Creating a Motivating Environment

First, let’s clear up one misconception: It is not possible for one person to motivate another. It is impossible for me to motivate you and for you to motivate me. Motivation is an internal mechanism that is generated from within. For someone to be motivated, they have to a make a conscious decision to be motivated about a particular situation. Going back to the definition, they have to have incentive and be moved or impelled to act.

Managers can’t motivate people, but they can create a positive environment where people can be motivated. As legendary college football coach Lou Holtz once said, “Ability is what you are capable of doing. Motivation determines what you do. Attitude determines how well you do it.” Everyone agrees that a great manager can have a significant impact on a team. Look at the coaches in the NFL: Many times we see teams that are doing poorly and have a losing attitude; then a new coach comes in and creates a new environment, and suddenly the team performs and starts winning games.

Complete the quick assessment below to get a pulse of your environment.

Now that the assessment has been completed, analyze the results:

•   What did the results indicate?

•   What elements were surprises?

•   What elements stand out?

•   Which elements are the most obvious areas for improvement?

•   Which elements are the most positive?

•   What could you as a manager do differently?

•   What could the team do differently?

Now that you have looked at some of your own feedback, let’s talk about your role.

It is a manager’s responsibility to create and continuously maintain the right environment. Here are ten tips to creating an environment that fosters motivation:

1. Control the physical environment. The work space itself must be at least well lit and clean. I once worked at a company that was poorly lit, had dirty carpets, and needed painting. Employee morale was low, and the employees were very unmotivated: They could have been mistaken for dead! If I took over that company, I would have hired a painting crew to repaint the place in one weekend. Imagine the response on Monday from the employees when they came back to a new environment. Take time to attend to the visual aspects of the environment, because people believe what they see.

2. Communicate the purpose. Each employee must understand the reasons why he or she does their job and why it is important. Most people are more motivated when they know the reasons behind a procedure, process, or policy. The manager must be a master communicator and continually reinforce the important messages. As Tim Sanders of Yahoo said, “Knowledge sharing is the basis of everything. Share knowledge with reckless abandon.”

3. Create a positive place. A positive work environment is contagious. When employees are excited and passionate about the job, team, and company, it is apparent to customers, vendors, and other employees. More importantly, this level of enthusiasm will make people want to work for that particular department or team. To be the department that everyone wants to be part of builds pride for those who are there. This also builds and enhances the reputation of the manager.

4. Have fun. In the world of business, the word fun is often overlooked, but rest assured, if the team is having fun at work, they are more motivated and productive. Companies such as Southwest Airlines have institutionalized fun, and they have employees who work harder, don’t leave, and provide a better experience for their customers. The idea of a fun environment is so rare that it actually becomes a factor in hiring and retaining employees. Most people want to work in that kind of environment and will stay longer and work harder.

5. Embrace development. Managers must commit to each team member’s development. If team members are growing and developing, they will be more motivated because they will feel more valued. Everyone who is a member of the human race wants to feel a sense of value. Writer and orator Sidney Madwed said, “It has been estimated about 90 to 95 percent of all people work at jobs which are unfulfilling and which they dislike….” The manager’s role is to provide an environment where the employees can be fulfilled, and development plays a role in feeling fulfilled.

6. Know the team. manager has to know what team members want in the short and long term in order to provide an environment where they can be motivated. Some managers don’t know their employees’ names. How can a manager in that situation adapt to the employees’ needs? In some companies, upper-level managers patronize their employees. These upper-level managers don’t even try to get to know their employees. This is an old-school practice that is archaic. By today’s tandards, managers who know their employees will have a competitive advantage.

7. Provide reward. The purpose of reward is to provide incentive for team members so that they want to work and work harder. I once worked for a manager who said, “I am not going to compliment you for work you are supposed to be doing.” That manager did not understand the impact of reward and the negative impact of lack of reward. It is truly amazing on a daily basis how managers apparently don’t think about the impact of their actions. The savvy manager realizes the value of reward and uses it as a tool.

8. Engage in constant communication. The manager’s job is to constantly communicate: to communicate formally and informally to groups and individuals. Communication eliminates doubt, ends rumors, instills confidence (employees feel they are important enough to be told about certain information), and builds trust and loyalty. A large part of motivation is how people feel about their work. When people are “in the loop” and are provided communication on a regular basis, they feel validated and acknowledged. Most managers under-communicate.

9. Be careful in hiring. Hiring the right people with the right attitude and skills is critical for a motivating environment to exist. On the other hand, keeping people on who are unproductive and difficult or who have negative attitudes can be very detrimental. Don’t rush the hiring process, but do act swiftly with documentation to terminate people who aren’t making a contribution.

10. Be “the mirror.” The manager is the mirror of the team; the behaviors and attitudes that the employees see in their managers are what they emulate. I once visited an office where all the employees were grumpy, cold, and sullen. When I met the manager, he was grumpy, cold, and sullen. As secretary of state Colin Powell once said, “All employees are boss watchers. The rank and file will always take clues from their leader.” So the manager must at all times emulate the qualities, attitudes, and behaviors that they want the team to exhibit.