What Is A Bureaucratic Organization?

A bureaucratic organization is a form of management that has a pyramidal

command structure. The bureaucratic organization is very organized with a high
degree of formality in the way it operates. Organizational charts generally exist for
every department, and decisions are made through an organized process. A strict
command and control structure is present at all times. Bureaucracies are meant to be
orderly, fair and highly efficient.
Bureaucratic organizational structures have many layers of management, cascading
down from board of director to president to production managers - all the way down to
finance manager who work as accountant in admin side. So, authority is centered at
the top, and information generally flows from the top down. For example, a board of
director may implement a new policy stating that employees must have all overtime
approved my management before actually working the overtime. The new policy will
go from the desk of the senior executive all the way down to the frontline employee.

BUREAUCRATIC ORGANIZATIONAL LAYOUT OF FROZEN

ICE CREAM
The location of this business is in Ipoh, Perak and the type of formal organization in this
business is the Utilitarian Organization. In this organization, everyone got their own
task/goal/purpose that helps in the development in manufacturing and supplying of
soldering flux for domestic and export market. It will help to increase the profit of the
business.

Board of Director
The board of directors is appointed to act on behalf of the shareholders to run the day to
day affairs of the business. The board are directly accountable to the shareholders and
each year the company will hold an annual general meeting (AGM) at which the
directors must provide an annual report to shareholders on the performance of the
company, what its future plans and strategies are and also submit themselves for reelection to the board.
Managing director
Managing director is responsible for the daily business of the company. The managing
director will also represent the company; the managing director will conclude contracts
in the name of the company and will represent the company in court. Managing
directors work with other top - tier executives to oversee the operations of companies
and organizations across a variety of industries, such as banking, healthcare,
marketing, advertising, information technology, and government. They may establish
new business contacts, interact with clients, and recruit employees. Managing directors
might develop strategic marketing and sales plans to boost profits and efficiency. They
may also coordinate the efforts of various departments, such as legal, finance,
marketing, and sales, to meet company goals.
General Manager
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General Manager is in charge of various aspects of the production of goods, and their
specific duties often depend on the type of products that are produced. Most managers
are in charge of establishing and meeting production goals, developing new ideas to
make production more efficient, maintaining quality control, and meeting the needs of
their employees. Managers may supervise hundreds of employees and be in charge of
entire goods, or they may oversee a specific department.
HSE Officer
Provides operational HSE Officer Support for all activities associated with the permitting
and day-to-day operation of the office and shore base. Implements health, safety and
environment plans, programs, and procedures and maintains compliance with various
regulatory permits issued by local, state and national authorities. Implements internal
HSE Officer Management Systems to ensure compliance.

H .R .Manager (Human Resources)

The role of human resources management is to manage people in strategically, how the
people work in each department level. This includes managing recruiting and hiring
employees, coordinating employee benefits and suggesting employee training and
development strategies. In this way, HR professionals are consultants, not workers in an
isolated business function; they advise managers on many issues related to employees
and how they help the organization achieve its goals.
Operation Manager
An operations manager typically ensures smooth operation of various processes that
contribute to the production of goods and services of an organization. The role of an
operations manager is very wide and encompasses many operational areas. While
other employees can focus on a specialized area of operation (for example, finance and
systems support), an operations manager typically wears multiple hats and does a bit of
just about everything. The role of an operations manager has become a lot wider ever

since globalization has brought in intense competition among the organizations and the
manager is required to execute responsibilities
Marketing Representative
A marketing representative supports a number of marketing activities with the purpose
of generating positive imaging for a companys services or products. Positions in this
field encompass sales responsibilities along with advertising and communication tasks
to promote, sell, or engage customers and potential customers in purchasing a
companys products or services. Representatives are expected to generate a positive
awareness of a business, organization, service, or product as well as develop a
connection between buyers and sellers. This job involves a significant amount of
multitasking and strategizing with the task of implementing and developing a multitude
of marketing and sales plans and goals.

Accountant
The accountant responsible is to developing external relationship with appropriate
contact with outside people who related in same field. For example, the auditors,
bankers or statutory organisation. He or she need to producing accurate financial report
to specific deadlines. And also keeping abreast of changes in financial regulations and
legislation.

