1

Meaning, Scope and Importance

of Public Administration

Public administration consists of the activities undertaken by a government to look after its people, or to
manage its affairs. Before discussing the various interpretations of the concept of public administration, it
is pertinent to understand the meaning of the terms ‘public’ and ‘administration’ separately.
The word ‘public’ stands for the people of a definite territory or state. As the will of the people of a state
is represented by the government of the state, the word ‘public’ also has a specialised, governmental mean-
ing. Therefore, the acts of administration performed by the government are called ‘public administration’.
Those acts which are undertaken by individuals in their own capacity are termed ‘private administration’.
The English word ‘administer’ is derived from the Latin words ad and ministrare, which means ‘to serve’.
Thus, in simple words ‘administration’ means the ‘management of affairs’, or looking after the people. It is
a process of management which is practised by all kinds of organisations from the household to the most
complex system of the government. Whenever two or more people cooperate to accomplish common
goals, an administrative activity is assumed to have been involved. In the words of H. Simon, ‘Administra-
tion can be defined as the activities of groups cooperating to accomplish common goals.’1 According to J.
M. Pfiffner ‘Administration is the organisation and direction of human and material resources to achieve
desired ends.’2 J. S. Hodgson describes administration as ‘a kind of activity found in both public and busi-
ness affairs’. It means getting things done, a process which is concerned much more with relations between
persons than with manipulation of objects. Therefore, administration means appropriate ­organisation of
men and material in pursuit of desired ends.

T he Concept of P ublic A dministration

The concept of public administration has been given various interpretations by different thinkers. As the
term itself signifies, ‘public administration’ simply means the activities undertaken by the government to

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 2 Public Administration: Theory and Practice

fulfil its desired ends. The difference, however, is only regarding the ‘activities’ which are to be considered
as administrative activities. Some thinkers take a broad view and consider all governmental activities aimed
at fulfilment of public policy as administrative activities, while others take a narrow view and include only
those activities that are concerned with the executive branch of the government.
The definitions given by prominent writers can be broadly classified into three different categories on
the basis of the importance they attach to different aspects of administrative functioning. There are some
who emphasise the function of implementation of public policy; for example, L. D. White observes,
­‘Public administration consists of all those operations having for their purpose the fulfilment or enforce-
ment of public policy.’3 Similarly, according to J. S. Hodgson, ‘Public administration comprises all activi-
ties of persons or groups in governments or their agencies, whether these organisations are international,
regional or local in their scope, to fulfil the purpose of these governments or agencies’. Thinkers like J. M.
Pfiffner lay more emphasis on the coordinating role of the administration. In his opinion ‘Administration
consists of getting the work of government done by coordinating the efforts of the people so that they can
work together to accomplish their set tasks.’4 Then there are others who emphasise upon the administra-
tive function of implementing the law of the country. In the words of H. Walker, ‘The work which the
government does to give effect to a law is called administration.’5
However, the definition given by F. A. Nigro is more comprehensive and includes, besides the afore-
mentioned functions, the relationship between public administration and political process as well as its
association with the community as a whole. Nigro summarises the meaning of public administration in
these words:
Public Administration is cooperative group effort in a public setting; covers all three
branches—executive, legislative and judicial—and their inter-relationships; has an
important role in the formulation of public policy and is thus a part of the political
process; is more important than, and also different in significant ways from private
administration; as a field of study and practice has been much influenced in recent years
by the human relations approach; is closely associated with numerous private groups
and individuals in providing services to the community.
The aforementioned definitions take a broader view of public administration. There are thinkers who
take a narrower view, and as students of public administration we are more concerned with this ideology.
In this category comes D. Waldo who defines public administration as ‘the art and science of management
as applied to the affairs of state’.6 According to M. E. Dimock, ‘Public administration is the fulfilment
or enforcement of public policy as declared by the competent authorities. It deals with the problems and
powers, the organisation and techniques of management involved in carrying out the laws and policies
formulated by the policy-making agencies of government’. He further adds, ‘Public administration is law
in action. It is the executive side of government’.7
All these definitions make it clear that public administration is really government in action. In com-
mon usage, public administration is concerned with the executive—the operative and the most obvious
part of government. In other words, it is mainly concerned with the executing and implementing parts of
governmental activity, and with administering of the law of the land with equity, speed and smoothness.
An ignorant Indian villager may not know anything of the Constitution of the country but a daroga or a
patwari is a living reality to him or her. Therefore, public administration comprises the systematic execu-
tion of the will of the people, which has been discovered, formulated and expressed in the form of laws
by the legislature. For instance, the assessment and rating of taxes, provision of criminal justice, postal

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 Meaning, Scope and Importance of Public Administration 3

services, recruitment of armed forces personnel etc., are all acts of public administration. To summarise, it
may be said that public administration is the non-political machinery of the government carrying on its
work for the welfare of the people according to the laws formulated by the state. It is the permanent execu-
tive as distinguished from the political one. We must, at this stage, also be clear that public administration
is ­concerned with people and not things. However, there is a school of thought which holds that in the
future the tendency will be to shift from the administration of persons to the administration of things. But
this appears to be only a narrow view. Things may be arranged, but ultimately it is the participation of the
human element that matters. Things, no doubt, are of great importance to the administrator who ­arranges
them but they cannot be administered. Administration has to do with human beings for whom it is meant.
It is essentially a matter of social relationships. It must not also be forgotten that the ­administrator is
­neither a philosopher nor a politician but the non-political side of the executive.

