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MOTIVATION
CONTENTS
Introduction 1
Exploring theories of motivation 2
Economic Theories 2
Needs Theories 3
Goal–setting and expectancy theories 10
The Psychological Contract 14
Further Reading and References 14
INTRODUCTION
The subject of motivation has been centre stage in organisational and managerial thought
throughout the second half of this century. If we understand what motivates people, and in
particular if we understand what motivates people to work hard and to work well, we can
arrange for those who turn up on time and who do perform well to receive more of what they
value, and for the latecomers and poor performers to receive less. Unfortunately,
understanding the links between desirable behaviour and rewards is not easy.
For a given ability level, performance can vary widely, depending on the effort the employee
chooses to exert. You can probably think of a job situation in which you have chosen to work
extremely hard, and another set of circumstances when you felt inclined to put rather less into
the job.
There are a number of theories concerning the motivation of man, all of which are based upon
assumptions — largely unproved — about the nature of man. These theories have tended to
reflect the dominant mood, opinion or philosophy in society at the time. For example,
rationalism has been the dominant philosophy in the west for the last two centuries or so. This
philosophy is based on the notion that all problems will yield to logical examination eventually.
This has encouraged the astonishing growth of science in the last two centuries. It has also
led to ‘scientific’ management, manifested in the work of Taylor and Henry Ford, and given us
work study, the assembly line, division of labour, and so on.
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organism as a whole needs to be considered, and the extent to which it could maintain a
desired state in the face of environmental difficulties.
The biologists argued that the relationship between the parts of the whole organism needed
to be studied, rather than the parts in isolation, and the feedback loops allowing the
maintenance of a steady state had to be understood. These same ideas were as important for
understanding organisations as they were for understanding individual organisms. The
organisms were a useful analogy, when conceptualising a problem situation.
There are three main theoretical approaches that are of interest to us:
Economic theories;
Needs theories;
Economic and needs theories are also known as content theories, whereas goal–setting and
expectancy theories are also referred to as process theories.
Motivation can be extrinsic — concerning rewards provided by others, such as praise and
money — or intrinsic — concerning the rewards we give ourselves, such as feelings of
achievement and self–confidence.
There have been a number of theories put forward as to why people choose to exert their
efforts in particular directions at particular times, and to varying degrees, and a number of
less formally constructed 'theories' of motivation adopted, often unconsciously, by managers.
By 'theory' in this second sense we mean a set of assumptions about 'what makes people tick'
which managers may not even have articulated to themselves, but which nevertheless
determine how they handle their subordinates.
Economic Theories
These are based upon the notions of Taylorism and scientific management. Man operates in
his/her own economic self interest. Payment should be directly linked to measured increments
of work, as in payment by results. There are strong links here with Taylor, work study, Henry
Ford, the assembly line, and bureaucracy as a form of organisation.
There are a number of beliefs that Taylor and his followers espoused:
1 Fundamentally people disliked work and had to be pressured into doing it.
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3 For maximum productivity, it was necessary to standardize jobs by dividing them into
tasks and sub–tasks. Each of these was allocated to a different person.
4 Since discipline was necessary to ensure that work was done, a system of
hierarchical authority was required to implement management’s policy.
5 The task to be carried out had to be carefully studied, and the ‘one–best–way’
discovered and taught to employees. Each task had to be carefully selected.
7 The careful selection of the best person for the job had to be based on ‘fitness for the
job’.
8 Ensure that employees use the ‘one–best–way’ by using a payment by results system
— the more you produce, the more you earn.
Needs Theories
When an individual works as a member of a group, it has a great effect on his/her behaviour.
One of the earliest studies of people working in groups was made at the Hawthorne works of
the Western Electric Company in Chicago over sixty years ago. Included in this pioneering
investigation was the observation of a group of workers wiring banks of resistors.
‘It was found that they restricted their output; the group had a standard of output and
this was not exceeded by any individual. The attitude of the members of the group
towards the company’s financial incentive scheme was one of indifference. The group
was highly integrated with its own social structure and code of behaviour which
clashed with that of the management. Essentially their code was composed of
solidarity on the part of the group against the management. Not too much work
should be done, that would be ratebusting; not too little should be done, that would be
chiselling. There was little recognition of the organisation’s formal allocation of roles.’
