UNIT – 3

1) WHAT IS BEAURICRACY ? EXPLAIN ITS FEATURES, FUNCTIONS AND KIND.

INTRODUCTION
A bureaucratic theory introduced by Max Weber includes two essential elements, including structuring an organization
into a hierarchy and having a clearly defined role to help administer an organization and its members. A German
Sociologist, Max Weber, described a theory to operate an organization effectively which is known as the Bureaucratic
management approach or Weberian Bureaucracy. Read the article below to know more about the Max Weber
Bureaucracy Theory.

MAX WEBER’S BUREAUCRATIC FORM – 6 MAJOR PRINCIPLES MAX WEBER

IDENTIFIED THE FOLLOWING SIX CORE PRINCIPLES OF THE BUREAUCRATIC
FORM:
 A Structured Hierarchical Structure: In a bureaucratic organization, each level governs the level below it.
Also, the level below it governs it. The foundation of central planning and centralized decision making is a
formal hierarchy.
 Rules-Based Management- To exercise control, the company uses rules. Therefore at higher levels, the lower
levels effortlessly execute the decisions made.
 Organization of Functional Specialties - Specialists do the job. The company often breaks workers into
groups depending on the type of work they do or the abilities they possess.
 Up-Focused Or In-Focused: If the organization's purpose is to represent the stockholders, board, or some
other institution that motivated it then it is up-focused. On the other hand, it is in-focused if the goal is to serve
the company itself and others inside it (like producing income, etc.).
 Impersonal - All workers are handled fairly by hierarchical organizations. They also fairly treat all clients and
do not allow individual differences to affect them.
 Employment-oriented Professional Qualifications - Selection is based on technical qualifications and skills
as well as employee promotion. Though criticism has come from several corners of these laws, the
organization's hierarchical structure tends to live on.

CHARACTERISTICS OF BUREAUCRACIES:

Bureaucracies are systematic, hierarchical organizations characterized by bureaucratic red tape and rules. Below,
we‟ll discuss five main characteristics of bureaucracies.
1. Hierarchical – Bureaucracies have an ordered structure, typically a clear hierarchy with individual members
working their way up from entry-level positions to higher levels.
2. Standardized – Bureaucrats typically have strict, standardized procedures for every aspect of their operations.
In this sense, they‟re like machines because they‟re predictable and reliable in executing processes.
3. Predictable – Bureaucracies are also predictably effective at accomplishing specific tasks because all employees
know what is expected of them.
4. Rules oriented – Finally, bureaucracies rely on internal written rules that provide instructions for how to
complete different tasks as well as penalties if these instructions aren‟t followed correctly.

TYPES OF BUREAUCRACY:
 Public Bureaucracy:
Public bureaucracies can have a more diverse membership because they rely on qualified applicants who have
been verified. Working with a public bureaucracy is more inclusive, but it may take more time and resources to
manage than with a private bureaucracy. Public bureaus also have access to information not shared in private
settings. Although there are many benefits to working in a public bureau, some people still prefer private for
 their organization‟s needs because their focus is on confidentiality and member satisfaction, not so much
participation.
 Private Bureaucracy:
The private bureaucracy is a tool, instrument, or machine with separate and exclusive functions. The distinction
between public and private bureaucracy, or bureaucracies, can be best summarized as coming down to who
owns them. One that is privately owned would be considered a private bureaucracy whereas one that is publicly
owned would be considered a public bureaucracy.
 Hybrid/Mixed forms of Bureaucracy:
Bureaucracies, while difficult to comprehend in their entirety, can be broken down into three main categories.
These categories include formal/informal bureaucracy, rigid/flexible bureaucracy, and simple/complex
bureaucracy. Formal/Informal Bureaucracies are characterized by strong bureaucratic institutions and rules set
by government officials or other higher-ups that regulate organizational members‟ behavior. They‟re stricter
than Flexible Bureaucracies but not as strict as Rigid Bureaucracies. Examples of this type of bureaucracy
include military organizations, schools, and large corporations. Flexible Bureaucracies allow for some degree
of flexibility in the way they conduct themselves when it comes to following rules and regulations. They have a
hierarchy that is loosely defined by supervisors who have less control over subordinates who have more
autonomy over what they do on a day-to-day basis.

