of control misunderstanding can takes place? It is less expensive than formal communication. On the other hand, as strict rules are not followed possibility of mistakes is very high

12.Misunderstanding

In case of formal communication caution, there is almost no chance of misunderstanding. It is expensive.

13.Cost

14.Mistakes

As official discipline is maintained chance of mistakes is very low.

How to be effective in communication

Whom to communicate When to communicate

Who to communicate

What to communicate

Media for communication

Communication Process
Message
SENDER

Encoding
Media

Decoding

RECEIVER

Noise

Feedback

Response

Barriers to communication
o Organizational Barrier

o Psychological Barriers

Personal Barrier
Physical Barrier

Semantic Barriers

Semantic Barriers

Personal Barrier Fear of challenge to authority Organizational Barrier Lack of confidence by Organizational superior in his Policy subordinate Rules and Unwilling to regulation communicate Psychological Status Lack of proper Barriers Complexity in incentive organization Premature structure evaluation Organizational Lack of attention facilities Loss by transmission and poor retention Distrust

Badly Expressed Message Symbols with different meanings Faulty translation Unclarified assumption Technical Jargon Body Language and gestures decoding

Thank You

Communication Principles

The American Management Association Inc. have outlined the following Ten Commandments of good communication :

1. Seek to clarify your ideas before communicating 2. Examine the true purpose of each communication 3. Consider the total physical and human setting whenever you communicate 4. Consult with others, where appropriate, in planning communications 5. Be mindful, while you communicate, of the overtones as well as the basic content of your message 6. Take the opportunity, when it arises, to convey something of help or value to the receiver 7. Follow up your communication 8. Communicate for tomorrow as well as today 9. Be sure your actions support your communication 10. Seek not only to be understood but to understand be a good listener.

Communicate Effectively
1. 2. 3.

Identify you subjects Arouse listener interest Use words commonly understood

4. Avoid talking in general terms be specific use: A. Examples B. Illustrations C. Specific instances D. Explain technical terms / specific slang terms Remember Your tone of voice and your action or lack of them also convey messages.

Barriers in Communication
1. Difference in experience and background 2. Failure to convey what the receiver needs and can understand 3. Stereotypes and beliefs 4. Emotional state of mind 5. Suspecting communicators motivation 6. Failure to evaluate meaning behind what we read 7. Words mean different things to different people 8. Reference group effect 9. Nonverbal communication 10. Lack of time 11. Lack of training 12. Lack of action

Essentials of Good Communication

Essential Quality of
Communication
ABC - Accuracy, Brevity, Clarity KISS - Keep it short and simple

The ABC of Communication

A Accuracy All information must be checked and double checked, Wrong information not only negates the purpose of the communication but also casts severe doubt on the credibility of the sender. B Brevity

Time is far too valuable to waste on unnecessary words. Brevity will encourage the receiver to read / listen quickly and will help him understand it better.
C - Clarity Clarity is achieved by using the right language, that is, the words and constructions that the receiver will understand and by carefully structuring the communication so that the argument follows a logical sequence which leads the receiver naturally to the point being made.

5 Cs of Good Communication
Conciseness
Send the message in as few words as possible

Completeness
Ensure that all the information needed by the receiver to respond or act is included

Courtesy
Show consideration for the receiver

Clarity
Message should be clear

Correctness
Check for accuracy of all statements and details

Disadvantages of Bad Communication

Can be Misunderstood May not be taken seriously Reduced effectiveness Can lead to Conflicts

ESSENTIALS OF COMMUNICATION Dos

Always think ahead about what you are going to say. Use simple words and phrases that are understood by every body. Increase your knowledge on all subjects you are required to speak. Speak clearly and audibly.

Check twice with the listener whether you have been understood accurately

or not
In case of an interruption, always do a little recap of what has been already

said.
Always pay undivided attention to the speaker while listening. While listening, always make notes of important points. Always ask for clarification if you have failed to grasp others point of view. Repeat what the speaker has said to check whether you have understood

accurately.

Do not instantly react and mutter something in anger.

ESSENTIALS OF COMMUNICATION DONTs

Do not use technical terms & terminologies not understood by

majority of people.
Do not speak too fast or too slow. Do not speak in inaudible surroundings, as you wont be heard.

Do not assume that every body understands you.

While listening do not glance here and there as it might distract

the speaker.
Do not interrupt the speaker. Do not jump to the conclusion that you have understood every

thing.