Elton Mayo is long associated with these experiments. His approach was scientific; starting
from the assumption that the working environment determined work performance, he
organised a long–running experiment in which various elements were varied — such as
lighting and heating. Astonishingly, every time that he made a change — even a detrimental
one — output increased. Clearly something else was happening. Eventually he came to the
conclusion that it was something to do with the group itself. The human relations school of
management was born which came to dominate management thought in America in the
1960s.
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Although the findings of the research conducted at the Hawthorne works of the Western
Electric Company were ambiguous, a supporter of human relations theory would stress the
importance of the following:
1 Individual employee productivity and morale are boosted if staff are given an
opportunity to interact freely with each other.
3 Informal groups and leaders have as much (if not more) influence on the behaviour of
staff as formal ones.
4 Groups develop their own norms about work output and quality.
5 Groups exert both negative and positive sanctions to control the behaviour of their
members.
Douglas McGregor, in the 1950s, usefully drew attention to those implicit 'theories' held by
managers, by contrasting what he saw as two very different sets of assumptions which he
labelled Theory X and Theory Y. Theory X, he said, assumes that the average working man is
naturally lazy, lacking in ambition, indifferent to organizational needs and gullible. In contrast,
Theory Y assumes that if people behave in this way it is not innate, but the result of their
experience. They are ready to assume responsibility and work towards organizational goals,
provided management arranges things so that employees can achieve their own goals best
by directing their effort towards organizational objectives.
Theory X implies, therefore, a management by coercion and control, Theory Y suggests that
collaboration and supportive relationships are more important.
McGregor’s work was extremely useful, first in that it highlighted the existence of differing sets
of assumptions. We can begin to question our assumptions only when we are aware that they
exist at all; when we are aware that we are assuming people are, say, ready to serve
organizational goals, and that this is not necessarily the way the world actually is! Having
questioned the assumptions underlying our behaviour, we may be better able to modify the
behaviour itself.
McGregor was trying to formalize implicit theories, which had been perhaps unconsciously
adopted rather than carefully worked out. On another tack, researchers were deliberately
trying to formalize their understanding of human motivation into testable academic theories.
Some of these have been widely quoted in the management literature and will be briefly
covered here.
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One of the earliest, and still widely quoted, motivation theories was that of Maslow. He
suggested that people had five sets of needs:
esteem needs
love needs
safety needs
physiological needs
By self–actualization Maslow means the need to fulfill one's potential — 'a poet must write'.
Motivation, according to Maslow, arises when a need is unmet: if you are thirsty, you will walk
to a well. Furthermore, these needs are ordered. Those listed first have priority over those
which follow. If you are hungry or thirsty you will direct your behaviour towards meeting those
needs before later, 'higher–order' needs influence you: the poem can wait until you have
secured food or water. You will not be influenced by whether people will like you and approve
of your actions if you are fighting to save your job.
There have been many other categorizations of needs or motives over the years, with
numbers of categories ranging from more than 70 down to more manageable sets such as
Maslow's. There is nothing magical or definitive about his five categories. Indeed, a more
useful (in our view) formulation was proposed by Clayton Alderfer in 1969. He suggests only
three categories:
growth needs, e.g. for learning new skills and for self–respect
There is another variation in Alderfer's formulation which seems to fit better with our
experience. He suggests that all needs can be active at the same time (you can have a
starving poet, scribbling away in his icy attic room). However, if the satisfaction of a higher
need is blocked, the importance of lower needs may increase. This has important implications
for managers. Many jobs are designed so that growth needs cannot be satisfied at work.
Alderfer would suggest that, if this were the case, social needs would become more important
and, if these were blocked too, existence needs would increase in strength, perhaps leading
to increased pay demands and a stronger determination to fight for them.
Both Maslow and Alderfer are suggesting that behaviour is need–driven, although Alderfer is
suggesting that circumstances can modify needs other than by satisfying them. In contrast to
this, several theories focus less on the needs of the person and explain behaviour in terms of
its external goals.
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Richard McClelland also developed a theory of needs, based on the need for achievement,
need for power, and need for affiliation. McClelland and subsequent researchers focused
their attention on need for achievement. Whilst heavily researched, it is the least practical of
all the needs theories and is little used.
You have probably already heard of Herzberg's two–factor theory of job satisfaction, but for
completeness a brief summary is included here. Herzberg interviewed 200 engineers and
accountants in Pittsburgh, USA, asking them to recall events at work resulting in a marked
improvement or reduction in job satisfaction. He then categorized the responses. He found
that five categories, or factors, were associated much more frequently with times of feelings of
satisfaction than dissatisfaction. Five different factors showed the reverse effect.
