Sp3319 Public Personnel Administration: Staff Motivation

SP3319 PUBLIC PERSONNEL
ADMINISTRATION
Staff motivation
Liyana Aqilah Binti Haji Abdul Wahid (07B1443)
Definition of motivation
Motivation is ‘a set of attitudes and values that influence
a person to act in a specific goal directed manner’.

The willingness to exert high levels of effort to reach
organizational goals, conditioned by the effort’s ability to

satisfy some individual need.
It can simply be refer to “a force that drives people to do
things or behave in a such a way”.

Staff motivation
 Staff motivation is vital for the success of any business because without a motivated
workforce, productivity, moral, profits, product and service delivery may suffers.
 Since different employees are motivated in different ways and according to their
needs, all organizations use a variety of motivational tools and techniques to motivate
their employees in attempts to ensure that they perform to the best of their abilities.
 Nonetheless, motivation works best when the individual needs are aligned with the
organizational goals. However, with such a diverse workforce, it is a challenge for
managers to motivate employees toward common organizational goals.

Types of motivation
1. Intrinsic motivation is motivation that comes from within. It involves psychological
rewards to enhance job satisfaction, such as the opportunity to use one's ability, a
sense of achievement, receiving appreciation and positive recognition or being
treated in a considerate manner. Such methods ensure employees are constantly
motivated while being engaged in activities that are enjoyable and rewarding. For
example for people who love music, their motivation to practice the instrument,
attend classes etc.
2. Extrinsic motivation is motivation that comes from things or factors that are outside
the individual. For example being motivated to work hard at the office because you
are looking for a promotion. Social recognition, money, fame, competition or
material achievements are all examples of extrinsic motivation.
Early theories of motivation
 To apply motivation, we need to understand the needs of human. There are
numerous theories that seek to explain the human needs and these theories
are different in their approach, predictive strength and explanation. There is
no universal theory that can explain the factors influencing motives which
control mans behaviour at any particular point of time. In general, the
different motives operate at different times among different people and how it
influences their behaviours.
i. Maslow’s hierarchy of needs
ii. McGregor’s theory X and theory Y

“Maslow’s hierarchy of needs”
 Maslow argued that people have
different needs and are motivated by

different things.
 Needs are hierarchical and lower
level needs must be met before a

person will try to satisfy higher level
needs.
 Once the needs at a particular level in
the hierarchy of needs are satisfied,

they are no longer a motivating factor.
This is based on Maslow’s hierarchy of needs but he divide the lower
needs as Theory X and higher needs as Theory Y.
Various sources of motivation
Every individual in an organization is motivated by something
different. It would be difficult, if not impossible, to point out a single

factor that motivate an employee. The most common ones are:-
 Money – strongest factor. For example: most people apply for a job at
the government partly because of the salary they offers.
 Working conditions – The better the working conditions, the more
people are motivated to stay and work their best.
 Job content – is also an ultimate motivator. If they love what they do,
they may enjoy working.
Significance of motivation
The following results may be expected if the employees are properly motivated:-
 The motivated employees will cooperate voluntarily with the management and will contribute
their best to the company hence helping management to achieve the organization objectives.
 They will tend to be as efficient as possible by improving their skills and Knowledge so that
they are able to contribute to the progress of the organization. This will also result in
increased productivity.
 The rates of employee’s turnover and absenteeism will be lower.
 There will be good human relations in the organization among the employees themselves.
 There will be an improvement the quantity and quality of products. Better quality of products
will in turn improve the public image of the business.

 Motivated staff are generally more pro-active and has greater sense of urgency hence making
things happen faster.

Suggestions
Encourage openness and learn to listen: employees whose opinions are listened
to are likely to feel valued, which can increase their motivation.

Sense of ownership: provide employees with a sense of ownership in their work
and the work environment.

Create informal leadership roles: this create a higher sense of engagement and
recognition. For example: allowing them to lead small project.

