THEORY OF

BUREAUCRACY

BY DZULFAZLI BIN MD ZAWAWI

History about Theory of Bureaucracy.

The Theory of Bureaucracy – based on

ancient bureaucracy

Term of “bureaucracy” already

till the end mid – 1700s was

idea of organized and

consistent administrative

system.

Development of writing (3500

BCE). It was use for document

was critical to the

administrative of this system.

In ancient china, bureaucracy

were position within the

“graded civil services” and

competitive exam were held to

determine who held position.

The Theory of Bureaucracy – based on

modern bureaucracy

By mid – 19th century,

bureaucratic form of

administrative were firmly in

place across the industrialized

world.

Thinker like John Stuart Mill

and Karl Marx began the

theories. Max Weber was the

first to endorse bureaucracy as

a necessary feature of

modernity.

What does the theory of

bureaucracy was explained it.

The Theory of Bureaucracy – developed by Max

Weber (1864 – 1920 ), a German professor of sociology.

Max Webber was German Sociologist and political economic

(1864 – 1920). According to him, bureaucracy is the most efficient

form of organization that has a well defined line of authority and

clear and regulation which are strictly followed.

Type of characteristics of Bureaucratic in organization:

There is high degree of division of labour and specialization.

Follow the principle of rationality, objective and consistency.

Interpersonal relation based on position and not on

personalities.

Selection and promotion is based on technical qualification.

Only bureaucratic or legal power is given important.

Criticism of bureaucratic organization:

Too much emphasis on rules and regulation. The rules and regulation are rigid and

inflexible.

No importance is given ti informal group play an important role in all business

organization.

Bureaucracy involves a lot of paperwork. This result in lot of wastage of time, effort and

money

There will be unnecessary delay in decision making due to formation and rules

Too much importance is given to the technical qualification of the employee for

promotion and transfer. Dedication and commitment of the employee is not

considered.

Advantage and

disadvantage of using theory of bureaucracy.

The Theory of Bureaucracy – developed by Max

Weber (1864 – 1920 ), a German professor of sociology.

Advantage of theory bureaucracy using in organization:

Specification: A bureaucratic organization provided the

advantage of specialization because every member is

assigned a specialized that to perform.

Structure: A structure of form is created by specifying the

duties and responsibilities and reporting relationship within

a command hierarchy structure sets the pace and

framework for the functioning of the organization.

Rationality: A measure of objective is ensured in advanced

the criteria for decision making in routine situation.

Top level managers in bureaucratic organization

structure give a great deal of control over organization

strategy decision, which is deal for business owner with a

command and control style. Strategic decision making

time can be should in a tall organization structure since

less individual are involved in the process.

Standardization and best practice are often highlight in

companies with tall organization structure ensuring that

work consistently efficiently and effectively.

The Theory of Bureaucracy – developed by Max

Weber (1864 – 1920 ), a German professor of sociology.

Disadvantages of theory bureaucracy using in

organization:

Rigidity: rules and regulation in a bureaucracy are often

rigid and inflexible. Rigid compliance with rules and

regulation discourage initiative and creativity. It may also

provided the cause to avoid responsibility for failure.

Goal displacement: rules framed to achieve organization

objective at each level become an end to themselves.

When individual at lower pursue personal objective the

overall may be rejected

Impersonality: a bureaucratic organization stresses a

mechanical way of doing thing. Organization rules and

regulation are given priority or an individual’s needs and

emotional

The Theory of Bureaucracy – developed by Max

Weber (1864 – 1920 ), a German professor of sociology.

Compartmentalization of activities: jobs are divided into

categories which restrict people from performing tasks that

they are capable of performing. It also encourage

preservation of jobs when they becomes redundant.

Paperwork: bureaucracy involves excessive paperwork as

every decision must be put into writing. All document have

to be maintain in their draft and original form. This leads to

great wastage of time, stationary and space.

Empire building: people in bureaucracy tend to use their

position and resources to perpetuate self interest. Every

superior as if this number is considered a symbol of power

and prestige.

The Theory of Bureaucracy – developed by Max

Weber (1864 – 1920 ), a German professor of sociology.

Bureaucratic structure can discourage creativity and

innovation throughout the organization. No matter how

ingenious a business owner is. It is virtually impossible for a

single individual to generate the range of strategic ideas

possible in a large, interdisciplinary group.

Front line employee may receive less satisfaction from their

jobs in a rigidly bureaucratic organization increasing

employee turnover rates. Organization bound by rigid

control can also find themselves less able to adapt to

changing condition in the market places, industry or legal

environment.

How manager can use

these motivation theory to

motivate their employee in an organization?

The Theory of Bureaucracy – developed by Max

Weber (1864 – 1920 ), a German professor of sociology.

Principle1:

In bureaucracy, a manager’s formal authority drives

from the position he or she hold in the organization.

Authority: the power to hold people accountable for

their action and to make decision in references to the

use of organization resources.

In today’s business model, this type of theory is not very

common. Nowadays we see more of an informal

authority approach in which there is personal expertise,

technical knowledge, moral worth and from one

individual.

The Theory of Bureaucracy – developed by Max

Weber (1864 – 1920 ), a German professor of sociology.

Principle2:

In bureaucracy, people should occupy position because of their performance not because of their social standing.

Some organization and industries are still effected by social network in which personal contact and relation not job related skills influence hiring and promotion decision.

The old way of not what you know are still around in today society but it can only get you so far. In today’s business world what you know and education knowledge play a very important part in moving up the cooperate latter and bring able to maintain a managerial position requires the utilization current on up to date technique and information.

The Theory of Bureaucracy – developed by Max

Weber (1864 – 1920 ), a German professor of sociology.

Principle3:

The extent of each position’s formal authority and task

responsibility and the relationship to other position in the

organization should be clearly specified.

When the task and authority associated with various position in

the organization are clearly specific, manager and workers know

what is expected of them and what to expect from each other.

Most organization should and are clearly defining task and position

responsibility. Job description should include all facts of an

employee held position. Clarification of one’s job expectation is essential for all five business function in order to manage and

maintain a high level and measurable level of success for all

organization.

The Theory of Bureaucracy – developed by Max

Weber (1864 – 1920 ), a German professor of sociology.

Principle4:

Authority can be exercised effectively in an organization when

position are arranged hierarchically, so employee know whom

to report to and who report to them.

Manager must create an organization hierarchy of authority that

makes it clear who repeat to whom and to whom manager’s

and workers should go if conflicts or problem arise.

Today’s business model utilize the initiative factor in which

employee are given the ability to act on their own without direction

from a superior. This empowerment of employee relieves the stress of consists supervision and allows supervision and managers to

concentred more on other administrative duties. The balance

between a vertical and horizontal organization structure is more

widely used in today’s business model.

The Theory of Bureaucracy – developed by Max

Weber (1864 – 1920 ), a German professor of sociology.

Principle5:

Managers must create a well defined system of rules and

standard operation system so that they can effectively control

behaviour within an organizational.

Standard Operating Procedure ( SOPs ) are specific set of written

instruction about how to perform a certain aspect of a task.

Most companies have SOP and require employee to learn and

follow them. We have seen how in addition to following rules and

regulation and many organization have allowed for creativity and

innovation to the common way of conducting business where it was once said: “rules are rules and they could never be broken”.

Guidelines are needed and common sense is always important but

have an open line of communication to new ideas and thought is

essential in today’s business society.

The End

“Bureaucratic administration means fundamentally

domination through knowledge” – Max Weber.