From Herzberg, F. (1966) Work and the Nature of Man, World Publishing Company.
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a c h ie v e m e n t
r e c o g n itio n
w o r k its e lf
r e s p o n s ib ility
advancem ent
c o m p a n y p o lic y a n d a d m in is tr a tio n
s u p e r v is io n - te c h n ic a l
s a la r y
in te r p e r s o n a l r e la tio n s
w o r k in g c o n d itio n s
0 10 20 30 40 0 10 20 30 40
fr e q u e n c y o f m e n tio n ( % ) fr e q u e n c y o f m e n tio n ( % )
Figure 1 — Graphical representation of Herzberg's findings. Adapted from figure in Herzberg,
F. (1966) Work and the Nature of Man, ch. 6, World Publishing Company, reprinted in Vroom,
V. H. and Doci, E. L. (eds) (1970) Management and Motivation, p. 88, Penguin.)
Herzberg derived a set of principles for job design from his work, which were widely applied in
the 1970s in an attempt at improving motivation, and hence performance, at work.
‘Principle
(c) Give a person a complete natural unit of work (module, division, area and so
on)
(e) Make periodic reports directly available to the worker himself rather than to
the supervisor
(f) Introduce new and more difficult tasks not previously handled
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Based on Herzberg, F. (1968) 'One more time: how do you motivate employees?’ Harvard
Business Review, vol. 46, pp. 53–62.1
Herzberg gave a very clear specification as to how managers should approach job
enrichment. The following is a simplified version of his list.
Now that the motivator idea has been described in practice, here are the steps that
managers should take in instituting the principle with their employees:
1 Select jobs in which (a) the investment in industrial engineering does not
make changes too costly, (b) attitudes are poor, (c) hygiene is becoming very
costly, and (d) motivation will make a difference in performance.
2 Approach those jobs with the conviction that they can be changed. Years of
tradition have led managers to believe that the content of the jobs is
sacrosanct and the only scope of action that they have is in ways of
stimulating people.
3 Brainstorm a list of changes that may enrich the jobs, without concern for
their practicality.
4 Screen the list to eliminate suggestions that involve hygiene, rather than
actual motivation.
5 Screen the list for generalities, such as give them more responsibility', that
are rarely followed in practice. Words like 'responsibility', growth',
'achievement', and 'challenge', for example, have been elevated to the level
of a patriotic anthem for all organizations.
1
At the time of preparing this handout (July 2003), this was the second most requested reprint of a
Harvard Business Review article
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the other one a control group in which no changes are made. For both
groups, hygiene should be allowed to follow its natural course for the duration
of the experiment. Pre- and post installation tests of performance and job
attitudes are necessary to evaluate the effectiveness of the job enrichment
program. The attitude test must be limited to motivator items in order to
divorce the employee's view of the job he is given from all the surrounding
hygiene feelings that he might have.
Slightly adapted from Herzberg, F It 968) 'One more time: how do you motivate employees?'
Harvard Business Review, vol. 46, pp 53–62.
The term job enrichment was widely used to describe orthodox Herzberg inspired
interventions. By extension it came to be used for any attempt to improve motivation by
increasing individual responsibility. Some of these initiatives were highly successful, at least
in the short term. Others were spectacularly unsuccessful. A systems perspective suggests
some of the possible reasons for this.
Two key features of a systems approach that we see as crucial in this context are the
emphasis on inter–relationships and the emphasis on environment or context. This leads you
to pay careful attention to a diagnostic phase before intervention, looking at all the related
aspects of a situation. Job enrichment exercises have tended to be focussed very narrowly,
applying the solution of 'more responsibility' to an ill–defined problem. Indeed, we know of at
least one case where the problem was 'too much responsibility and not enough training' and
job enrichment made the situation a great deal worse.
Two of the key factors ignored in orthodox job enrichment are the perceptions and objectives
of the employees involved, because of the emphasis on an experimental approach. Another
area which it downplays is the area of social relations. At about the same time as job
enrichment reached its peak popularity in the USA and UK, a more explicitly systems–based
approach was being developed and widely applied, mainly in Europe.