FUNCTIONS OF BUREAUCRACY:
It is commonly believed that bureaucracy does not do anything but slow things down. This belief, however, is a
grave oversimplification of what bureaucracy does.
 The first function of bureaucracy is to minimize the human effort needed for its operation. This would mean
that with a decrease in the number of individuals performing bureaucratic work, an organization‟s ability to
function as a unit would be greatly increased. It accomplishes this by limiting the discretionary decisions
people can make.
 The second function of bureaucracy is controlling information and its flow. Information can be classified into
two different groups: public and private information. Private information, such as salary or other personal data
about employees, should not be available to anyone who does not need it for their job description. Public
information, such as organizational data or research data obtained from outside sources should be made
accessible through appropriate channels. In order to accomplish these tasks, there are various ways the flow of
information can be controlled which will depend on what type of society it is being performed in (liberal
democracy or totalitarian regime). For example, if the bureaucracy is operating in a liberal democracy then it
must adhere to principles like freedom of speech and press. If it is operating under a totalitarian regime then
citizens have very little freedoms so the bureaucracies control of information will also be very limited.
 Thirdly, an important function of bureaucracy is keeping records. Records provide evidence of what has
happened and how things were done over time within an organization. They also help to facilitate cooperation
between different departments within the same company because they provide a way for each department to
keep track of their own responsibilities without having to ask others for help every time something new comes
up.
 Fourthly, a final function of bureaucracy is to standardize rules and procedures. Standardization ensures
consistency across all levels of the organization and allows organizations to maintain balance when changing
conditions arise. Standards allow organizations to go off plan because they know that whatever decision they
make will be consistent with what the rest of the company is doing.
 Finally, standards ensure equal treatment for everyone within an organization regardless of rank or title.
 2) WHAT IS RECRUITMENT? EXPLAIN THE TYPES OF RECRUITMENT AND METHODS.

INTRODUCTION
Recruitment is searching for prospective employees and stimulating and encouraging them to apply for jobs in an
organization. Recruitment is a step-by-step process of locating, identifying, and attracting qualified people to apply for
the vacant post in an organization.

Recruitment means announcing job opportunities to the public and stimulating them so that several suitable people will
apply for them. Recruitment is the process of discovering the potential for actual or anticipated organizational
vacancies.

It is a process of accumulating human resources for the vacant positions of the organization.

Recruitment refers to attracting, screening, and selecting qualified people for a job at an organization or firm.

Recruitment is a continuous process whereby the firm attempts to develop a pool of qualified applicants for future
human resources needs even though specific vacancies do not exist.

TYPES OF RECRUITMENT
Recruitment is of 2 types

1. Internal Recruitment - is a recruitment which takes place within the concern or organization. Internal sources of
recruitment are readily available to an organization. Internal sources are primarily three - Transfers, promotions
and Re-employment of ex-employees.

Internal recruitment may lead to increase in employee‟s productivity as their motivation level increases. It also saves
time, money and efforts. But a drawback of internal recruitment is that it refrains the organization from new blood.
Also, not all the manpower requirements can be met through internal recruitment. Hiring from outside has to be done.

Internal sources are primarily 3

a. Transfers

b. Promotions (through Internal Job Postings) and

c. Re-employment of ex-employees - Re-employment of ex-employees is one of the internal sources of

recruitment in which employees can be invited and appointed to fill vacancies in the concern. There are
situations when ex-employees provide unsolicited applications also.

2. External Recruitment - External sources of recruitment have to be solicited from outside the organization.
External sources are external to a concern. But it involves lot of time and money. The external sources of
recruitment include - Employment at factory gate, advertisements, employment exchanges, employment
agencies, educational institutes, labour contractors, recommendations etc.

a. Employment at Factory Level - This a source of external recruitment in which the applications for
vacancies are presented on bulletin boards outside the Factory or at the Gate. This kind of recruitment is
applicable generally where factory workers are to be appointed. There are people who keep on soliciting
jobs from one place to another. These applicants are called as unsolicited applicants. These types of
workers apply on their own for their job. For this kind of recruitment workers have a tendency to shift
from one factory to another and therefore they are called as “badli” workers.
 b. Advertisement - It is an external source which has got an important place in recruitment procedure. The
biggest advantage of advertisement is that it covers a wide area of market and scattered applicants can
get information from advertisements. Medium used is Newspapers and Television.

c. Employment Exchanges - There are certain Employment exchanges which are run by government. Most
of the government undertakings and concerns employ people through such exchanges. Now-a-days
recruitment in government agencies has become compulsory through employment exchange.

