Effective administration is the key to success

1. Principles and Problems of
Adminisrtation
Rajinder Kaur Kalra
Professor and Head (Retired)
PAU Ludhiana
9814067709

2. Principles of Administration
• Principle of Hierarchy
• Principle of Span of control
• Principle of unity of command
• Principle of delegation of Authority
• Principle of responsibility
• Principle of two way Communication
• Principle of Flexibility
• Principle of specialization
• Principle of Centralization and decentralization

3. Principle of unity of command
• The hierarchy of the members in the
organization are arranged in a of line positions
known as the scalar process where positional
authority and responsibility run upward and
downward through levels with broad bottom
and a single head at the top in order to preserve
the unity of command
• In an effective organization each worker knows
whom he is expected to supervise
• Clear line of authority

4. Principle of delegation of Authority
• In order to run an organization properly
authority is delegated by an Officer to his
subordinates. It increases the efficiency
because decision can be taken at lower
levels. Authority should be delegated as far
down as possible but the number of levels of
authority should be kept at a minimum.

5. Principle of Responsibility
• When the authority is delegated to the
individual, along with it comes responsibility
• It will check the misuse of authority.
• There should be proper balance between
authority and responsibility
• The responsibility and authority of each
person should be clearly defined in writing
• Responsibility should always be coupled with
corresponding authority

6. Principle of Span of Control
• An Officer must be given that much number
of persons to supervise which he can do
effectively
• This number must not be too big or too small
• The span of control is such as is needed to
attain the quality of decisions which will
result in increased effectiveness and
efficiency of attaining the organizational
objectives

7. Principle of two way Communication
• Two way channels of communication
• Vertical communication
• Horizontal communication
• Adequate communication results in increased
effectiveness and efficiency of attaining the
organizational objectives

8. Principle of Flexibility
• Flexibility of administration helps materially
in getting acceptance of change where as
rigidity tends to hold procedure while a high
degree of flexibility is desirable and
contribute to good staff relations and high
morale
• If practiced in excess it can produce situations
in which indecision is apparent and result in
frustration

9. Principle of Satisfaction
• Satisfaction of workers play an important role
in achieving the full potential of the
organization
• The structuring of work relationships should
be so planned that the objectives of the
organization and individual are realized
simultaneously

10. Principle of specialization
• Refers to people doing what they were hired
to do rather than being assigned tasks
outside their job descriptions

11. Principle of Centralization/
Decentralization
• Centralization refers to authority at the top
• Decentralization is when responsibility is
delegated to various levels

12. Principle of Hierarchy
• Every administration has a hierarchy that is
often represented as a pyramid
• The heads of the departments in an
organizations make decisions that concern
their divisions
• Final decision makinghowever rests with the
head of the organization

13. Problems of Administration
1. Failure to clarify relationships
2. Failure to delegate authority
3. Delegating authority without responsibility
4. Multiple subordination
5. Short-circuiting
6. Giving extra-constitutional authority
7. Formation of clique

14. Failure to clarify relationships
• This is the chief source of
• Friction,
• Politics
• Inefficiency
• Amongst the members of an organization

15. Failure to delegate authority
• This create the needs for referring
• Even the trifling problems
• to the upper level
• Overburdening the top executive
• with details and
• slowing down decision-making at the
operational levels

16. Delegating authority without
responsibility
• This may lead to
• Anarchy
• The subordinate should be responsible to the
superior for proper use of the delegated
authority

17. Multiple subordination
• The practice of subordinates having
• more than one person to report
• may lead to breakdown in the
• unity of command

18. Short-circuiting
• Establishing relationship between superior
and subordinate
• Bypassing one or more levels of
administrative hierarchy for communication
and action,
• May lead to low morale and
• Lack of initiative amongst the functionaries
• Who have been ignored

19. Giving extra constitutional authority
• Delegating authority by a superior to some
selected subordinates of personal choice
• Who are not entitled to it under the rules
• May help to develop an autocratic
atmosphere
• And vitiate the working climate of the
organization

20. Formation of clique
• Developing narrow exclusive circle by a
superior with some selected subordinates
• May damage the organization to the
• extent that it may not be able to
• reach its goals

21. THANK
YOU