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CHAPTER 1:INTRODUCTION TO PM - Coggle Diagram
CHAPTER 1:INTRODUCTION TO PM
CHARACTERISTIC OF TRADITIONAL PM
1.Bureaucracy: that governments should organize themselves according to the hierarchical and bureaucratic principles
2.One best way: for administrators to follow. Strict adherence to these management principles would provide the single best way of operating an organization
Challenges: can lead to rigidity in operation
-try to adopting in flexible management system owned by the private sector
3.Politics/administration dichotomy: political and administrative matters could be separated.
-must be separated from political influence
-Administration issue is not the same with the political issue as administration is activity of the state in which it involve with the individual and indirect matters while political is a major and universal matter
Administrative: following the instructions provided by others without personal responsibility for results.
-carry out instructions after instructions
MERIT OF BUREAUCRACY
Managerial hierarchy
-should be organized into layers, with each layer being responsible for its team’s performance
-The importance of the hierarchy comes from the fact that it provides formalized rules for who gets to give orders to whom within an organization. Naturally, this creates power dynamics with those at higher levels giving commands to those lower down in rank within formalized channels
-for example, manager who are in the top layer level has the authority to instruct his employees to complete the task that have been given as well as conduct a training program for them to improve their skill in the orgz
individuals at the top of the management hierarchy have the most authority, while those at the bottom have the least power.
-This hierarchical structure clearly describe lines of communication, delegation and the division of responsibilities.
3.Formal selection
-employees should be chosen based on their technical skills and competencies, which are acquired through education, experience or training
-And since workers are paid for their services, and services are divided by job position, an employee’s salary is entirely dependent on their position.
Contract terms are also entirely determined by the organization’s rules and regulations
-For instance, the management can encourage employees to pursue a long-term career within the organization by giving them job security and performance-based incentives. This will make the employees to stay loyal in the organization/company
-The orgz will finding the replacement as needed when there is vacancy within the orgz
Division of Labour
-promotes the timely completion of work at the highest level of skill
-Employees and departments have clearly defined roles and expectations in which they are responsible solely for the labor they do best. This is designed to maximize efficiency for the organization.
-For example, without labor division, people would be required to perform numerous activities for which they are not qualified, and everything would be left unfinished or disorganized since there wouldn't be sufficient time to finish each task as another one took hold.
This affects production and reduces efficiency. Because only those who are qualified perform the duties, quality increases and cost reduce with specialization (division).
Impersonality
-Rules and other controls are impersonal and uniformly applied in all cases. The enterprise does not suffer when some persons leave it. If one person leaves then some other occupies that place and the work does not suffer.
For instance, bureaucracy treat all employees equally as well as their clients and they also do not allow any differences in individual interfere with their decision
KEY PRINCIPLES OF BUREAUCRACY
Tasks and Authority
-associated with various positions in the organization should be clearly specified for managers and workers to know what is expected of them
-Work of the organization is divided on the basis of specialization to take the advantages of division of labour
-Each office in the bureaucratic organization has specific sphere of competence.
-For example, each of the individuals in the orgz know their own roles and task that they need to work on as well as the manager will know what the result that should be expected
3.Managers Must Create a Well-Defined System of Rules
-standard operating procedures, and norms so that they can effectively control behaviour within an organization
-A basic and most emphasized feature of bureaucratic organization is that administrative process is continuous and governed by official rules.
-Bureaucratic organization is the antithesis of ad hoc, temporary, and temporary and unstable relations.
-A rational approach to organization calls for a system of maintaining rules to ensure twin requirements of uniformity and coordination of efforts by individual members in the organization.
-For example, JPN, objective will be different even if you are from the same ministry
1.Positions should be Arranged Hierarchically
-Hierarchy in the orgz usually divided into top, middle and lower management so that the employees know whom to report to and who reports to them.
-The basic feature of bureaucratic organization is that there is hierarchy of positions (contract/part time/permanent) in the organization. Hierarchy is a system of ranking various positions in descending scale from top to bottom of the organization.
-In bureaucratic organization, offices also follow the principle of hierarchy that is each lower office is subject to control and supervision by higher office. (flexible working hour)
-For instance, the top level management has the power to instruct the task to middle management as the middle level can pass the instruction they get from the top level to the lower level management
4.Appointment and Promotion Based on Competency not Based on Sentiment
-A notable feature of bureaucracy is that relationships among individuals are governed through the system of official authority and rules
-Official positions are free from personal involvement, emotions and sentiments
Thus, decisions are governed by rational factors rather than personal factors
-This impersonality concept is used in dealing with organizational relations as well as relations between the organization and outsiders
-For example, the appointment and promotion will be assessed through skill, knowledge and talent and not by nepotism or even favoritism
CHARACTERISTICS OF BUREAUCRATIC OF ORGZ
Hierarchy of authority
Formal social relationships according to the position held
1.Divison of work within high specialization & standardization of the functions to reforms
Regular career of employees overtime
DEMERIT OF BUREAUCRACY
Rules and other controls may take on significance of their own and, as consequence, become ends in themselves.
-Employees, for example, may accuse budget personnel of being more interested in applying rules and regulations than achieving a firm’s primary goals.
3.Extreme devotion to rules and other controls may lead to situations in which past decisions are blindly repeated without appreciation or concern for changed conditions.
-Such “bureaucratic rigidity” results in managers being compensated for doing what they are told and not for thinking. The result is “rule by rules” rather than common sense.
For example, communication and idea sharing is restricted to the people within the layer of hierarchy. The perception is that the higher the position the more the knowledge they have and the wrong perception is opposite as the employees in the lower layer hierarchy have little knowledge to generate and offer
Although rules and other controls are intended to counter worker apathy, they may actually contribute to it by defining unacceptable behavior and, thus, specifying a minimum level of acceptable performance. This is commonly known as “working to the rules,” because what is not covered by rules is by definition not an employee’s responsibility
-For example,Within an educational setting, statements such as “all students must attend at least 80 percent of the classes during a term to pass” or “the minimum requirement for graduation is a C average on all course work undertaken. HENCE, failure to comply will either lead to being barred from entering exam & to repeat a subject
4.Whereas delegation of authority to lower levels may increase operational effectiveness, it may also encourage an emphasis on subunit rather than overall goals, thereby prompting subunit conflict and decreasing effectiveness. A typical example can be found in many universities where conflicts over which department is going to offer what courses often result in unnecessary duplication of subject offerings, as well as the unnecessary expenditure of resources.
INTRO-Governments made REFORMS and RESTRUCTURING to provide good and better service delivery to the public
DEF-A concept is often inter-related with public policy. It is the process of developing and implementing public policy on the one hand, and the delivery of public services on the other. (University of York)
WEBER DEF-"Bureaucratic administration means domination by the force of knowing: that is its fundamental character, specifically rational"