Introduction
Undeniably, the organizational structures or rather authorities that are observed in most organizations in the modern world have evolved greatly. The kind of authority that is applicable in any given organization greatly depends on structural organization of the particular organization. Bureaucratic is one of the commonly organizational structures that are found in most organizations today. Different scholars from various fields such as sociology, political science as well as public administration have undertaken a wide research on bureaucracy. This indicates that, various individuals have tried to define this terminology differently depending on his/her viewpoint. For that reason, there is no common definition of what bureaucracy is. This is the reason why intellectuals term it to be “a notorious word of our age”, (Alazzawi, 2009). Generally, the term “Bureaucracy” can be defined as “a system of administration which can be identified by officialism, red tape and propagation”. Precisely, this is a system of governance which is well-known by a clear hierarchy of authority, written and rigid regulations, rules and procedures, inflexible division of labor, and impersonal relationships. These attributes of bureaucracy are some of the reasons why most scholars so it has having a negative impact on the society. However, a few individuals, like Max Weber, tried to address this terminology from the positive side, (Alex, 2011).
Evolution of bureaucracy
Bureaucracy has evolved greatly since its emergence several years back. In the late 18th and early 19th century, the term “bureau” was used to refer to officials’ power in Public Administration. The term ‘bureaucracy’ was first put together by De’Gournay’ in France. With time, this terminology spread to various parts of the world such as; Italy, Germany and United States. However, more light was shade on the terminology by Max Weber, a Germany Theorist, who saw it from a positive point of view, (Paul, 2007). Weber asserted that, it is difficult to attain an ideal form of bureaucracy. Nevertheless, he outlined how an ideal form of bureaucracy could be. Some of the characteristics that he gave include: fixed division of labor, fixed salaries for employees, clear hierarchical positions, promotion is given according to seniority, separation of work from family and home, and finally, well written rules that controls the behavior/duties of individuals at work, (Alazzawi, 2009). Currently, bureaucracy is experienced in almost every aspect of the society; for instance, in the political context, economic context as well as social context.
Forms of bureaucracy
According to Weber, there are two forms of bureaucracy. The first form is that which is constructed upon “consent”. In this case, rules are formulated through an agreement process. This is regarded to be a justifiable form of bureaucracy. A good illustration of this kind of bureaucracy is parliament, (Paul, 2007). The other form of bureaucracy is “punishment centered”, and its basis lies on the imposition of regulations and rules as an end in itself. The major objective of this kind of bureaucracy is to dig up obedience from the general population. A good illustration of this form is the “secret police”. It is clear that the latter form of bureaucracy will not be considered as being legitimate. Arguably, the former form forms the basis of bureaucracy that is being experienced in the modern world, (Alex, 2011).
Bureaucracy and modernity
Weber asserted that, bureaucracy is rational and efficient as compared to other forms of administration. Additionally, all kinds of bureaucracy require rules. It has been noted that, organizations in the modern world employ quality assurance programmes which are similar those which Weber described during his era. In the modern world, bureaucracy is experienced in almost all aspects of life. It is experienced in political governance, social life, as well as in the world of business. Unlike during the time of Weber, bureaucracy has greatly advanced in almost all aspects, (Paul, 2007). Arguably, advancement of technology has been one of the contributory factors to the growth of bureaucracy. There are various attributes that can be used to describe bureaucracy in the modern world which are as follows.
Another characteristic of bureaucracy in the modern world is that, the office hierarchy ideologies as well as graded levels of authority indicate a determinedly ordered system of super-and subordination; in which the higher authority supervises lower offices. In this kind of system, those who are governed have an opportunity to appeal the decisions that are undertaken in the lower office to higher authority, but in a regulated way. The ideology of office authority of a hierarchical nature is very common in all bureaucratic structures, i.e. both in the private as well as the public sector, (Bolender Initiatives, 2010). Notably, an office continues to exist once it has been established and having fulfilled its duty and it can be occupied by another incumbent.
In addition, in the modern era management of office is based on hard copy or written documents, which are usually kept in their innovative and draught form. Within the public office, the officials and the files or rather the written documents make up what is referred to as a ‘bureau’ while in the private sector they are referred to as ‘the office’. In general terms, there is a distinction between private life and official duties. This principle can be experienced in all the segments of the modern world, (Cutajar, 2010). For instance, the office of the executive is distinguished from the household, assets of business from private fortunes, and business from private connection. This can be explained by the fact that, a typical modern entrepreneur considers himself/herself to be the “first official” of his/her enterprise, just like a bureaucratic ruler considers himself/herself to be ‘the first servant’ of the country.
Finally, office management assumes systematic and expert training. This is evident from modern employee of private enterprises and the executive; in the same way it is applicable to state official, (Cutajar, 2010). Besides, there are general rules that should be followed in management of the office, which are less or more exhaustive, less or more stable as well as which can be learned. These rules stand for the special training of the officials. Generally, this training include business management, or administrative or jurisprudence.
Effects of bureaucracy
Bureaucracy has both positive and negative effects. The first positive effect is that, there are reduced chances of friction in administration. This is based on the fact that, organizations are structured in a hierarchical manner with fixed rules and regulations. Therefore, it is very rare for the roles of those in power to collide at one given time. The other positive effect is that, it leads to reduction of personal costs, (Cutajar, 2010). Resources are allocated to each and every segment of administration depending on the duties that it has been allotted. Therefore, there are minimal chances that individuals will incur personal costs on official matters. If they incur such costs, in many cases they get a refund later. Third, there is clarity in communication. This can be explained by the fact that, there are clear channels of communication within the organization which enhances smooth flow of information. Lastly, there is precision due to the fact that rules and regulations that are to be followed have been put into place.
As mentioned above, bureaucracy has its negative effects as well. For example, there is no room for officials to exercise their intelligent judgment. There is an impersonal kind of relationship and the official usually work on a fixed routine. Secondly, a lot of paperwork, “red tape” and routine are the order of the day within the organization. Written documents have to be prepared from time to time, (Alazzawi, 2009). Actually, an office is made up of the official and the files. Another, point is that, there is multiplication of administrative functions; due to the fact that various departments could be performing some duties which could otherwise be performed by a single department.
Lastly, is the problem of specialization of labor. People usually are trained to undertake one kind of job in the organization. Therefore, there is no opportunity for people to explore other ventures; which increases the problems of unemployment.
References
Alazzawi, M. (2009). Bureaucracy. Retrieved on 21st July 2011 from
http://www.scribd.com/doc/2440655/Bureaucracy
Alex, L. (2011). Key Concepts in Classical Social Theory. London: SAGE
Bolender Initiatives, LLC. (2010). Max Weber: Bureaucracy. Retrieved on 21st July 2011 from
http://www.bolenderinitiatives.com/sociology/max-weber-1864-1920/max-weber-bureaucracy
Cutajar, M. (2010). Max Weber Bureaucracy Theory. Retrieved on 21st July 2011 from
http://www.suite101.com/content/max-weber-bureaucracy-theory-a267433
Paul, D.G. (2007). In Praise of Bureaucracy: Weber, Organization, Ethics. London: SAGE