Celebrate achievements: recognize their achievements by giving some award.
Social gathering: Social gatherings events can enhance the bond between the
employer and employees. Such as organizing an appreciation fun day event for
the employees and their family. This will make them feel appreciated.
The Brunei context
 HSBC has a good practice in motivating their employees
 Last year, HSBC has introduced a Flexible Working Arrangement (FWA) for its staff. The
FWA is a programme, which enhances staff work life flexibility and that accommodates to
each individual’s varied needs.
 FWA enables staff to balance their work and personal commitments. They believed that by
doing this, the company would be able to achieve their goal and at the same time motivate
their employees.
 Thus, the introduction of flexible working has demonstrated their commitment to listening
and responding to employee feedback and is a significant milestone in becoming an
employer of choice and further differentiates their employer brand in the market.
 http://news.brunei.fm/2009/11/28/hsbc-rolls-out-flexible-working-plans-for-staff/
Ministry of Culture, Youth and Sports
 The Ministry of Culture, Youth and Sports has launched a programme called ‘Kumpulan Kerja
Cemerlang’ (KKC) or Quality Circle Convention in 2007. This program was created to motivate
and encourage the ministry's officials and staff to increase and improve their performance and
service delivery while making KKC as part of their work culture.
 According to Dr Mataim Bakar, Director of the Language and Literature Bureau, Ministry of
Culture, Youth and Sports, “KKC is seen as a tool to motivate members of the organization to
increase productivity and the provide the best possible service delivery to Bruneians”.
 As a result of this program, it has given a competitive edge to departments especially in terms of
increasing productivity and work performance; improving systems and work practices; strengthen
bonds and cooperation between colleagues and developing leadership and motivation in the
workplace.
 http://www.bt.com.bn/en/classification/news/home_news/2007/05/18/productivity_improvement
Ministry of Industry and Primary resources
The Excellent Service Award, an annual project of the Ministry of
Industry and Primary Resources, aimed at expressing

appreciation to their staff who have contributed their commitment
and dedication in improving and empowering the organization.
By this way, employees are motivated not only because they are
being appreciated but it allows them to celebrate success and

feel good about who they are and whom they work for. This will in
turn encourage the staffs to continue growing and developing
their skills and talents so they can be and do everything they
want to.
Civil Service Excellence Awards (ACPA)
ACPA is also some motivational schemes that the government has
introduced to motivate the civil service.

Aside from encouraging healthy competition among civil servants towards
raising the quality of management and service delivery, the programme

was also held to recognize and honour the efforts of participants who are
contributing to the improvement of their respective organizations.
The biennial awards is one of His Majesty's Government's efforts in
motivating its civil servants as well as to enhance efficiency and

effectiveness of the public service.
Conclusion
Therefore, maximizing employee’s motivation is necessary and vital to
successfully accomplish the organization’s targets and objectives.

Organizations and managers who have the knowledge and skills to
motivate employees will always be a step ahead of their competitors

because a well motivated and happy employees are invariably easier to
manage and thus more productive.
However, this is a considerable challenge to any organizations managers,
due to the complexity of motivation and the fact that, there is no ready
made solution or an answer to what motivates people to work well .

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SP3319 PUBLIC PERSONNEL

a person to act in a specific goal directed manner’.

organizational goals, conditioned by the effort’s ability to

things or behave in a such a way”.

organizational goals. However, with such a diverse workforce, it is a challenge for

managers to motivate employees toward common organizational goals.

i. Maslow’s hierarchy of needs

ii. McGregor’s theory X and theory Y

different needs and are motivated by

level needs must be met before a

the hierarchy of needs are satisfied,

different. It would be difficult, if not impossible, to point out a single

will in turn improve the public image of the business.

things happen faster.

to are likely to feel valued, which can increase their motivation.

and the work environment.

recognition. For example: allowing them to lead small project.

each individual’s varied needs.

and responding to employee feedback and is a significant milestone in becoming an

Industry and Primary Resources, aimed at expressing

being appreciated but it allows them to celebrate success and

introduced to motivate the civil service.

raising the quality of management and service delivery, the programme

motivating its civil servants as well as to enhance efficiency and

successfully accomplish the organization’s targets and objectives.

motivate employees will always be a step ahead of their competitors

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