Ways to Motivate Employees: 4 Practical Steps for Leaders

Summary

Motivating employees starts with understanding what drives each person and creating an environment where they can do their best work. Leaders can strengthen employee motivation by regularly checking in with their teams, reflecting on their own motivation, connecting work to a shared purpose, and communicating in ways that build trust and involvement.

“How can I motivate people on my team?”

That’s the number one question leaders ask me when I'm facilitating leadership training. Similarly, I hear questions like, "How can I keep morale up when things aren’t going well?" Or, "How can I keep people happy without promotions or the right budget?"

But I’ve often asked myself if it's really up to leaders to find ways to motivate employees. Isn’t motivation something you must bring to the table yourself?

When we say a leader is solely responsible for employee motivation, we assume employees are blank canvases in need of external motivators. However, that isn't the case. I believe leaders should spend more time asking themselves, "Am I creating the best possible environment to motivate my team?" As leaders, we're responsible for making sure the circumstances are right for this to happen. 

And that environment matters more than ever. DDI's Global Leadership Forecast 2027 found that only 9% of leaders are fully engaged, while half are only somewhat engaged. Although the research focuses on leaders' own engagement, it reinforces an important point: Motivation can't be taken for granted, even among the people responsible for inspiring others.

To create that kind of environment, leaders first need to understand what motivates employees and how those motivations differ from person to person.

What Is Employee Motivation?

Before we highlight the types of motivation that exist, let’s look at what employee motivation is and why it matters.

As leaders, we want employees to be highly motivated at work. This matters because motivated employees are committed and enthusiastic at work. Employee engagement is crucial to a healthy, productive workplace. It’s no surprise that low motivation at work can result in lower retention, work quality, and productivity.

Although everyone sources motivation differently, leaders often assume people are motivated by the same things. Employee recognition might motivate me to go the extra mile tomorrow, but it may not motivate someone else on my team. For them, it might be company culture or work-life balance instead.

So, the first step in motivating your team is to find out what truly motivates the people in it. Think about what helps each person feel energized, engaged, and confident in their work. What do employees actually want from a workplace?

More than anything, they want to work somewhere they can make meaningful contributions. In reality, employees constantly re-evaluate their relationship to work. Job seekers want more than just a place of employment. They’re looking for a place where they belong, and motivational leaders can help them feel that way.

Types of Employee Motivation

There are two types of employee motivation—extrinsic and intrinsic.

For years, companies have focused more on extrinsic motivators. I mean company-centric rewards such as bonuses, salary increases, or promotions. Extrinsic rewards can have limited impact over time if they don’t happen regularly. This type of reward is most effective for prompting initial buy-in or participation, or for reinforcing crucial behaviors leaders value.

On the other hand, intrinsic motivation comes from employees themselves. These are inner motivating factors, such as a sense of autonomy or worthiness, or perhaps the determination to do good work. Intrinsic motivation involves engaging in behaviors that stem from an individual’s goals for professional fulfillment.  

Leaders need to understand what drives their people rather than relying on the same motivational approach for everyone.

The scenarios most effective at offering intrinsic rewards depend largely on employees' needs. The opportunities that strengthen intrinsic motivation depend on what matters to each person. Intrinsic rewards help keep employees motivated during the workweek and throughout their careers.

Based on my research and experience, I see intrinsic rewards as a more effective day-to-day focus for leaders. The key to keeping a team member engaged and dedicated is using intrinsic rewards to boost motivation, while still rewarding them extrinsically.

That means leaders need to understand what drives their people rather than relying on the same motivational approach for everyone. Here are four practical steps to help.

4 Steps Leaders Can Take to Improve Employee Motivation

Once you understand what drives motivation, the next question is how to put that knowledge into practice. Here are four steps I recommend to help leaders bring out the best in their teams:

Step 1: Assess Your Team's Motivation Levels

Take time each month to review each team member's motivation level. You can assess current levels by paying attention to body language and conversations. Workplace motivation and demotivation show up differently for each employee and may show up in productivity or the energy they bring to meetings.

Additionally, watch for a few warning signs of decreased employee engagement. If you are unsure how to spot low morale, or suspect a dark cloud has fallen over your team, try asking open-ended questions during your 1:1 meetings like:

1. What would you rate your motivation level on a scale from 1-10?
2.  What would need to happen to move it up one point on the scale?
3. What’s motivating you right now?
4. What’s demotivating you right now?

It’s important to schedule 1:1s with your team members to make space for these eye-opening conversations.

But don't stop at asking how motivated someone feels. Ask what kind of support, feedback, or opportunities would make a difference. DDI's research found that effective manager coaching and meaningful support for development are among the factors most closely tied to leader engagement. Yet only 25% of leaders say their manager is an effective coach, highlighting an opportunity to make everyday conversations more meaningful.

In our DDI course, Valuing Differences, we use the SAMs concept, which stands for Styles, Abilities, and Motivations:

• Styles are the unique ways of approaching situations.
• Abilities are an individual’s knowledge level, skills, and capabilities.
• Motivations are the goals, values, and things an employee works towards. They're the driving force behind productivity and job satisfaction—the things that incite, interest, and inspire people.

Your team members will each have different styles, abilities, and motivations. Let's explore the different facets of motivation a little deeper. Have a look at these types of motivations at work:

• Achievement
• Coaching Others
• Complexity
• Continuous Learning
• Helpfulness
• High Involvement
• High Responsibility
• Interpersonal Support
• Relationship Building
• Standardized Work
• Task Variety
• Visibility

So, how can you use this list? Start by choosing your strongest motivations. Have your team members do the same and discuss your choices together. Gathering these thoughts will help you paint a picture of what drives your motivation and how it differs from your employees' motivations.