This was the socio–technical approach which grew out of work in British coal mines carried
out by the London Tavistock Institute of Human Relations. Trist and Bamforth were studying
the effects of the introduction of a mechanized method for longwall mining, organized very
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much along traditional assembly line principles, with extreme job specialization. Different
shifts were responsible for different tasks, with those on a shift having only the skills needed
for that specific task. The researchers observed that where this method was 'successfully'
introduced, major problems of absenteeism and low productivity arose. However, in some
places geological considerations meant only partial implementation was possible, and
something closer to the old team–method of working continued, multi–skilled teams being
responsible for the whole coal–extracting cycle rather than just a part of it. In these cases
such problems did not arise. This led Trist and Bamforth to suggest that thinking purely of the
technical system was unhelpful. You could design a maximally productive technical system
on paper but, if you ignored the social system with which it interacted, the output of the
combined socio-technical system would be less than optimal.
Out of this work grew the concept of the autonomous working group. As with job enrichment
the emphasis is on increasing responsibility, but this is done on a group, rather than individual
basis. This allows for necessary inter–relatlons to be worked out, and for the social system to
be developed.
Groups are given wide discretion for the planning and organization of their own work. The
supervisor's role changes to that of advisor. Instead of controlling the group, the supervisor
becomes a resource to it. Sometimes the supervisor role is abolished entirely, although there
are risks attached to this strategy.
The group is given clear objectives and left to decide how to achieve them. Groups have
access to resources such as training specialists, and will often wish to increase the range of
skills of individual group members. This gives more flexibility in how the work is carried out.
Where autonomous working groups function well, closely–knit teams can evolve, with firm
commitment to meeting the group's objectives. Skills are increased and output is high.
Rewards for the group can be realistically linked to attainment of targets and work is socially
rewarding, too.
On the cost side of the equation is the need for considerable training, especially for
supervisors faced with a drastically altered role. Additional capital may be required, e.g. In
tooling, to enable a group to do a 'whole' job. Social misfits can be hard to incorporate into the
autonomous working group system.
The best known examples of this approach are probably Saab and Volvo, both of whom
moved away from assembly line production and towards group working, with groups, for
example, responsible for assembling a complete engine.
The human relations school, with its emphasis on human relations, declined rapidly in
influence in the 1970s as American companies turned their attention to issues of
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organisational culture and structure and other ‘hard’ issues, as a response to the threat posed
by Japan. Goal–setting and expectancy theories now receive most attention.
A model more commonly used in discussing job design and job performance is particularly
useful here. This is the Expectancy model, and it offers an explanation of why a person
chooses to exert effort at work, and how that effort is transformed into effective performance.
Figure 3 gives an outline of the model.
R o le c la r ity
S k ills a n d
a b ilit ie s
R e s o u rc e s :
t o o ls
m a t e r ia ls
t im e
in f o r m a t io n
E ffo r t P e r fo r m a n c e O u tc o m e s :
s o c ia l
f in a n c ia l
s ta tu s
C o m p a r is o n w ith a c h ie v e m e n t
d e s ir e d o u tc o m e s
Figure 2 expectancy model of job performance
These outcomes are evaluated by the person against their desired outcomes and
efforts modified according to this comparison.
If you are a manager, the feedback that you provide, or that the job has been designed to
provide, has four functions within this model. Firstly, it increases role clarity. Through detailed
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feedback your subordinates may develop a clearer idea of what it is that you require of them.
Secondly, it may allow a person to develop skills. Both of these have the effect of increasing
the likelihood that the person will perform successfully, given that the appropriate effort is
exerted. The third purpose of feedback if given by you or another person, is to function as a
social reward in its own right (or punishment if negative) and thus to affect the person's
decision to exert effort, that is, their motivation. Fourthly, feedback, whether given by a person
or not, enables employees to know how they have performed and thus to feel a sense of
achievement if it was well. This is another powerful reward and likely to have a marked effect
on a person's decision to exert effort in the future.
As a manager, though, you also have some control over the resources needed to turn effort
into desired performance. In reviewing performance with one of your subordinates you will be
getting feedback yourself on how well you (or the organization) is succeeding in providing
these resources. You should be getting feedback, too, on how successful any training you
have arranged has been in giving the person the necessary skills to perform effectively. In the
process you will also become aware of any further training need. Thus, the situation you set
up to give feedback allows you to receive feedback that will enable you to improve aspects of
your own performance.
N eeds
‘E ’ fa c t o r s T h e M o t iv a tio n C a lc u lu s
R e s u lt s
In this simple model of motivation, needs emerge from the theories of Maslow, Herzberg and
McGregor. ‘E’ is what the individual puts into the venture; it can be Effort, Energy, Excitement,
Enthusiasm, Emotion, Expenditure of time, money, and passion.