d. Employment Agencies - There are certain professional organizations which look towards recruitment
and employment of people, i.e. these private agencies run by private individuals supply required
manpower to needy concerns.

e. Educational Institutions - There are certain professional Institutions which serves as an external source
for recruiting fresh graduates from these institutes. This kind of recruitment done through such
educational institutions, is called as Campus Recruitment. They have special recruitment cells which
helps in providing jobs to fresh candidates.

f. Recommendations - There are certain people who have experience in a particular area. They enjoy
goodwill and a stand in the company. There are certain vacancies which are filled by recommendations
of such people. The biggest drawback of this source is that the company has to rely totally on such
people which can later on prove to be inefficient.

g. Labour Contractors - These are the specialist people who supply manpower to the Factory or
Manufacturing plants. Through these contractors, workers are appointed on contract basis, i.e. for a
particular time period. Under conditions when these contractors leave the organization, such people who
are appointed have to also leave the concern.

RECRUITMENT METHODS
Every recruiter knows that as much as we‟d like to plan ahead so that we can fill vacancies within the best time to hire
hiring metric, things regularly don‟t go as we‟d hoped. Under pressure, we fall into old habits (that we know don‟t
always work) because hiring managers are turning up the heat.

1. Direct advertising

Placing job adverts on your careers site, job boards, social media and industry publications is an excellent way to find
lots of applicants. It also gives exposure to your employer branding and boosts your company‟s reputation. The
downside is that external advertising can be very expensive.

2. Talent pool databases

You should always search your talent pool databases for applicants and candidates that were not hired but were
suitable enough to save. Most hiring decisions involve deciding between at least two or three candidates.

When a new vacancy comes up, search your talent pool for similar skills and experience. You could save yourself a lot
of time.

3. Employee referrals

Most companies have some kind of employee referral program in place. Employee referrals is a combination of
internal and external recruitment. Existing staff are encouraged to refer people they know for vacancies.

The value is that it‟s cost-effective, quick and you can trust that employees won‟t refer unsuitable candidates. Also, the
new hire will already know more about your organization than an outside hire.
4. Boomerang employees

Rehiring past employees is gaining popularity. Known as boomerang employees, these are people who worked well at
a company but then left on good terms for a myriad of reasons.

Employers are seeing the value of rehiring them because they know their abilities and the employee knows and fits into
the company culture. Bringing a boomerang employee back on board reduces time to hire, eliminates the risk of a bad
hire and reduces cost per hire.

5. Promotions and transfers

Promotions and transfers aren‟t quite the same thing, but the concept is the same. Internal employees are identified to
fill open roles. A promotion means that the person moves up the ladder and is given more responsibilities and also a
pay increase. A transfer usually doesn‟t involve greater responsibilities or more money and is a horizontal move.

Staff can be transferred to the same role in another branch or region, or they can take on a similar position in a
different department or division.

6. Employment exchanges

Although not available in all countries, employment exchanges are mandatory in others. An employment exchange is a
government-run initiative that keeps record of unemployed job seekers.

Employers submit new vacancies to the exchange and are given the details of suitable candidates. Using an exchange is
cost-effective but mostly suited to more junior, factory, agricultural and artisan roles.

7. Recruitment agencies

You can outsource your hiring process to a recruitment agency. Agencies manage full cycle recruiting on your behalf.
Although the cost of using an agency is high, it frees up your time to focus on more pressing matters. Recruitment
agencies are a great option for hard-to-fill positions and for companies that don‟t have the internal HR resources to
focus on hiring.

You can also contract an external recruiter to make contact with specific people that you would like to attract to your
company. You might know of a passive candidate who‟ll be a perfect fit for your role, but they work for your
opposition. So you don‟t want to make direct contact. An executive search recruiter, or headhunter, would be the
perfect choice.

8. Professional organizations

When you need to fill a highly skilled position, professional organizations can be an excellent source of candidates.
Many professions require that on qualification, people register with the appropriate professional association.

There are also other organizations where registration is voluntary, but it adds to the credibility of a candidate‟s
qualifications. Partnering with these associations and organizations can put you in touch with top talent.

9. Internships and apprenticeships

Offering internships and apprenticeships is an excellent way to get to know the strengths of individuals and can be
considered to be a working interview. During the contact period, line and hiring managers can evaluate the potential to
identify interns and apprentices who can be upskilled and developed to fill future roles.

