Part 1 of an Organizational Behavior Management Series

Understanding What Motivates Your Team: An OBM Approach to Meaningful Staff Recognition

By Nicole Postma-Gates, BCBA

In the world of special education, most administrators are relatively familiar with the Functional Behavior Assessment (FBA) process. It typically includes observations, interviews, record reviews, baseline data collection, and other important components designed to help us better understand behavior.

One important element of effective behavior support, however, is sometimes overlooked or given less attention than other components: the preference assessment. A preference assessment helps us identify the items, activities, and experiences an individual values. This information can be critical when identifying meaningful reinforcers and developing strategies that increase the likelihood of desired behaviors occurring.

We know that when reinforcement is meaningful to the individual and delivered in a consistent and appropriate way, behavior change is more likely to occur. But have you ever considered how this same behavioral principle might apply to the adults in your organization?

As a behavior scientist, I have spent much of my career focused on employee engagement and helping school leaders identify ways to strengthen staff performance and support successful implementation. Of course, these challenges are rarely presented using behavioral terminology.

 More often, the concerns sound like this: Staff are not implementing behavior systems with fidelity. Tokens are not being distributed consistently. Behavior plan strategies are being overlooked. Classroom management systems are not being implemented as intended.

These conversations often create an opportunity to step back and ask an important question: What conditions are currently influencing staff behavior? School leaders often ask: “Why can't I get my staff to do what I need them to do?”

From an Organizational Behavior Management (OBM) perspective, the answer often begins with examining the environment in which staff are working—including the feedback, support, and reinforcement they experience. As a school leader, part of your role is understanding what motivates your team and what helps employees feel valued for their contributions. A common response might be, “They get a paycheck. That should be motivation enough.” Yet staff behavior and employee engagement often tell a more complex story.

Too often, administrators spend most of their time coaching employees who are struggling to meet expectations. Meanwhile, the staff members who consistently show up, work hard, and do an excellent job may receive very little acknowledgment. 

So how do we determine meaningful ways to motivate and recognize our teams? Start by Learning What Matters to Them. 

Here's how I got started.

While searching online for a staff preference assessment, I came across a simple worksheet called “All About Me.” It included basic questions such as favorite color, shirt size, open-ended preference questions, and “Would You Rather” choices.

 I decided to try it with my own team. I asked everyone to complete the form, put genuine thought into their responses, and not hold back when sharing specific preferences or requests. Everyone willingly participated. After reviewing the completed forms, I saved them for future reference. What I discovered was incredibly helpful.

The responses provided valuable insight into how each person preferred to be recognized. Some appreciated a handwritten note. Others enjoyed a $5 Starbucks gift card. Some preferred the opportunity to come in late rather than leave early. Each response helped paint a clearer picture of what meaningful recognition looked like for that individual. The information has proven useful countless times.

Sometimes recognition has been something small, such as a favorite coffee or snack. Other times, it has been more personalized, like a company sweatshirt in a preferred color and size. Occasionally, recognition happens spontaneously when someone goes above and beyond. Other times, the information has been useful for birthdays, staff appreciation events, or acknowledging the completion of a particularly demanding project.

As I began sharing this idea with school administrators, I encouraged them to consider doing the same with their teams. Many reported that staff members were excited simply because someone had taken the time to ask about their preferences. There was a sense that leadership genuinely wanted to understand what mattered to them. Staff appreciated feeling seen, heard, and valued.

This represents an important shift in leadership—from a culture centered primarily on expectations and compliance to one that intentionally recognizes and reinforces meaningful contributions.  At this point, you may be thinking: “I can't buy my staff gifts all the time.”  That is certainly not what I am suggesting. The good news is that meaningful reinforcement does not have to be expensive. Research and experience consistently demonstrate the value of specific, meaningful positive feedback. Acknowledging someone's efforts and clearly communicating what they did well can have a tremendous impact.

For example, rather than simply saying, “Great job,” a leader might say: “I noticed how consistently you implemented the new classroom routines this week, even when things became challenging. Your consistency is making a difference for your students.” That type of feedback is specific, timely, and connected to the behaviors and outcomes the organization values. Understanding staff preferences also extends far beyond employee recognition. Knowing what people value can help strengthen relationships, improve morale, and create opportunities for more effective leadership. It provides leaders with valuable information about how to build a workplace environment where employees feel recognized and supported.

And this is only the beginning.

In future posts in this Organizational Behavior Management series, I will explore how behavioral principles can be strategically applied to support staff performance, strengthen implementation fidelity, and improve the sustainability of important systems and practices.

But for now, start with a simple question: What do your staff members value, and how can you recognize them in ways that are meaningful to them?