Admin Clerk
The Administrative Clerk is responsible for providing administrative and clerical services
in order to ensure effective and efficient administrative operations. The Administrative
Clerk must comply with the Financial Administration Act, Generally Accepted Accounting
Principles and settlement policies and procedures. The Administrative Clerk reports to
the Senior Administrative Officer and is responsible for providing secretarial,
administrative and clerical services.
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Maintenance Supervisors
Maintenance Supervisors are responsible for inspecting buildings to identify
maintenance issues, such as leaky ceilings and faulty electrical switches. They report
them and create work assignments for the staff. Supervisors perform human resource
duties such as hiring, training, promoting and dismissing staff. They also motivate
employees, resolve disputes and conduct performance evaluations. Administrative
duties include creating periodic reports, such as work schedules, employee payroll and
budget planning. Supervisors also maintain inventory, such as cleaning supplies, tools
and office supplies.

SIX ELEMENTS FROM MAX WEBERS BUREAUCRACY

There are six elements those Max Weber users to explain about bureaucracy. The six
elements are Specialization, Hierarchy of position, Rules and regulations,
Technical competence, Impersonality and Formal, written communications.
a) SPECIALIZATION
In the bureaucracy, certain departments handle specific task that they are specialize
in to increase the efficiency in manufacturing of the solder flux and bringing it to the next
level in the business world.
The BOARD OF DIRECTOR is specialized in look after the affairs of the company.
She/he need to earn profit at the expense of the company, and, therefore, at the
expense of the shareholders of the company too. She/he also needs to watch-out the
work whether, they work in proper ways or not. This can prevent the director from
abuse. The MANAGENING DIRECTOR will creates the long- and short-term strategies
surrounding the marketing of products and services, as well as the research and
development of current and new offerings product for develop the business. The
GENERAL MANAGER is specialized, of coordination and control of manufacturing
processes and they are in charge of establishing and meeting production goals,
developing new ideas to make production more efficient, maintaining quality control,
and meeting the needs of their employees. The is specialized in clear budgetary of
planning essential for both short term and long term. He also knows the financial
implication of business before preceding any payment related the product or material
and accountant responsible is to developing external relationship with appropriate
contact with outside people who related in same field. The H.R.MANAGER is
specialized in entails helping employees identify their strengths and weaknesses from
their performance. These duties will carry out by admin through a variety of activities
such as performance reviews, training and testing the product. The HSE OFFICER
support for all activities associated with the permitting and day-to-day operation of the
office and shore base. Implements health, safety and environment plans, programs, and
procedures and maintains compliance. He/she also need to report the project within the
give time by the director.
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b) HIERARCHY OF POSITION
In the hierarchy of position, there will be a pyramid-like shape of structure to run and
maintain the whole of the Frozen Ice Cream Company . In the top of the hierarchy, there
will be the least number of members and the number will increase as it goes down the
pyramid. In this business, the top would be the BOARD OF DIRECTOR .He/she who
maintains sole proprietorships in business are MANAGENING DIRECTOR. The
GENERAL MANAGER a large part of production management involves dealing with
people, particularly those who work in a team. FINANCE MANAGER who manage to
earn profit for end of the year in business. Under the finance manager working by 1-4
staffs. H.R MANAGER who managing recruiting and hiring employees to work. Under
the H.R. department there will be one admin to help the H.R maintenance and dry dock
activities in the company. Under the technical manager there is 7-8 staffs is working as
technician.
c) RULES AND REGULATIONS
Every bureaucracy is managed by certain rules that every department has to follow.
In my company the rules and regulations are following:

Each employee must act in accordance with the companys policies, orders, rules
and guidelines applicable from time to time.

The duty must be performed in good faith and brief reporting of the work done in
the entire day, and also in proper register must be maintained for easy tracking
and record keeping.

Dress code is to be followed strictly. Employees must wear their uniforms at

locations where uniforms are required. Employees are expected to look neat and
presentable while on the job.

An increment based on individual performance shall be given every year.

If employees do not meet the companys expectations of performance or

conduct, necessary corrective action may be taken. It is within managements
discretion to determine what measure would be appropriate under each
circumstance.
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d) TECHNICAL COMPETENCE

BOARD OF DIRECTOR

The board of director needs to think how effective the business currently is at using
a new technology. He also needs to analyses each internal process of solder flux and
share the information with managements. It will improve the product in successful way
of generating ideas and does R&D staffs have a good grasp of what happening in
marketing value, that make sure the head-of-R&D are committed to it respectively.

MANAGING DIRECTOR

As a Managing Director he can use technology to maximize the business

productivity and creates the platform to realize true business success. Besides that, he
can ensures the organization have the tools to overcome the challenges of executing on
strategy every day in productivity software and prospering in today's economic times.
He also can help to increase the business productivity, through automation processes
for faster communication of strategy in business skills.

