Practices to Inspire Motivation in Your Work Unit
1. Say “Thank You”
Nothing can beat receiving personal thanks when an employee has put in extra effort on a project or achieved a goal that you mutually set. Immediate, specific acknowledgement (“Thanks for staying late to finish those calculations I needed. They were critical for my meeting this morning.”) Lets the employee know what he/she did and why his/her effort was of value. This could be followed up by acknowledging the employee at a departmental or work unit staff meeting. Make sure to be deliberate in acknowledging your employees, which you can do by setting aside time in your day or week for saying “thank you.”
2. Get to Know Employees
Take the time to meet with and listen to employees. One incentive or approach may not work with all, so it’s important to ask staff what motivates them. Don’t be afraid to ask direct questions, like “What motivates you to stay here?” “What would lure you away?” and “What kinds of incentives would be meaningful to you?” Such questions give you insight into the employee’s values, which you can use in designing incentive programs that work. Using the Motivation Survey to stimulate dialogue with the employee can also accomplish this goal.
3. Developing an Alternate Work Schedule for Your Unit
Alternate work schedules (flex schedules) provide a powerful tool for management that can be used to fulfill business needs, accommodate a changing workforce, assist with recruitment and retention, and help employees achieve a better work-life balance. Flex schedules require a high level of consideration in view of the operational needs of the university. Developing a flex schedule requires the support of the appointing authority, and the program must take into account overtime regulations to ensure compliance with the Fair Labor Standards Act (FLSA). A flex schedule may be available to some or all employees, depending on the needs of the work unit.
Alternate work schedules include options such as:
· "Four tens" - the employee works four 10-hour days per week
· "Nine-eighty" - the employee works 80 hours over a two week period with one day off every other week. The workweek is adjusted to ensure compliance with FLSA. Note[1]: Please consult with Employment Services before implementing this option.
· "Core Hours" - all employees work core, required hours (such as 9 a.m.-3 p.m.) but are granted flexibility to schedule the rest of their shift (such as 6 a.m.-3 p.m., or 9 a.m.-6 p.m.).
Implementing a flex schedule requires appointing authority support. If you
wish to initiate a program, please work directly with Employment Services (303.492.6475), to ensure compliance with FLSA regulations and check the Human Resources website for more guidance.
4. Upward Feedback
Upward feedback allows employees the opportunity to provide constructive input about business practices in your work unit. This process can help build trust with staff, especially if their suggestions are implemented to make improvements within the department. Upward “evaluations” can help supervisors assess areas for improvement.
· An example of making this possible is to “Shadow a Manager” or “Shadow an Employee” and learn about the work carried out in other areas/departments within a unit.
This process can produce excellent results, but can be challenging. It should be conducted with the support of professional assistance. Organizational and Employee Development (OED, 303.492.8103) can provide facilitators to help you conduct the process, and ensure it is handled within university and legal requirements. OED has a template to use for soliciting upward feedback.
5. LSI and OCI Organizational Inventories
The Life Styles Inventory TM (LSI) and Organizational Culture Inventory TM (OCI) are tools available through Organizational and Employee Development (OED, 303.492.8103). The LSI assists individuals in identifying and understanding their thinking patterns and self-concepts. Using this information, they can improve the effectiveness of their behavior. The OCI analyzes thought and behavior patterns associated with an organization or social unit, measuring 12 different cultural styles. The OCI analysis includes an overview of what cultural styles are most effective, based on the organization’s purpose. These tools have been used successfully by many departments at CU-Boulder. OED facilitators will assist you in utilizing these inventories.
6. Nominate Staff
Recognizing employees for one specific achievement or for ongoing contributions is an excellent way to let them know they are valued. CU-Boulder has numerous opportunities throughout the year to nominate staff to recognize accomplishments in a variety of areas. When you nominate employees for campus-wide, university, or state-wide awards, it brings recognition to the individual and the department. Whether or not the employee “wins” the award, they know that you recognize and value their contribution. See p. 28 for a list of campus, university, and state awards for which you might nominate staff.
7. Create Your Own Departmental Awards Program
Involving staff in creating departmental awards is a great opportunity to engage them in defining “what makes a good employee.” By creating awards that relate to the mission of your area, you increase awareness and motivation among staff.
In 2001, the CU-Boulder Department of Human Resources initiated a formal recognition program for its staff. The program was designed by staff to recognize excellence in performance and service within the Department of Human Resources. The primary goal of the program is to encourage the best from employees while providing incentives for continued excellence. The award categories are linked to departmental values. Categories used by Human Resources include: Building Community and Respecting Diversity; Excellence in Customer Service; Creativity and Flexibility; Teamwork and Cooperation; Internal Spirit/Bright Outlook Award; New Ideas and Technology; the Tao Award & Rookie of the Year. Assistance in creating your own departmental awards program is available through Human Resources; contact Employment Services at 303.492.6475.
8. Encourage Staff Participation on Campus
Becoming involved in campus committees, organizations, and events is a key way for staff to become more knowledgeable about the university. By supporting and encouraging involvement, you are helping employees create a sense of connection that extends across departmental boundaries. A few examples of how and where staff can get involved include:
· Boulder Campus Staff Council
· Volunteer as a Commencement Marshall
· Attend the annual Chancellor’s Diversity Summit
· Attend movies, and musical or theatrical performances on campus
· Participate in training opportunities on campus
· Use release time to attend Conference on World Affairs sessions or other campus programs
9. Creative Recognition Ideas
Even with practices in place to develop intrinsic motivation among staff, sometimes you need quick ideas to reward employees in the moment. Employees feel more valued when incentives and feedback are given throughout the year. Here are some ideas for no-cost and low-cost ways to motivate staff.
No-Cost Ideas
· Thank or congratulate the employee in person or in writing
· Write a letter to the employee’s family telling them about his/her accomplishments and what it means to you and the department
· Nominate the employee to serve on a committee or special project
· Nominate employees for a university or campus award
· Nominate employees to participate in a mentoring program
· Nominate employees to participate in the University Perspective Program
· Grant release time for staff to participate in the tuition waiver benefit for CU courses
· Grant release time for staff to take free courses offered on campus, like Fundamentals of Supervision, Generations in the Workplace, etc.
· Celebrate the successes of the work unit with a potluck lunch
· Include “kudos” as an agenda item in staff meetings
· Encourage staff to appreciate each other
· Get a proclamation or note of thanks from a higher level supervisor to recognize the employee’s accomplishment
· Post inspirational messages around the office
· Ask staff how they want to be recognized
Low-Cost Ideas
· Implement a peer recognition program in staff meetings by utilizing nomination sheets that serve to nominate employees for their work based on the department’s values/vision/mission.
o Can be read aloud at meetings for public praise and could do a drawing to win a small prize
o Create a creative title for your program such as “Buff Bucks”
· Create bulletin board space to laud employees publicly
· Treat the employee to coffee or soda and a chat
· Celebrate the completion of projects
· Develop a departmental recognition program
· Leave a flower, balloon, candy, or note in the person’s work area
· Take pictures, and post with captions describing the great efforts employees make for your department
· $1-10 ideas: coffee shop certificate, lotto ticket, magnet, insulated mug, desk calendar, lunch gift certificate, picture frame, plant
· Create a Bright Ideas award: Paint a light bulb gold or silver, mount it on a clay or wooden base, and label “Bright Idea Award”
· Pat on the Back: Draw an outline of your hand on a sheet of colored paper and write a short message that tells employees why they deserve a pat on the back
· Buy staff a book related to an area of professional interest
· Send an employee to a seminar related to his/her career goals
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