Once you understand those differences, look for opportunities to connect people's responsibilities, development goals, and everyday work to what motivates them most.

Step 2: Assess Your Own Motivation Level

So far, we’ve talked about ways to motivate employees, specifically what leaders can do to motivate others. But how can leaders motivate themselves? It’s always good to take time to think about what drives you to do your best work. It’s hard to motivate others if you’re not sure what motivates you.

Perhaps your lack of motivation gets in the way without you even noticing, and it affects your team. Be candid with yourself: how would you rate your motivation on a scale of 1-10? What needs to happen to move it up one step?

This reflection matters most when leaders themselves are struggling to stay engaged. According to DDI's research, fully engaged leaders are 8.8X more likely to say they consistently bring out the best in their teams. That connection highlights why leaders need to pay attention to their own motivation, not just the motivation of the people they manage.

Fully engaged leaders are 8.8X more likely to say they consistently bring out the best in their teams.

This line of self-questioning raises even more questions. What does a motivated leader look like? And what about an unmotivated leader? Having seen examples of both and much in between, I would say a motivated leader has a strong sense of purpose and shows up every day with a vision. Someone who can explain the why, not just the how. Authenticity is key too, since fake enthusiasm can harm your team’s overall morale. Being authentic in these situations can help build trust and deepen relationships with your employees.

Of course, motivation isn't about being enthusiastic every minute of the day. Leaders face pressures of their own, and pretending those challenges don't exist isn't the answer. Nearly one in five leaders (19%) frequently feel “used up” at the end of the workday, according to DDI's research. Recognizing when your energy is running low and seeking the support you need can help you show up more intentionally for your team.

Another good question to ask yourself is what energy you bring to your team. After a team meeting, take a few minutes to reflect on the answer to this question. If you aren’t sure, ask for feedback.

Step 3: Be an Ambassador for Your Team's Purpose

Purpose is central to intrinsic rewards. Having common goals and a shared purpose is crucial for uniting your team under a common “why.” Knowing the reasons behind a goal will motivate team members to act towards that goal.

Purpose also has a meaningful connection to engagement: Leaders who trust their managers are 1.9X more likely to find their jobs full of meaning and purpose. That connection reinforces why leaders need to do more than explain what needs to get done. They also need to build relationships and help people understand why their contributions matter.

There is a reason why I stress the importance of the “why” over the “what” or the “how." When employees understand how their work contributes to something bigger, even routine tasks can feel more meaningful.

Ask yourself the following questions:

1. How can everyone know that their actions support a bigger goal?
2. Do my team members know the overarching goal of their tasks?
3. Does my team know why we’re doing what we’re doing?

If you’re struggling to find good answers to the questions above, this is your sign to learn how to better advocate for your team’s purpose. If you’re having trouble connecting your team's purpose to your company's overarching purpose, carry your concerns up the organizational chart. Chances are that your leaders can help connect how your team's work advances the greater good of the organization.

Then bring that connection back to your team in concrete ways. Share how their work helps customers, colleagues, or the broader organization. Recognize contributions that move shared goals forward, and give people opportunities to see the impact they're making.

Step 4: Improve Your Communication Skills to Increase Employee Motivation

Communication plays an important role in supporting intrinsic motivation. When leaders communicate openly and intentionally, they create an environment where employees feel heard, valued, and respected. This builds trust, reduces uncertainty, and encourages employees to do their best work.

Trust is where communication matters most. DDI's latest research found that only 34% of leaders strongly trust their immediate manager. But leaders who trust their managers are 2.1X more likely to feel energized by their work. That makes everyday conversations an important opportunity to strengthen the conditions that support motivation.

Whether you're recognizing someone's contribution, explaining a difficult decision, or asking for input, the way you communicate can influence whether employees feel respected, involved, and motivated to contribute.

Keep these five Key Principles in mind during every conversation you have with your team:

• Maintain or enhance self-esteem.
• Listen and respond with empathy.
• Ask for help and encourage involvement.
• Share thoughts, feelings, and rationale (to build trust).
• Provide support without removing responsibility (to build ownership).

Following these principles will help you meet your employees’ need to be valued. When you meet this need, you know you’re helping your team members feel good about themselves and their work. You encourage them to share their unique styles, abilities, and motivations. This simple mindset shift can multiply your team's ideas and discoveries, bringing new perspectives to light.

The key is to apply these behaviors consistently. Whether you're recognizing someone's contribution, explaining a difficult decision, or asking for input, the way you communicate can influence whether employees feel respected, involved, and motivated to contribute.

Use Intrinsic Employee Motivation for Long-Term Engagement

There isn't one tried-and-true way to motivate every employee. People bring different goals, values, and needs to work, and those motivations can change over time. That's why the most important thing leaders can do is stay curious about what drives their team members and create opportunities for them to find meaning, contribute, and grow.

That starts with four habits: checking in on employees' motivation, reflecting on your own, connecting work to a shared purpose, and communicating in ways that build trust. Together, these practices create an environment where people feel valued and supported as they do their best work.

Ultimately, leaders can't manufacture motivation for someone else. But they can create the conditions that help it grow. And it all starts with one simple question for you and your team: What motivates you?