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To understand how this would work, imagine a senior executive who had been given an
important assignment to perform. His boss has told him that, should he do well in this
assignment, he will be promoted to the very senior and powerful position of Regional
Manager, Operations for Northern Europe, based in Berlin. Will he be motivated by this
challenge? Well, if he has a high need for power, he will expend energy on the task to the
degree that he believes:
If either of these conditions does not apply, he will not expend energy over and above that
needed to keep him employed (assuming that his need for security is operating).
The expectancy model can be expressed slightly differently as the ‘3C’ model. That is, the
three conditions for success are Competence, Commitment and Confidence. This useful
model (which will crop up in slightly different form in Situational Leadership), suggests a
method for holding discussions with an individual to check out their likelihood for success. For
example, simple (perhaps too simple) questions such as “Have you ever heard of JIT?”
checks out competence in that field; “how are you feeling right now?” checks out confidence,
and “how important is this to you?” checks out commitment.
Goal–setting theories
Payment should be related to attaining goals or to modified ways of working that have been
identified as desirable by the employee — such as pay for performance. There is a great deal
of empirical evidence to suggest that high achievers set themselves many — but not
particularly demanding — targets. Goal–setting is particularly evident in public corporations,
where local authorities, utilities, and a host of others come within the scope of the Citizens’
Charter. This is nothing more than a set of targets for the organisation designed to motivate
them to improve their service to the public.
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There is usually an implied, usually unstated psychological contract between the individual
and the organisation, be it work, the family, or the group. This contract is essentially a set of
expectations — what the individual expects from the organisation and what the organisation
expects from the individual. For example, until the 1980s, a bank worker could expect a job
for life with the reasonable expectation of periodic promotion. The bank expected the
individual to obey orders unquestioningly, to accept promotion when offered, and to move
from branch to branch as directed. The banks broke this contract in the 1980s when they
introduced compulsory redundancies on a massive scale. The result was widespread
uncertainty amongst bank employees, occurring as it did at a time of great public unpopularity
for the banks. Perhaps the two events were connected in some way. Systems theory would
tell us that they were.
Alderfer, C. P. (1969) 'An empirical test of a new theory of human needs'. Organizational
Behaviour and Human Performance, vol. 4, pp. 142–175.
Davis, L. E. and Taylor, J. C. (eds) (1972) Design of Jobs, Penguin. This is an excellent
collection of reprinted articles, and includes the Per Engelstad paper referred to as well as
extracts from the Herzberg article quoted here.
Hackman, J. R. and Oldham, G R. (1976) 'Motivation through the design of work: test of a
theory'. Organizational Behaviour and Human Performance, vol. 16, pp. 250–279.
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Herzberg, F. (1966), Work and the Nature of Man, World Publishing Co.
Horney, K. (1951), Neurosis and Human Growth, Routledge & Kegan Paul.
House, R. J.. and Wigdor, L. A. (1967).'Herzberg's dual factor theory', Personn. Psychol.,
Winter.
Kelly, J. E. (1982) Scientific Management, Job Redesign and Work Performance, Academic
Press. This is an interesting book, written after the main flush of enthusiasm for job design.
While critical of much of the earlier work, questioning its underlying assumptions, it argues
that job design is still an important topic.
Kolb, D. A., Rubin, I. M., and McIntyre, J. M. (1971), Organizational Psychology, Prentice–
Hall.
Levinson, H. (1972),'An effort towards understanding man at work'. European Bus., Spring.
Litwin, G. H., and Stringer, R. A. (1968), Motivation and Organizational Climate, Harvard
University Press.
Niles, F. S. (unpublished), The Influence of Parents and Friends on Adolescent Girls, M. Ed.
thesis, University of Manchester.
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Peters, T. J., and Waterman, R. H. (1982), In Search of Excellence, Harper & Row.
Porter, L. W., and Lawler, E. E. (1968), Managerial Attitudes and Performance, Dorsey.
Porter, L. W., and Lawler, E. E. (1968),'What job attitudes tell about motivation', Harvard
Business Review, January-February.
Torrington, D. and Hall, L. (1987) Personnel Management: a new approach, Prentice Hall
International (UK) Ltd.
Vroom, V. H. and Deci, E. L. (eds) (1970) Management and Motivation, Penguin This is
another useful collection of reprinted 'classics' on this topic.
White, R. (1959), 'Motivation re–considered: the concept of competence', Psychol. Rev., vol.
66.
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