Future leaders have to start somewhere, and they will all be hired in an entry-level position to begin with. Well
managed internship and apprenticeship programs are fertile ground for recognizing future talent and leaders.
10. Recruitment events

For big organizations, or companies planning expansion, recruitment events are perfect for attracting the type of people
you need. Events can range from hosting open days to being at job fairs, holding a hackathon and graduate recruitment
drives on campus. Events can be costly.

To ensure that you get the best ROI, you must know precisely what type of candidate you want to attract and what your
employer value proposition is.

Job shadowing is another great way to get to identify potential candidates. It‟s also an excellent means of promoting
your employer brand and letting people know that your company supports developing talent.

11. Word of mouth

Big brands and multinationals can easily use word of mouth methods of recruitment because unsolicited job seekers
approach them daily. Their employer brand is established, and they‟re recognized as an employer of choice. All they
need to do is put the word out that they‟re hiring and they will get a good response.

This method can also work, though in outlying areas where single companies employ a substantial percentage of the
local population. An example would be mining companies and sawmills. And in small towns high-street businesses
can also attract applicants by spreading the word through the local grapevine.

12. Bulletin boards

There are still jobs that can be advertised on bulletin boards. Factory and agricultural jobs are typical examples.
Unemployed people often wait at factory gates for day or contact jobs to be announced. In agriculture, seasonal
workers gather at local markets or co-ops to see job lists put up by local farmS.

3) WRITE A SHORT NOTE ON VARIOUS TYPES OF TRAINING.

WHAT IS TRAINING?

Training refers to programs and procedures undertaken with an attempt to improve current or future employee
performance.

TYPES OF TRAINING

There are different types of training that are conducted depending upon the requirements of the trainee and the
organization.

 Orientation Training
 Promotional Training
 Refresher Training
 Skills Training
 Internship Training
 Cross-functional Training
 Team Training
 Creativity Training
 Diversity Training

Orientation Training

Just after the recruitment and selection of a new employee, a new employee is made to undergo induction and
orientation training.
The objective behind this type of training is to:

 Help settle the employee in a new and unfamiliar environment

 Inducted about the procedures, rules, and regulations followed by the company
 In-depth knowledge about the company background, organization structure, products and policies is imparted
to the new employee
 An employee is also made familiar to his superiors and subordinates
 It helps develop a feeling of certainty and satisfaction in the mind of the new employee as he feels cared for and
is handled in the initial phase of his new job.

Promotional Training

Employees who have the potential to grow and handle larger roles are identified and selected. They are further trained
in various areas that they might need to cover when they would have to handle larger roles after promotion.

Refresher Training

In today‟s dynamic world there is a constant change in technology, procedures and policies. The traditional way of
working may become obsolete very soon.

Under Refresher Training, the existing employees are trained to follow new and improved procedures and techniques
to stay abreast with the competition. They are made to undergo short term courses so that they can adopt the latest
developments in a particular field and are able to confidently face the upcoming challenges.

Skills Training

If there is a gap between the skills required for successful completion of a job and the skills possessed by the
employees, there arises a need for training.

A training program is planned and the content is developed to meet the training objectives. An effective method of
training is selected which could be a lecture, coaching, special courses etc. These skills could be as basic as reading,
writing, communication skills, interpersonal skills etc.

Internship Training

Under this types of training professional colleges like management schools or engineering institutes approach
organizations, companies and corporate setups and place there students under them. This helps to enhance the
knowledge of the students as it gives a practical experience on the job to the theoretical knowledge gained in the
college.

Cross-functional Training

Under this types of training, the aim is to educate and train the employee in area of work other than their assigned jobs.
This gives them a broader perspective of the business on a whole, helps them gain diverse knowledge, enhances their
career path and chances of promotion.

Cross-functional training can be done by job rotation i.e placing the employees under different roles after a suitable
period of time. It can also be done where the departments can exchange their personnel for a certain period that gives
an insight to the employees on how other departments are working.

Team Training

 Team training generally covers two areas: content tasks and group processes.
 Content tasks specify the team‟s goals such as cost control and problem-solving.
  Group processes reflect the way members function as a team – for example how they interact with each other,
how they sort out differences, how they participate etc
 Companies are investing heavy amounts, nowadays, in training new employees to listen to each other and to
cooperate. They are using outdoor experiential training techniques to develop teamwork and team spirit among
their employees (such as scaling a mountain, preparing recipes for colleagues at a restaurant, sailing through
uncharted waters, crossing a jungle, etc.)

