Q.4 Discuss some steps that are commonly practiced for motivating employees.

Ans: Some commonly practiced motivation steps are listed below: 1. Clearly analyzing the situation requiring motivation: Every employee needs motivation. It is the primary responsibility of the manager to work closely with each of his team members and identify the motivating factors that drive effort and performance in them. Organizations usually have an annual process that allows for conversation around career plans and aspirations. Managers needs to use this process effectively and refer to it on-going to ensure that the employee and manager in the thinking. Managers need to be aware that personal goals and aspiration could be selfish. Given that the business cannot be sacrificed at the cost of employee motivation, a balanced view is important. It is good to involve others in analyzing so the appropriate action can be taken. 2. Have a motivation tool kit: Managers supported by HR, must have a list of motivational initiative from which she/he could select and supply specific tools of motivation. A manager from his personal experience should prepare a list of what devices are likely to work with that type of people and how he/HR/the organization can support it. 3. Selecting and applying the appropriate motivator: Assigning the right motivation technique is important. It is a good idea to involve the individual and have him decide on what will best satisfy his needs. Give him an understanding of the organizations total goals and the part that he is contributing. Motivation must establish attainable goals; therefore breaking up long term goal in to smaller and short time bound goals are recommended. All along the manager needs to be prepared in-case the employees aspiration are contrary or conflicting with the organizational goals. 4. Follow up and review: The process usually provides for on-going review. The primary objective is to ascertain if an employee has been motivated or not. If not, some other techniques could be adopted. Use rewards promptly and apply when results are good. Rewards must be tied to the specific result and to commensurate with the contribution. A secondary purpose of follow-up is to evaluate motivation plans for future guidance.

Q.5 Describe the grievance handling procedure? Ans: The following steps depicts how the grievances of the employees can be redressed: y Receiving the grievance: the manner and attitude with which the manager receives the complaints of the grievance is important. The basic premise is that the manager should at

the outset assume that the employee is fair in presenting his/her complaint. The complaint should not be prejudiced on the basis of past experience with this or other employees. When an employee approaches the manager with a issue the manager needs to make himself available to listen it all out and provide him/her the undivided attention. Research confirms that managers who are more task oriented, as contrasted with managers who were more people oriented, tended to experience a significantly higher number of grievances being filed in their units. Reviewing the grievances: Once a complaint is received all facts supporting the issue need to gathered. Proper record keeping such as performance rating, job rating, attending records, and suggestions are reviewed. In addition, with the increasingly legal implication of the modern labour management relations, the manager should keep records on each particular grievance. All action taken, discussion with the employee, summary and what is agreed to all of it needs to be recorded. Analysis and decision: With the problem defined and facts in hand, the manager must now analyze and evaluate them, and come to some decision. It is important for the manager to involve others in the process to ensure that it is fair and is the best solution. The manager must include the views of his own subordinates as he might not be aware of all the implication of the problem and its resolution. Involving HR too is a recommended process in all organization. HR can seek the finance or legal counsel if required, before any decision is taken. All involved in the decision, making process needs to be aware that decision may create an undesirable precedence within the department as well as the company. Response: Often it might not be possible to provide a positive solution to the problem. If the solution decided is decided is adverse to the employees views, attention needs to be given to the method of communication. Employees dislike managers who will take no stand, good or bad. Clearly communicating the message as such information as possible about the decision making process helps in establishing credibility to the process used to make the decision. The manager can also invite HR or his manager sit in the conversation with the employees. As far as possible this should happen in a face to face meeting. In the event an employee wishes to take appeal beyond to the next stage of the procedure he must be allowed to do so. The manager must have the opportunity to explain his decision to the other members so they can take a well informed decision. Follow up: The objective of grievance procedure is to resolve a disagreement between an employee and the organization. Open communication is important for this process. The purpose of phase is to determine whether the employee feels that the problem has been sufficiently redressed. If follow up reveals that the case has been handled unsatisfactorily, then redefinition of the problem, further fact finding , analysis, solution and follow up are

required. At this stage the manager can step aside and allow someone else in a position of authority like the HR or the managers manager to lead the process and close it. The grievance handling procedure Principles suggested by the Indian Institute of personnel management for addressing grievances are as follows: y A grievance should be dealt within the limits of the first line manager. y The appellate authority should be made clear to the employee so that if he cannot get satisfaction from his immediate manager, he should know the next step. y The grievance should be dealt speedily. y In establishing a grievance procedure, if the grievance is against an instruction given by the superior in the interest of order and discipline, the instructions must carried out first and then only employee can register his protest.