Motivating junior member of staff

Hi Agnes,
It is true that Millennials do tend to have their own challenges
All of the following (below) are especially important to discuss and agree esp. in Hybrid / Remote working, as you need to make sure that the person is supported. This is useful in building good relationships so that if someone has a question, they feel they can raise it.
If you have any specific issues that I haven’t covered below, please feel free to reply with these.
No clear understanding of the workplace expectations.
These could be personal behaviour & conduct as well as Task related, policies & procedures (generally not aware of what they need to do, or where guidance can be found – this includes items often covered in Onboarding eg different types of Leave ‘Compassionate’ etc. When to use Headphones, take personal calls, surf the internet, take breaks, setting a work / life balance (they may even need to be agree hours with the family)
The Role – outline the embedding process eg it make take 6 months to settling in to a role & expectations (timings & personal behaviours eg when to expect Challenges, these are the expectations after 6 months etc). Could even cover dress code, email signatures eg ‘my normal working hours are …’. Set clear Objectives (use the SMART framework)
Times – core hours (Communication, When to reply to emails), When you need to be in the office (and the need for flexibility) ie there maybe times when you need them to work additional hours, take on additional tasks etc.
Communication – What, When (Forewarning, Circulation list memberships), How (Formal, informal ?), Timings (Out of hours ?), Channel (Which is best used & When ? – see below). Have regular and agree catchup times, both formal & informal
It is important for people to know which Communication Channel to use, when and ‘why’ ( the advantages of each Communication Channel). They may have ‘personal preferences’ (we all do !), but the workplace has its own expectations, and so too may your colleagues & clients – these may be different to yours !. These will take precedence over personal preferences.
Telephone
They tend to not know the Telephone has been invented – this leads to phones going unanswered, or long Email chains filled with text speak (not effective !)
In the workplace is important to know the advantages of Why we use the phone;
• Its Quick and instant response esp if Urgent (no time lag like emails)
• Checks Understanding & build Rapport (great for teams, senior managers & customers)
• Be prepared - plan your call; Wants, Needs, Responses etc
• Need to Listen actively (there are no visual cues eg Body Language)
• Pay attention to Points – and write them down !
• Don’t be forced by the immediacy of a question, you can find out the answer and get back to people (this gives extra thinking time too)
• Always follow up with Confirmation (of agreements) by email
Email
• Do NOT assume Emails are received, read, or Understood – how will you know / find out ?
• Common Errors = Long Email chains, Blunt Content (using ‘Text speak’)
Email works well when:
• The topic is clearly defined, and there is little possibility of misunderstanding
• The topic does not require extensive discussion
• The expected response is relatively simple (use Hooks to check understanding)
• Need Evidence & trail of information
Email is not appropriate when:
• The topic is complex or requires extensive discussion
• The topic is likely to stir up strong emotions / has large personal significance (use Face to Face meeting)
Virtual
• Need to set Rules – Engagement, switch off distractions, Cameras ON, keep meeting size manageable for engagement (10 max)
• Focussing – how long is the meeting ? Number of meetings in a day ?
• Removing distractions (includes others at home) & use of Backgrounds (be Professional)
• Why Cameras need to be on (Communication & engagement)
Positives;
• Can Control Environment eg No.people, Cameras
• Body Language aids communication (V’s telephone)
• Can Share Screen & information (eg attach files)
• Easy to pause for a break
• Can involve Others (use forenames constantly)
• Doesn’t impact the day ie no travel time or costs
• The Balance of Power for different staff grades is more even (and over visiting ‘Others’ premises)
Negatives;
• Depends on Skills and Comfort of attendees, Technology, Focussing
• Harder to build Engagement, Rapport & Trust (Body Language, Shake Hands ?)
• Distractions, Background (use Virtual Background ?), Noises (esp if working at home)
• The Balance of Power is more even !
Appropriate use of Other Channels
eg. WhatsApp, Teams Chat etc – link this to the use of information and whats the intended Outcome is. Are you generating information that needs to be saved in a certain format or place eg Project file ?
Build Rapport & Motivation
• Have regular communications in both informal & formal formats eg scheduled calendar meetings plus informal telephone catch ups
• What were the Challenges when you first entered the workplace, how did you learn them ?
• What are their Motivators (work & personal) ? work with these
• Adapt your Communication style to the persons natural style (are they detailed or goal oriented ?)
• Check understanding (Open, Paraphrase, Summarise)
• Be Open, Clear, and be Honest & sincere
• Are there any things that you have in common (work or personal) - could be the way you approach tasks ?
• Use Active Listening
• Respect Your Employees for who they are – don’t have to agree with them !
• Accept your Responsibilities & Accountability for issues, delays etc.
• Accept Disagreement – have Open, Clear discussions with Positive intent
• Create a Positive feedback Culture
• Allow time for Processing & Relationship building – they my be going through this for the first time !

Make sure all parties have a full discussion - show them that you understand a new work place can be bewildering place, especially if you have not worked in it before, and that you are there to guide and support them



As mentioned above if you have any specific issues that I haven’t covered, please feel free to let me know
Good luck with everything,

Kind regards,
Tony Gravestock