Professional Documents
Culture Documents
ADMINISTRATIVE BEHAVIOUR
Administrative behavior, i.e. Behavior of administrators in their administrative capacities of an
organization and what all influences them while taking decisions and handling different situations there, thus
leading us to an understanding of the internal day to day functioning of an administrative organization and how
everything and everybody in it work in perfect tandem to achieve its overall goals and objectives through a
study of its employees behaviours.
PROCESS & TECHNIQUES OF DECISION - MAKING:
Decision making is immensely significant in the study of administration. Decision making is the process
through which one optimal (best/most likely to bring success or advantage) alternative/choice is made from
several possible alternatives/choices of solutions for a given issue/situation that will ensure maximum benefit
and least risk than the others who were not selected. It involves choices also between the result and the
ways/methods or techniques to get to that result. It also involves the cost and benefit analysis of the choices to
choose from and the one that suits the best is then considered. Successful decision making techniques and
methods and experience of administrators in the same have always ensured success. It is the mechanism
through which an organisation achieves its goals. At each and every junction of policy formulation as well as
policy implementation and also in private organizations, it is Decision making only that is present everywhere
and all the time. The running of an organization is based on decisions that are to be taken at every step. So, it
can be understood as to how significant and essential is the process and techniques used in Decision making by
the administrators in the running of an organisation. No decision is alone; all decisions are linked together in a
sequential chain.
Chester Barnard was the pioneer of the decision making approach and considered it the 'essential process of
organizational action'. Herbert Simon who was the most prominent, significant & detailed contributor of
the Behaviorist school of thought and Decision making theorist has also stated that decision making apart from
the above mentioned is also a decision to be taken between action and non-action.
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network of decisions is to be executed in different phases. But,maximum rationalisation can be achieved in a
simple or one time issue/situation.
2) The second aspect,that is, the Fact - Value Dichotomy comprises of:
Simon in his writing asserts that each decision consists of a logical combination of fact(proven examples) and
value(good and bad/morality,culture or virtues) propositions. He states that as much as possible decisions
should be based on facts and not influenced by values much so that there is uniformity in decision making
universally and also decisions based on facts are most beneficial as they are proven and tried and tested most of
the time and well calculated. He however made an exception for values stating that values can take part in
decisions relating to the fixation of end goals of a policy while factual judgements shall be seen pre-dominant
in the implementation of such goals.
3) The third aspect that is bounded rationality has been already explained above. Simon has presented six
types of rationality in decision making:
1) Subjective - A decision is subjectively rational if the decision maximizes attainment when compared to the
knowledge of the subject that the administrator has.
2) Objective - A decision is objectively rational where it is correct behaviour for maximising given values in a
given situation.
3) Conscious - A decision is consciously rational where adjustment of means (methods, equipment and funds
used to achieve an end/objective/goal) to ends(end result/objective or goal) is a conscious & planned process.
4) Deliberate: Decision is deliberately rational if the adjustment of means to ends has been deliberately
sought.
5) Personal: Decision is personally rational if the decision is directed to the individual's goals.
6) Organisational: Decision is organizationally rational to the extent that it is aimed at the organization’s
goals.
Now, apart from Herbert Simon's Decision making theory/approach let's explore some other models of
Decision making by different theorists.
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COMMUNICATION:
Communication is one of the most basic functions of administration and is one of the essential reasons for the
success or failure of an organisation. If there is a systematic and properly developed communication system
then the organisation booms.
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Communication refers to sharing and transmitting of ideas, facts, opinions, information and understanding
from one person or place or thing to another and is the heart of management as it helps various functional
groups within an organisation understand each other's functions and concerns. It ensures co-ordination and
helps get work done quickly and within time among various inter related units if there is clear communication
through a systematised and developed channel. It can be in the form of orders, directions, suggestions, advice,
reporting requests and feedback.
FEATURES OF COMMUNICATION:
1) It involves people.
2) It involves shared meaning
3) It is symbolic
4) It is a two-way process
5) It is a pervasive function, applying to all phases of management and to all levels of authority.
