1. MOTIVATION

2. 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.

3. 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.

4. 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.

5. 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 cooperation People work for money but go extra mile for recognition and praise before others

6. 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

7. MASLOW THEORY OF MOTIVATION- HIERARCHY NEEDS

8. Physiological- food, shelter, clothing etc. Security- job security, prov. For illness etc. Belonging- feeling of member of a group Esteem- respect & recognition development- promotions

9. Encouraging environment Fair and equal treatment Clear objectives Rewarding good work Cohesive group Approachable management Managers supporting staff

10. 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 >>> >>>

11. 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.

12. MAXIMIZING PERFORMANCE Opportunity Ability Motivation

13. MAXIMIZING PERFORMANCE MOTIVATION Set clear goals create enthusiasm OPPORTUNITY Provide proper tools Remove constraints ABILITY Develop skills Provide experience

14. DIRECTING MOTIVATION ALLIGN GOALS GIVE APPRECIATION OFFER FEEDBACKSET TARGETS ENGAGE PEOPLE SET TARGETS

15. 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

16. Recognizing basic needs Creating a positive work culture

17. RECOGNIZING BASIC NEEDSCREATING POSITIVE CULTURE Good light & ventilationDemonstrating commitment to the organizational values A comfortable temperatureFocusing on opportunities Sufficient desk spaceCreating trust between people A comfortable chairDon’t let the failures discourage you Reliable equipment & systems such as a computer, printer etc. Learning from mistakes An area for refreshment- Tiffin roomBe persistent. carry on A separate area to get away from the desk-recreation club etc. Practice openness

18. 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

19. 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.

20. 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.

21. FROM BLUE BOOK II

22. 22 Congratulatory poster on the Notice Board APPRECIATING THE BEST PERFORMERS Top-5 PAs congratulated mentioning their speeds and accuracy 15B

23. 23 MONTHLY STAFF GRIEVANCE ASSESSMENT 4-6 days 21 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. 24 Anonymous ‘Staff Satisfaction’ survey to asses grievances and suggestions every month STAFF SUGGESTION/GRIEVANCE SURVEY Staff grievances asked for explicitly Pending bills/claims are asked for Overall suggestions from staff 21A