Stop Trying to Motivate People—Remove Their Frustrations

Ever wonder why your pep talks fall flat? Maybe they don’t need your words—they need you to clear the chaos.

Imagine this: It’s a Monday morning, and you’re fired up for the week. You call your team into the conference room, armed with a killer motivational speech. You talk about hitting targets, staying positive, and being a great team. Heads nod. There’s even a round of applause. You leave thinking, I nailed it.

But two weeks later, it’s the same story.

Deadlines are missed. Excuses pile up. The energy you thought you sparked is nowhere to be found. You can’t help but wonder, Why aren’t they responding? Do they even care?

Motivation isn’t the problem. Frustration is.

The Weight of Frustration

Frustrations are like invisible roadblocks that slow your team down. When employees are bogged down by unclear processes, broken systems, or toxic behaviors, no amount of pep talks or rewards will fix the root problem.

Think about James, a manager at a growing tech firm. His team wasn’t meeting targets despite his weekly motivational meetings. He tried everything—slides, stories, even surprise coffee treats—but nothing changed.

Finally, he asked his team what was holding them back. Their answers hit him like a brick:

• “Our tools crash every other hour.”
• “We spend more time waiting for approvals than actually doing our work.”
• “We’re short-staffed and overwhelmed.”

James had been treating symptoms, not the cause. His team didn’t need inspiration—they needed solutions.

The Science of Fixing Frustration

Frederick Herzberg’s Two-Factor Theory explains this perfectly. Motivation is built on two things:

1. Motivators, like recognition and growth opportunities, that create satisfaction.
2. Hygiene factors, like processes, tools, and leadership, that prevent dissatisfaction.

No matter how many motivational talks or bonuses you offer, broken hygiene factors—outdated tools, inefficient processes, unclear expectations—will kill engagement.

Gallup backs this up. A study found that employees with clear direction and the right resources are 4.6 times more likely to stay engaged. Without these, even the most motivated employees will burn out.

How to Identify and Remove Frustrations

Here’s a step-by-step approach to clear the path for your team:

1. Ask, Don’t Assume

It’s tempting to think you know what’s frustrating your team, but assumptions can miss the mark. Instead, ask them directly:

• “What slows you down the most at work?”
• “If you could fix one thing about our process, what would it be?”
• “Are there any tools or resources you wish you had?”

Real Talk: Maria, a manager in Makati, thought her team lacked motivation. But when she asked, they revealed they were losing hours waiting for approvals because of a cumbersome chain of command. When Maria streamlined the process, her team’s productivity soared.

2. Observe and Listen

Sometimes the biggest frustrations are so ingrained that employees don’t even bring them up. Spend a day shadowing your team. Watch how they work, where they struggle, and what tools slow them down.

Example: A logistics company realized their team spent hours manually entering data because their software didn’t integrate with their inventory system. Upgrading the software saved hundreds of hours each month.

3. Prioritize Quick Wins

Not every frustration can be solved overnight, so focus on quick wins that have the biggest impact. Look for:

• Bottlenecks in processes (e.g., too many layers of approval).
• Low-cost but high-impact fixes (e.g., upgrading software or improving internet speed).
• Issues that affect the most people (e.g., a shared tool that always crashes).

Common Frustrations—and How to Fix Them

Here are common workplace frustrations and actionable steps to address them:

1. Outdated Tools and Systems

Employees can’t thrive when their tools constantly fail. Invest in reliable software, automate repetitive tasks, and provide easy access to IT support. Example: A customer service team reduced response times by 40% after switching to a more reliable ticketing system.

2. Inefficient Processes

Map out workflows to find unnecessary steps or approvals. Simplify processes and empower team leads to make decisions. Action Tip: Use tools like Lucidchart to visualize workflows and spot bottlenecks.

3. Unclear Goals

When employees don’t know their roles or what success looks like, frustration builds. Action Tip: Use the OKR (Objectives and Key Results) framework to align goals and track progress.

4. Toxic Behaviors

Toxic attitudes or favoritism can poison morale. Address these issues head-on with fairness and transparency. Action Tip: Schedule regular check-ins to give and receive feedback on team dynamics.

The Payoff: Motivation That Lasts

When frustrations are removed, motivation becomes natural. Employees feel empowered, solve problems proactively, and contribute fresh ideas.

Take a manufacturing company I worked with. After fixing a supply chain bottleneck, employees stopped clock-watching and started offering ideas to improve efficiency. Productivity increased by 25% within a year.

Your First Quick Win

Download the Frustration Fixer Worksheet (PDF)

Identify and address your team’s top frustrations with this simple tool. Start clearing the path today and see immediate improvements in engagement and results.

Lead the Change

Motivation isn’t about being your team’s cheerleader. It’s about being the leader who clears their path. When you tackle frustrations, you do more than inspire—you empower your team to achieve their best.

Your next step is simple: Stop guessing. Start asking. Clear the chaos.

Jef Menguin

All-in, A-game, Always!