COMMUNICATION PROCESS:
Any communication involves-
1) A sender - Who sends out the message
2) A receiver - Who receives the message
3) A 'medium' through which the message is communicated. This message could be written,oral or non-verbal.
4) Message - It is the physical form into which the information is encoded(in to a series of symbols).
5) Channel - The mode of transmission of the message
6) Decoding - The interpretation of the message by the receiver.
7) Noise -The factors that hinder effective communication.
8) Feedback - Receiver's reaction to the sender's message.
FORMS OF COMMUNICATION:
1) VERBAL COMMUNICATION - It is a part of formal communication. Communicated through
language and symbols and the most significant form of communication. There are 2 sub-forms of verbal
communication - Oral communication and written communication. Oral communication - through phone,etc. It
is fast paced and happens in real time. Written communication - letters,e-mails,etc. It is highly significant as
what is written is clearly conveyed without any distortion and can always be recalled in time of need and is a
written proof.
VERBAL COMMUNICATION PATTERNS:
1) Downward: When it flows from superior to subordinate. A clear communication here will reduce the
uncertainties of the subordinate and the job will be done perfectly.
2) Upward - When it flows from subordinate to superior. Helps superior get the requisite field knowledge and
subordinate feels motivated and time is cut down in taking decisions as subordinate can skip some levels and
approach relevant official directly.
3) Lateral - When it takes place at the same level. Teamwork is enhanced and an open environment prevails.
4) Diagonal - When it takes place between manager and members of other work groups.
5) External - When members of one organisation communicate with another organisation members.
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MORALE:
Also known as 'esprit de corps' (Henri Fayol's fourteenth principle of administration) is the amount of
confidence felt by a person or group of people, especially when in a dangerous or difficult situation at
work/organisation.
A high morale person will not be afraid from taking up challenges and accept orders. Whereas a low morale
person will have limited attention of work and not be open to accept orders. The morale of a person shows his
overall adaptability to the overall organizational situation. An employee keeps doing an individual assessment
of his work and his organization’s status in society and his work environment and management's attitudes
towards him and after assessing all this he reaches conclusions as to how to proceed. If his assessment comes
out positive then he experiences high morale, but if it comes out negative then he experiences low morale and
this can be made out by his behavior and attitude towards his work mentioned above.
It is considered as a group phenomenon as mostly employees in a group tend to feel the same way and the
factors they take into consideration is used by everyone while doing their own individual assessments.
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Corruption in administration has a very negative impact on morale of the workforce. Employees seeing no way
out tend to have no initiative and lack of will and desire to perform their jobs with optimum energy.
Miller has suggested two ways to curb deviant or corrupt behavior of employees:
1) The framework of surveillance and scrutiny.
2) The framework of socio-psychological interventions like feedback and helping employees vent out their
feelings to the management once in a while.
MOTIVATION:
Motivation is the enthusiasm or reason for doing something. Frederick Herzberg, Abraham Maslow, David
Mclelland and David Mcgregor are major contributors to the motivation theory. Motivation is specific to an
individual and is almost always an individual phenomena.
There are three reasons/aspects to motivation or the lack of it:
1) Needs: These are deficiencies that a person does not have but wants to have.
2) Drives: These are action oriented and provide energy thrust towards goal achievement. Its the very heart of
motivational process.
3) Goals: Incentives or pay offs that provide private satisfaction but reinforce the everlasting chain of needs.
TYPES OF MOTIVATION:
1) Incentive and position incentive: Helps fulfill the four P's of motivation of employees - Praise, prestige,
promotion and pay cheque.
2) Negative or fear motivation: This trend is mostly no longer used. It is when a person is coerced into doing
a job because he is fearful of consequences if he does not do it.
3) Extrinsic motivation: Pay promotion, status, fringe benefits, retirement plans, holidays/vacations etc. This
motivation is largely monetary in scope.
4) Intrinsic motivation: Feeling of having accomplished something that is worthwhile. It is symbolized by
praise, responsibility, recognition, esteem, status, competition and participation.
5) Financial motivation: salary, bonus, profit sharing, leave with pay,etc.