Creativity Training

In creativity training, trainers often focus on three things :

 Breaking away
 Generate new ideas
 Delaying judgement

Breaking away: In order to break away from restrictions, the trainee is expected to:

(i) identify the dominant ideas influencing his own thinking,

(ii) define the boundaries within which he is working,

(iii) bring the assumptions out into the open and challenge everything

Generate new ideas: To generate new ideas,

(i) the trainee should open up his mind;

(ii) look at the problem from all possible angles and list as many alternative approaches as possible.

(iii) The trainee should allow his mind to wander over alternatives freely,

(iv) switch over from one perspective to another

Delaying judgement: To promote creative thinking,

(i) the trainee should not try to kill off ideas too quickly;

(ii) they should be held back until he is able to generate as many ideas as possible.

(i) Brainstorming often helps in generating as many ideas as possible without pausing to evaluate them

Diversity Training

Diversity training considers all of the diverse dimensions in the workplace – race, gender, age, disabilities, lifestyles,
culture, education, ideas and backgrounds – while designing a training programme.

It aims to create better cross-cultural sensitivity with the aim of fostering more harmonious and fruitful working
relationships among a firm‟s employees.

The programme covers two things:

(i) Awareness building, which helps employees appreciate the key benefits of diversity, and
(ii) (ii) Skill building, which offers the knowledge, skills and abilities required for working with people
having varied backgrounds.
4) WRITE A SHORT NOTE ON THE DICIPLINE IN ADMINISTRATION.

INTRODUCTION
Discipline refers to orderliness (state of order), i.e. when there is no chaos, irregularity, misconduct, and hustle in
worker‟s behavior. Hence, discipline results in working, cooperating, coordinating, and behaving in a proper
manner, in which a normal person is expected to behave.

In the context of the organization, discipline means workers conform to the rules and norms designed by the
company for acceptable behavior. It is a kind of check or restraint on the liberty of an organization‟s workers,
which not just rectifies or modifies but also improves and strengthens a person‟s behavior.

It is an attitude of mind, the output of organization culture and overall environment.

PRINCIPLES OF GOOD DISCIPLINE

The several principles for a good discipline are given hereunder:

Code of Conduct: With the consent of both employers and workers code of conduct, i.e. rules and regulations can
be created which ensures maintenance of discipline in the company. The rules are formulated in such a way that
every person understands and follows them. These rules are communicated to all the members at the time of
induction.

Treatment of Equality: Each and every worker in the company is equal and so their treatment should also be
equal. There should be no partiality, and if anyone disobeys the rules, then he/she should be punished, regardless of
his role, gender, or position in the company.

Responsible person: The responsibility regarding the disciplinary action taken at the time of disobedience by an
employee, should be given in the hands of the responsible person who is authorized to give orders to the
subordinates.

Complete knowledge of rules and regulations: The employees must possess complete knowledge of the
company‟s rules and regulations. Also, they should be given knowledge about the punishment they would be given
for violation of a particular rule.

Preventive Measures: The company‟s management should lay more emphasis on the preventive measure, i.e.
positive discipline, rather than a negative one, which is a corrective measure.

Appeal: The supervisor or foreman has the responsibility of discipline, i.e. it is his duty to prove the act of
indiscipline and the accused has the right to make an appeal to the top executives, to prove his innocence.

Natural justice: The principle of natural justice needs to be adopted. And to do so, causes of indiscipline are
examined without any bias. The accused must be given the opportunity of being heard and express his side of the
story and thereafter the decision is taken.

Immediate action: For any indiscipline by a worker, prompt disciplinary action should be taken because when the
decisions are delayed, the deterrent effect will not be achieved.

Confidential Proceedings: The proceedings must be confidential, in the sense that they should not be convened in
the presence of any other persons apart from the accused and concerned persons. This is because it gives a wrong
impression to other people about the accused and he loses his faith in the company.
IMPORTANCE
Discipline encourages lifelong learning:

Self-discipline furthers focus on long-term goals and encourages better academic engagement. Which consequently
fosters love for learning.

