Getting Discretionary Effort from Staff: How to Inspire More Without Demanding More

“Hey Jane, can you pass me the stapler please?”

“Sorry Joe its not in my job description”

Most leaders know the difference between employees who simply “do their job” and those who go the extra mile. That extra mile, staying late to finish a project, offering solutions without being asked, or going out of the way to support a colleague is what’s known as discretionary effort. It’s the voluntary energy and commitment staff contribute beyond the minimum requirements of their role.

In today’s hybrid and remote work environments, discretionary effort is more valuable than ever. It fuels productivity, sparks innovation, and strengthens morale across teams. But it cannot be demanded. True discretionary effort must be earned through leadership, culture, and trust.

The Psychology Behind Discretionary Effort

At its core, discretionary effort is rooted in motivation. Some employees are driven by external rewards such as bonuses or promotions, but the most sustainable source of extra effort comes from intrinsic motivation which could be the sense of pride, purpose, and meaning people attach to their work. When staff feel psychologically safe, respected, and recognised, they are far more likely to contribute beyond their formal duties.

Consider an employee who volunteers to mentor a junior colleague. They aren’t doing it for extra pay but because they value being part of a supportive, growth-oriented workplace. Recognition of such behaviours, combined with a culture of emotional intelligence in leadership, creates a powerful loop where employees feel motivated to contribute more, simply because they want to.

What High-Performing Teams Do Differently

Walk into a high-performing team and you’ll notice something immediately: discretionary effort doesn’t feel forced but it’s part of the culture. These teams thrive on mutual respect, clear communication, and an ownership mindset where individuals feel accountable not only for their own tasks but for the team’s collective success.

Take, for example, a product development group where members naturally cover for one another during tight deadlines. No one has to demand it; the sense of responsibility and trust within the team inspires it. These traits of high-performing teams demonstrate that discretionary effort is not about pushing staff harder but about creating an environment where going beyond the minimum becomes the norm.

Leadership Behaviours That Inspire Extra Effort

Discretionary effort often reflects the behaviour of leaders. A manager who listens actively, communicates transparently, and models the kind of dedication they wish to see in their team creates a powerful ripple effect. Staff are more willing to put in extra effort when they see leaders doing the same with authenticity.

At the same time, effective leaders balance accountability with empathy. They set clear expectations but also understand the challenges their teams face. A leader who acknowledges when an employee is struggling and offers support rather than criticism fosters loyalty. Over time, this combination of empathy and accountability builds the trust that fuels discretionary effort.

Setting the Right Culture to Nurture Extra Effort

Culture is the soil in which discretionary effort grows. In organisations where recognition is rare and feedback only arrives in the form of criticism, employees will do the bare minimum to avoid conflict. But in workplaces that celebrate contributions, encourage learning, and provide constructive feedback, staff naturally want to give more of themselves.

Imagine a workplace where achievements, both big and small, are openly recognised. A culture like this not only inspires employees to exceed expectations but also ensures they feel valued for doing so. Building such a positive culture requires consistency. Leaders must reinforce values of accountability, respect, and continuous learning in everyday interactions, not just during annual reviews.

Practical Strategies to Encourage Discretionary Effort

Inspiring extra effort does not require grand gestures; small, consistent practices often work best. Recognition programs that highlight both individual and team contributions can create a sense of pride. Mentorship opportunities allow employees to see how their work contributes to the growth of others. Peer feedback systems reinforce accountability and collaboration.

Perhaps most importantly, leaders should align tasks with personal purpose. When employees understand how their role contributes to the organisation’s bigger vision, they feel that their work matters. Avoiding micromanagement is equally vital; nothing stifles discretionary effort faster than the sense of not being trusted to make decisions. Instead, providing autonomy allows staff to take ownership and perform at their best.

Warning Signs: When Discretionary Effort Dries Up

Just as discretionary effort can be nurtured, it can also wither away. Warning signs include employees who no longer speak up in meetings, a noticeable drop in enthusiasm, or “quiet quitting” behaviours where staff do the bare minimum. This disengagement is often a symptom of deeper issues such as lack of recognition, poor leadership communication, or a culture that no longer feels supportive.

When these signs appear, it’s important to act quickly. Conversations that explore what has changed, coupled with genuine listening, can help re-engage employees before their disengagement becomes permanent. Addressing early signs of disengagement shows staff that their effort and their wellbeing truly matters.

A Culture of Trust Drives Discretionary Effort

Discretionary effort cannot be commanded, but it can be inspired. The key lies in building a workplace where employees feel trusted, recognised, and connected to something bigger than themselves. When leaders communicate with empathy, set positive cultural norms, and create opportunities for meaningful work, staff respond with commitment and energy that goes far beyond what is required.

Ultimately, inspiring more without demanding more is about trust. Leaders who invest in trust through consistency, recognition, and support find that discretionary effort follows naturally. And in today’s fast-changing world of work, that extra effort is often what separates good organisations from truly great ones.