6) Non- financial motivations: Non-financial/monetary in nature. Job enlargement, job rotation, job loading
or more responsibility, Job enrichment, Job security, delegation of authority, status and pride, praise and
recognition, competition and participation etc.
Taylor propagated the 'carrot and stick' approach of motivation in his scientific management theory where he
emphasized only on financial incentives and fear of punishment and non-performance should be imposed on
the employee to motivate him to work harder sincerely.
1) CONTENT THEORIES OF MOTIVATION: Theories of this school of thought are based on the needs,
motives or desires that drive employees to get motivated and job satisfaction and work harder. Let's understand
it better:
a) MASLOW's NEED HIERARCHY THEORY: Maslow asserts that man's needs are basically five and are
arranged in a pyramid from bottom to up starting with biological needs and ending at self-actualization. he
states that the fulfillment of one need helps man to not want it anymore and thus he is motivated to proceed
further up and achieve more. These needs are: Biological needs like hunger, thirst and other physiological
needs. Safety needs like security from physical and emotional harm and a wanting of a family and community.
Love and belonging needs like affection, acceptance, friendship and affiliation. Esteem needs like self-respect,
autonomy and achievement, status, recognition and attention etc. Self-actualization needs like growth, realizing
one's actual potential and self fulfilment and becoming the best person one can be both professionally and
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personally
LIMITATIONS OF MASLOW's THEORY:
It is not been proven that once a need is satisfied that man will not want it again.
Not necessary that everyone will pursue self actualisation. No practical evidence is presented to support his
hypothesis that the needs are progressive that is if one is satisfied then man proceeds with motivation to
achieve the next. Hypothetical model of pyramidal needs that cannot be seen as suitable for explaining
motivation at the work place as it is too generalised and prescriptive in nature.
b) HERZBERG's TWO FACTOR OR TWIN FACTOR THEORY OF MOTIVATION:
He believed that all individuals in a society have two sets of needs: to avoid pain and to grow psychologically.
The twin factors that play a key role in motivation of an employee according to Herzberg are called Hygiene
factors and Motivation factors. Motivation factors are the factors that lead to job-satisfaction and those are job
enrichment, achievement, recognition, challenge. These have a positive influence on job satisfaction, efficiency
and higher productivity of an employee. The presence of these factors motivate the employee but their absence
does not lead to job dissatisfaction as an employee might still like his job as it is an d continue with no extra
involvement or more involvement. So that is not considered job dissatisfaction which leads to lack of desire,
opposition and drop in productivity etc. Job dissatisfaction is caused by company policy and
administration which are contradictory to the individual's goals, inept supervision practices, not up to the mark
salary, interpersonal relations between employees and working conditions. Hygiene factors help remove this
dissatisfaction by improving them. Absence of hygiene factors might lead to job dissatisfaction but its presence
does not guarantee motivation as motivational factors are related to the specifics of the job and responsibilities
associated with it as mentioned above and not anything outside the job profile of an employee. A hygiene
seeker employee will not be concerned with the substantive aspects of the job for what he is in the organisation
but will be interested in the complementary aspects of the organisation like his environment etc. Whereas a
motivation seeker employee looks for challenges in his job and is only bothered about his job responsibilities
and how to netter and grow in it and is mostly an overachiever.
Kelley suggested that in order to motivate an employee first their style/scheme of attributes should be
identified and reinforced (made stronger) to get the desired behaviour from the person. People with internal
attributes as mentioned above operate better than the ones who are easily influenced by external factors as
training and proper opportunities help them get motivated and they are self-motivated people. And the people
who are influenced by external attributes can be motivated by improving external factors like supervision
techniques, tools or other identified environmental factors as per the individual concerned
b) SKINNER's OPERANT THEORY OR ORGANISATIONAL BEHAVIOUR MODIFICATION
THEORY OF MOTIVATION:
He believes that causes of an individual behaviour in an organisation are outside the person and in the
environment. Behaviour modification is achieved by operant(Involving the modification of behavior by the
reinforcing or inhibiting effect of its own consequences (instrumental conditioning) conditioning. If an
individual finds that the consequences of his behaviour are favourable to him then that behaviour will reinforce
and become stronger as time passes and if not favourable then it will gradually weaken and disappear. This is
operant conditioning.