Makes you feel good:

Furthermore, self-discipline makes you feel good. Because according to studies, self-disciplined people feel less
stressed. Less stress and worries make more time and energy to achieve more and enjoy more. It helps in studies as
well as later in life. Which leads to satisfaction with oneself and life.

Discipline evolves fortitude:

Resisting distractions is not easy. Discipline helps in remaining positive and also avoid temptation which helps in
staying focused. Putting effort in what you want to achieve is crucial for achieving any goals.

Discipline empowers health:

With discipline, we can make sure we take intuitive decisions but not impulsive decisions. Impulsive decisions lead
to poor decision making. And intuitive decisions need self-control. Self-control consequently leads to improved
physical, mental, and emotional health.

LIMITATIONS
Rebellious Behavior

Rebellious behavior in children, especially teenagers, can stem from very strict parenting. Strict rules without equal
love and affection can trigger defiant and rebellious behavior. Overbearing rules without a strong relationship
causes children to act out. Also, parents who are too controlling and do not allow children to make their own
choices can trigger rebellious behavior. Teenagers in particular need to have their thoughts and emotions validated
and not micro-managed.

Disrespectful Behavior

Children often become verbally disrespectful to overly strict parents. When children are told not to speak in a
particular manner, they can become even more disrespectful, whether it is in the moment or at a later time. Preteens
and teenagers, in particular, do not like being told what to say or think. Shouting orders, handing down severe
punishments and trying to control a child only adds to the disrespectful language and behavior.

Low Self-Esteem

Children look to their parents for self-esteem. Supportive parents give children a sense of love, empowerment and
capability. On the other hand, parents who demand perfection and hand down strict punishments can have the
opposite effect. Thus, if children are constantly being reprimanded and disciplined, then they feel unlovable, stupid
or unworthy. Low self-esteem affects the remainder of a child or teenager's life.

Anger

If children are continually exposed to anger or aggressive behavior, they begin to internalize and imitate this kind
of behavior. Excessive discipline can be expressed through yelling, verbal abuse, physical abuse or severe
punishments. This type of strict discipline and aggressive behavior can be passed down to a young child, preteen or
teenager. When children do not get what they want, whether it is a minor or major thing, they can react with similar
aggression and anger. Therefore, disciplinarians must carefully balance between love, affection, gentleness and
discipline and enforcement.
 5) EXPLAIN THE FEARURES OF CIVIL SERVICES.

INTRODUCTION
The civil service is typically described as the core, permanent administrative arm of government, including permanent
and pensionable officials working in government ministries, departments and agencies. It includes staff who advise on,
develop, and implement government policies and programmes and manage day-to-day activities. However, there is no
universal definition for the civil service, and in some cases it is considered to include the wider public service,
including the military, the police, teachers, health workers, and public enterprises.

FEATURES OF THE CIVIL SERVICE

1. Permanency:

The civil service is a permanent government establishment and employees enjoy security of tenure. The civil service
remains intact while government changes periodically.

2. Neutrality:

Civil servants are required to be politically neutral so that they can serve faithfully, any government in power, no
matter the controlling party. The Law requires them to resign their appointment where they are interested in partisan
politics.

3. Impartiality:

This implies that civil servants should discharge their official duties fairly to all the people they are serving, without
religious, class, gender, ethnic or any other sectional biases.

4. Anonymity:

Civil servants may neither disclose government official secretarial nor speak to the press on government matters,
except they are authorised by the minister supervising the ministry. They cannot be held responsible for their official
actions. The minister and director-general are politically accountable for the success or failure of their ministry.

5. Expertise:

The civil service consists of highly qualified and professionally experienced experts in various fields. The formulation
and implementation of government policies and programmes depend largely on these specialists, while political office
holders may not themselves be specialists in the areas they supervise.

6. Bureaucracy:

The civil service is characterised by very strict adherence to established rules and regulations; this sometimes causes
delays in the implementation of government policies and programmes.

7. Merit System:

Recruitment and promotion in the civil service is often based on merit. Only qualified and competent candidates are
recruited by the civil service commission. Promotion is also carried out in accordance with the established rules and
regulations.
 6) Define control. Explain the problems of control in civil services.

INTRODUCTION
Controlling is one of the important functions of a manager. In order to seek planned results from the subordinates, a
manager needs to exercise effective control over the activities of the subordinates. In other words, the meaning of
controlling function can be defined as ensuring that activities in an organization are performed as per the plans. Controlling
also ensures that an organization‟s resources are being used effectively & efficiently for the achievement of predetermined
goals.

