The theory of bureaucracy is a perspective in organizational management that emphasizes the importance of structured hierarchies clear roles and responsibilities,formal rules and regulations, standardized procedures, and efficient decision making processes to achieve organizational goals. As per this theory, bureaucracy is a necessary and effective organizational form that enables large and complex organizations to function smoothly and effectively. it is characterized by a strict division of labor, an extensive hierarchy of management, and a set of standardized procedures and rules that aim to ensure consistency and predictability in decision making. the primary goal of bureaucracy is efficient and rational management of resources to achieve objectives and goals. this theory was originated by Max Weber a German sociologist.

Max Weber was a lawyer  who got interested in the social aspects of organizations. during his time markets were booming and his life long work on the study of organizations led to believe that specific kind of organization called ''bureau'' (desk) will help in the growth of markets. he gave following main characteristics of the bureaucracy. 

General Characteristics 

  • Hierarchy of authority 
  • Impersonality 
  • Written rules and documents 
  • promotion on achievement 
  • specialized division of labor 
  • Efficiency 

Hierarchy of authority 

Hierarchy is the various levels in the organization. 

Authority

Authority is the ability to exercise influence over a group of people. as shown in the figure a hierarchical organization looks like pyramid.

Weber distinguished three main types of authority. 

Traditional Authority 

the authority that one inherits, e.g. the son of king will be the future king. in traditional societies the authority is transmitted. 

Charismatic 

it is the authority that one possesses because of one's personal traits and abilities. E.g. TV artists, sports stars.

Rational legal Authority

it is the authority that is acquired as a result of a position. e g. policeman has authority because of the position. one may posses a mix of these above authorities. 

Impersonality 

the official is provided all equipment to carry out his duties; he does not own the ''means of administration.'' Activities are completed impersonality, which means that the self of individual is not involved in the work. 

Written Rules and Documents 

Bureaucracy  demands that the written rules of the organization be strictly followed and that the officials remain loyal. All the work in organization is written. Compliance is to the written instructions. 

promotion based on achievement 

bureaucracy requires the tasks assigned to an official performed and completed in an efficient and effective manner, and promotion is based on the level of skill and ability of the official. 

Specialization / Division of labor 

each person should perform a given and assigned task 

example; A person assigned the task of typing should only perform that task. he should not be asked to do other task. if he/she continues to perform the task he/she will develop competence in that area. 

pin making; Another example is of pin making given by Adam smith. of the pin os made by one person he will take longer. but of the wire is straightened by one person, the other person cuts the wire and the third person rounds the head of the pin, then the output can be increased due to specialization.