The strength of this approach/theory is that it is so closely similar to requirements of a good management and it
emphasizes removal of hindrances and obstructions to performance, careful planning and organizing, control
through feedback and expansion of communication.
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c) Managerial Grid: Blake and Mouton developed this conceptual framework for studying leadership and
identified and used 2 variables - concern for people and concern for production. It describes five managerial
styles:
1) Country club management- Thoughtful attention to people to lead to a satisfying and relaxed atmosphere.
2) Task management: Keeping human elements interference to a minimum by standardizing conditions of
work.
3) Middle of the road or dampened pendulum- balancing work extractment with satisfactory moral of
employees in place.
4) Team management: Work is accomplished through committed people and there is an Independence that is
based on relationships of trust and respect.
5) Impoverished management- Exertion of minimum effort to get required work done is appropriate to sustain
organisational membership. According to them leadership is most effective when people and task management
are both balanced.
The criticism they attracted was that they have little substantive evidence to prove their claims in all situations
and the extreme positions explained by them are rarely found in organizations like impoverished management
on one end and country club management on the other end.
1. Leader-Member Relations, referring to the degree of mutual trust, respect and confidence between the leader
and the subordinates.
2. Task Structure, referring to the extent to which group tasks are clear and structured.
3. Leader Position Power, referring to the power inherent in the leader's position itself.
When there is a good leader-member relation, a highly structured task, and high leader position power, the
situation is considered a "favorable situation." Fiedler found that low-LPC leaders are more effective in
extremely favourable or unfavourable situations, whereas high-LPC leaders perform best in situations with
intermediate favourability.
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leader-member relations. In his 1976 bookImproving Leadership Effectiveness: The Leader Match
Concept Fiedler (with Martin Chemers and Linda Mahar) offers a self paced leadership training programme
designed to help leaders alter the favourableness of the situation, or situational control.
CRITICISM:
1)Researchers often find that Fiedler's contingency theory falls short on flexibility.
2)They also noticed that LPC scores can fail to reflect the personality traits they are supposed to reflect.
3)Fiedler’s contingency theory has drawn criticism because it implies that the only alternative for an
unalterable mismatch of leader orientation and an unfavorable situation is changing the leader.
4)The model’s validity has also been disputed, despite many supportive tests (Bass 1990).
5)Other criticisms concern the methodology of measuring leadership style through the LPC inventory and the
nature of the supporting evidence.Fiedler and his associates have provided decades of research to support and
refine the contingency theory.
6)Cognitive Resource Theory (CRT) modifies Fiedler’s basic contingency model by adding traits of the leader.
CRT tries to identify the conditions under which leaders and group members will use their intellectual
resources, skills and knowledge effectively. While it has been generally assumed that more intelligent and
more experienced leaders will perform better than those with less intelligence and experience, this assumption
is not supported by Fiedler’s research.
7)The contingency model does not take into account the percentage of "intermediate favourability" situations
vs. "extremely favourable or unfavourable situations", hence, does not give a complete picture of the
comparison between low-LPC leaders and high-LPC leaders.
1) Employee characteristics: These include factors such as employees’ needs, locus of control, experience,
perceived ability, satisfaction, willingness to leave the organization, and anxiety. For example, if followers are
high inability, a directive style of leadership may be unnecessary; instead a supportive approach may be
preferable.
2) Characteristics of work environment: These include factors such as task structure and team dynamics that
are outside the control of the employee. For example, for employees performing simple and routine tasks, a
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supportive style is much effective than a directive one. Similarly, the participative style works much better for
non-routine tasks than routine ones.
When team cohesiveness is low, a supportive leadership style must be used whereas in a situation where
performance-oriented team norms exist, a directive style or possibly an achievement-oriented style works
better. Leaders should apply directive style to counteract team norms that oppose the team’s formal objectives.