PROBLEM OF CONTROL IN CIVIL SERVICE

 As instruments of public service, civil servants have to be ready for change. The common experience, however,
is that they resist changes as they are wedded to their privileges and prospects and thereby, have become ends
in themselves.

o For example, the 73rd and 74th Amendments to the Constitution have brought about major changes.
Rural and urban local governments have been enabled to become institutions of self government.

o However, the intended vision has not been achieved, due to the reluctance on the part of the civil
servants to accept the changes in control and accountability as well as the altered roles and
responsibilities.

 Rule-Book Bureaucracy

 By the rule book bureaucracy, it meant mainly following the rules and laws of the book without taking care of
actual needs of the people.

 Due to rule book bureaucracy, some civil servants have developed the attitude „bureaucratic behaviour‟, which
evokes issues like red-tapism, the complication of procedures, and the maladapted responses of „bureaucratic‟
organisations to the needs of the people.

 Political interference

 Civil servants at the regional level work in coordination with the political representative. They both are
required to serve the common people by bringing development, welfare, well-being and peace to the society.

 The political representative for the sake of fulfilling the populist demand, influences the functioning of
administrative officials. Hence, an administrative official has to adhere to the will of the political master.

 This interference sometimes leads to issues like corruption, arbitrary transfers of honest civil servants. Also this
led to substantial inefficiency where the vital positions are not held by the best officers and ultimately this can
lead to institutional decline.

 Structural Issues

 Civil services has been facing many structural issues

o Generalist officers: Civil Service are conceived primarily to deliver the core functions of the state such
maintenance of law and order and implement government orders.

 However, changing needs with the advent of globalisation, and economic reforms, the role of the
state has changed.
  Therefore, there are new challenges due to technological evolution (for example cyber security).
Thus, there is a higher demand (of specialist officers) for domain knowledge at policy level.

o Ensuring transparency and accountability along with participatory and representative decision-making
are some issues that need to be addressed.

o There are instances of lack of employment opportunities in some public services, while there are many
vacancies in others.

7) WRITE A SHORT NOTE ON AUTHORITY.

INTRODUCTION
Authority is characterized as the institutionalized and legal power inherent in a job role, or position that allows the
holder of the job to perform his or her responsibilities effectively. It is assigned officially and legally. Authority means
a particular authorization obtained from a person's higher officer and based on which a person is entitled to do the
work in an organization. It is important for administrative functions. Without authority, no person can carry out his
duties with full responsibility. This includes the right to monitor a situation, commit funds, issue orders, and demand
them to be obeyed. It is followed by accountability for one's acts and failures to execute actions. Additionally, true
authority often means that the authority is recognized by the aim.

CHARACTERISTICS OF AUTHORITY
Basis of Getting Things Done: Authority grants the right to do something in an organization and to control the actions
of the other employees of the organization. It immediately contributes to the completion of certain activities for the
achievement of the stated goals.

Legitimacy: Authority means a legal right open to superiors (within the company itself). This type of right exists
because of the practice of authenticity, custom, or norms agreed upon in an institution. Based on an organizational
hierarchy, the right of a manager to influence the behavior of his subordinates is granted to him.

Decision Making: A prerequisite of authority is decision-making. The manager may order his subordinates to behave
or not to act. The manager makes this form of decision concerning the operation of an office.

Implementation: Implementation affects the manager's personality. The subordinates or group of subordinates should
obey the manager's orders as to the execution of decisions. One manager's personality factor may vary from another
manager.

RELATIONSHIP BETWEEN AUTHORITY AND RESPONSIBILITY

Authority can be defined as the legal right of a person or superior to command his subordinates. On the other hand,
accountability refers to the duty of an individual to carry out his performance as per the company standards. The
direction of the flow of authority is from the superiors to subordinates. During this flow of authority, subordinates
receive orders and instructions from their superiors on the nature and time frame to complete the task. It is only by the
use of the authority that a manager exercises control and demands accountability from his subordinates.