GENERAL MANAGER

As a General Manager he can help to operate with human resource department to

develop the more efficient ways for workers to do their jobs. He also can analysis the
work function of workers, of how they run the production on time. The manager can also
be train the workers by sending them to training program, so they can undertake to
improve their skills.

HSE OFFICER

Health , safety, and environment competencies are developed specifically for the
field of HSE and have been industry tested in real-world environments to ensure they
accurately reflect the realities of your workplace.

H.R. MANAGER

The HR organization must be able to efficiently deploy its business execution

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expertise across the organization. It does not matter if the HR department knows how to
increase employee performance if the department cannot effectively share this
knowledge with the line leaders who actually manage employees.

OPERATION MANAGER

The marketing manager can be help through deciding the price of a product and the
quantity of the material to be produced for manufacturing process. In the other way, he
also needs to choose the production technique to be employed in the production area to
inventory to maintain of the product or raw material. He also needs to decide whether
the manufacturing of the product are similarly from another manufacturer. From there he
can decide about the investment in future and the mode of financing.

FINANCE MANAGER

The finance manager can help to clear budgetary planning through the product
price from both the short and long term and he needs to know the financial implication
of any decision before proceeding. He or she must also be able to produce the effective
way of increasing the profit of the manufacturing business.

MARKETING REPRESENTITAVE

With the technical competency the task carried out by a particular member of the
organization will be professional and the task would be more accurate. When a person
with special skills for that task does that work it will be more accurate.
e) IMPERSONALITY
To make sure that solder flux business runs smoothly without any clashes or
problems in the organization, every member in the bureaucracy must follow the rules
and regulations. The vision and mission of the board of director does not get the
collaboration of the member of the organization. The strength of the organization
depends on the cooperation among the members to make the dreams a reality.
When the members follow the rules and regulations instead of personal whims, the
work will be done professionally and no emotional problems will affect the efficiency of
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the work.
f) FORMAL WRITTEN COMMUNICATION
In a bureaucracy, the most important aspect is the paperwork that is being filed and
kept for future use. For every department, there will be paper work that the head of the
department has to complete weekly or monthly and submit to the general manager. The
General Manager has to accumulate ever details of the department below him or her
from the attendance of the employees to any other documentation regarding the
expenses has to be submitted to the board of director.
The Managing director of Frozen Ice cream is in charge of keeping all the details of
boards to checking-in and checking-out documents together with all the payments made
by the borders in a proper order so that in the end of the month or in the end of the year,
the Manager may inspect all collected details are accurate and proper.
The HSE Officer and H.R manager also has documentations that are needed for
future use. The expenses of the department are some of the important documentation
that will be used in future data collection for upgrading of the manufacturing business.
This formal, written communication helps during the meeting when the discuss the
needs of every department. With all the documentations, the business will run
systematically and will be proper.

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INFLUENCE OF EXTERNAL FACTOR IN A BUREAUCRACY

In a business bureaucracy, the factors that influence the work efficiency of the
company not only internal factor but also the external factor.Managers must recognize
and respond to all factors that affect their organizations. This lesson describes how the
internal and external environments of an organization drive change within the company.
There are many forces at work that a person will need to respond to in order to make it
safely back to port. Just like this tiny ship, today's organizations and their managers are
faced with a significant amount of factors that require an immediate response, often in
the form of organizational change. The forces that drive this change in business are
known as the internal and external environments. This lesson will discuss how both the
internal and external environments of an organization induce change. The external
environment are those factors that occur outside of the company that cause change
inside organizations and are, for the most part, beyond the control of the company.
Customers, competition, the economy, technology, political and social conditions and
resources are common external factors that influence the organization. However, laws
also can have a direct impact in my business if the service or product becomes highly
regulated or outlawed. For example, chemical manufacturers learned this lesson when
public was outlawed in many areas and smoking indoors has become practically nonexistent. The government regulations such as those that affect the environment or
communication are beyond the control and it could have a direct impact on my business
Even though, the external environment occurs outside of an organization, it can have a
significant influence on its current operations, growth and long-term sustainability.
Ignoring external forces can be a detrimental mistake for managers to make. As such, it
is imperative that managers continually monitor and adapt to the external environment,
working to make proactive changes earlier on rather than having to take a reactive
approach, which can lead to a vastly different outcome.

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