For example, it is the marketing manager who directs the sales supervisor for the sale of a specified number of units
within a pre-scheduled deadline (such as in a month/ yearly goals). If the set standards are not satisfactorily
accomplished, it is the marketing manager who will be accountable to the chief executive officer. This example
illustrates how authority flows from top to bottom and why responsibility flows from bottom to top. Accountability is a
result of responsibility and responsibility in turn is achieved through authority. Therefore, authority and accountability
always go hand in hand.
Types of authority- ( max webber)
Traditional authority- It is that type of authority that stems out from traditional social action- authority based on
beliefs, customs and values. A leader comes to power because his family or clan has always provided the group‟s
leadership. Weber has used ideal type methodology to analyze historically, the different forms of traditional authority
differentiated between two very early forms of traditional authority. Weber says structures of traditional authority in
any form as barriers to the development of rationality. Weber argued that the structures and practices of traditional
authority constitute a barrier to the rise of rational economic structures in particular to capitalism.

Charismatic authority- this is the result of personal qualities of the person who exercises it .It corresponds to
affective social action. To Weber, charisma was a revolutionary force. The rise of a charismatic leader may well pose a
threat to the system and lead to a dramatic change in a system. This type of authority becomes more pronounced in
times of crisis and turmoil when other types of authority seem to be failing and new forms of authority are needed.
According to Weber, a charismatic system is inherently fragile. It survives only as long as the charismatic leader lives
or the crisis lasts. This type of authority is also not as effective as legal-rational authority as organization is not done on
rational criterion and members are not technically trained. An organization based on charismatic authority has no
formal rules, no established administrative organs and no precedents to guide new judgments.

Legal rational authority- this authority is based on Zweckrational social action or total rational action. Legal –
rational authority can take a variety of structural forms, but the form that most interested Weber was bureaucracy that
he considered the purest type of exercise of legal authority. Weber wrote about this category as it leads to the most
efficient system.

Actual authority may be a combination of above Ideal Types of authority. In the real world there is constant tension
and sometimes conflict among the three bases. The charismatic leader is a constant threat to the other forms of
authority. Further a particular type of authority may change over time and transform into another type. Weber refers
routinisation of charisma and traditionalisation of rationality as examples of such transformations.

8) WRITE A SHORT NOTE ON RESPONSIBILITY IN ADMINISTRATION.

INTRODUCTION

The term responsibility has two different senses in management literature. Some writers explain it as a duty or task
which assigned to a subordinate on the basis of his position in the organization. Responsibility is also the obligation of
an individual to perform the duty or task assigned to him.

TYPES OF RESPONSIBILITY
Corporate social responsibility is traditionally broken into four categories: environmental, philanthropic, ethical, and
economic responsibility.

1. Environmental Responsibility

Environmental responsibility refers to the belief that organizations should behave in as environmentally friendly a way
as possible. It‟s one of the most common forms of corporate social responsibility. Some companies use the term
“environmental stewardship” to refer to such initiatives.

Companies that seek to embrace environmental responsibility can do so in several ways:

 Reducing pollution, greenhouse gas emissions, the use of single-use plastics, water consumption, and general
waste
  Regulating energy consumption by increasing reliance on renewables, sustainable resources, and recycled or
partially recycled materials

 Offsetting negative environmental impact; for example, by planting trees, funding research, and donating to
related causes

2. Ethical Responsibility

Ethical responsibility is concerned with ensuring an organization is operating in a fair and ethical manner.
Organizations that embrace ethical responsibility aim to practice ethical behavior through fair treatment of all
stakeholders, including leadership, investors, employees, suppliers, and customers.

Firms can embrace ethical responsibility in different ways. For example, a business might set its own, higher minimum
wage if the one mandated by the state or federal government doesn‟t constitute a “livable wage.” Likewise, a business
might require that products, ingredients, materials, or components be sourced according to free trade standards. In this
regard, many firms have processes to ensure they‟re not purchasing products resulting from slavery or child labor.

3. Philanthropic Responsibility

Philanthropic responsibility refers to a business‟s aim to actively make the world and society a better place.

In addition to acting as ethically and environmentally friendly as possible, organizations driven by philanthropic
responsibility often dedicate a portion of their earnings. While many firms donate to charities and nonprofits that align
with their guiding missions, others donate to worthy causes that don‟t directly relate to their business. Others go so far
as to create their own charitable trust or organization to give back and have a positive impact on society.

4. Economic Responsibility

Economic responsibility is the practice of a firm backing all of its financial decisions in its commitment to do good in
the areas listed above. The end goal is not to simply maximize profits, but make sure the business operations positively
impact the environment, people, and society.