T he S cope of Public Administration

There are different opinions about the scope of public administration, i.e., whether it is to be understood
as the managerial part of the governmental work (the entire complex of activities of only the executive
branch of government) or of all the branches of the government, i.e., legislative, executive and judicial.
There are thus two divergent views regarding the scope of the study of public administration: integral view
and managerial view.
According to the integral view, public administration is a sum-total of all the activities undertaken in
pursuit of and in fulfilment of public policy. These would include not only managerial and technical, but
also manual and clerical activities. Thus, the activities of all persons working in an organisation from top to
bottom constitute administration. In other words, public administration is conceived in a comprehensive
sense to include all activities of the government whether they are performed in the executive, legislative or
judicial branches of the government. L. D. White adopts this view of public administration. According
to him, public administration ‘consists of all those operations having for their purpose the fulfilment or
enforcement of public policy’.
According to the managerial view, the work of only those persons who are engaged in the performance
of managerial functions in an organisation constitutes administration. It is these persons who shoulder the
responsibility of keeping the enterprise on even keels and to run it most efficiently. Their job is to plan,
programme and organise all the activities in an organisation so as to achieve the desired ends.
L. Gulick subscribes to the managerial view. He defines the managerial techniques by the word POS-
DCORB, each letter of which stands for a different management technique i.e., Planning, Organising,
Staffing, Directing, Coordinating, Reporting and Budgeting.
Planning means working out in broad outline the things that need to be done, and the method to be
adopted to accomplish the purpose set for the enterprise. Organising means building up the structure of
authority through which the entire work to be done is properly arranged and defined in order to achieve
the desired goals. Staffing means appointing suitable persons to the various posts under the organisation.
It comprises the whole of personnel management. Directing involves making decisions, issuing orders and
instructions, and embodying them for the guidance of the staff. Coordinating means interrelating the vari-
ous parts of organisational work and, thus, eliminating overlaps and conflict in different activities of an
organisation. Reporting means keeping both the supervisors and subordinates informed of what is going on
and arranging for the collection of such information through inspection, research and records. Budgeting
means fiscal planning, accounting and control, i.e., all activities relating to financial management.

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 4 Public Administration: Theory and Practice

According to Pfiffner, the scope of public administration can be divided under two broad heads: prin-
ciples of public administration and sphere of public administration. In the first category, public administra-
tion studies: (a) organisation, which means ‘the structuring of individuals and functions into productive
relationship’; (b) management of personnel, which is ‘concerned with the direction of these individuals and
functions to achieve ends previously determined’. It represents the dynamic aspects of administration and
may be called its ‘physiology’; (c) method and procedure, which are the techniques of administering, the
process of working, i.e., the ‘how’ of administration; (d) material and supply, which are the tools with whose
help administrative work is carried out, for example, stationery and furniture; (e) public finance, without
which personnel cannot be employed and work cannot be performed; (f ) administrative accountability both
in terms of internal control as well as external responsibility to law courts, legislature and the people.
Viewed from the jurisdictional point of view, the sphere of public administration includes the central
government, state governments, its regional and local authorities and also the public corporations.
Thus public administration, in sum, includes the totality of government activity, encompassing exercise
of endless variety and the techniques of organisation and management whereby order and social purpose
are given to the effort of vast numbers’.
A more comprehensive account of the scope of public administration has been given by Walker. He has
divided it into two parts: administrative theory and applied administration.
Administrative theory includes the study of structure, organisation, functions and methods of all types
of public authority engaged in carrying out the administration at all levels, i.e., national, regional, local,
etc. Further, it is a study of all problems connected with external control of parliament and the cabinet
over administration; internal control of administrative machinery; judicial control over administration;
administrative tribunals; planning, programming and execution of public actions; recruitment of person-
nel and problems connected therewith; research; information; public relations, etc. The emphasis is to find
out certain principles of administrative actions which can be usefully applied in practical administration.
Applied administration: It is difficult to give a comprehensive statement as to what ‘applied administra-
tion’ should exactly include because of the new and fast-growing field of public administration. Walker
has made an attempt to classify the main forms of applied administration on the basis of ten principal
functions which he calls as political, legislative, financial, defensive, educational, social, economic, foreign
imperial and local. He elaborates these functions as following:
(a) Political: It includes a study of executive��–legislature relationship, politico-administrative activities
of the cabinet, minister–official relationships, etc.
(b) Legislative: It includes delegated legislation, preparatory work done by the officials in drafting of
bill for enactments, etc.
(c) Financial: It includes the whole of financial administration from preparation to the enactment of
budget, etc.
(d) Defensive: It includes a study of military administration.
(e) Educational: It covers all aspects of educational administration.
(f) Social: All administration in the social field such as housing, food, social security and employment, etc.
(g) Economic: It covers all administrative activities in the economic field, i.e., industries, agriculture,
foreign trade, commerce, public enterprises, etc.

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 Meaning, Scope and Importance of Public Administration 5

(h) Foreign: It covers foreign administration which includes international cooperation, international
agencies for international peace prosperity, diplomacy, etc.
(i) Imperial: It includes problems and techniques of imperial domination over other nations, etc.
(j) Local: It covers administration of local bodies.
Although there are a lot of overlaps in Walker’s classification, it is a good attempt at an exhaustive
definition of applied administration. In short, we can say that applied administration includes the study
of administration in the various countries of the world; of various departments of services in the progres-
sive states; of organisation at various levels, i.e., governmental, local, national and international; of the
historical development of administrative methods and techniques; and of the problems connected with
international organisations.

S cope in R elation to People’s E xpectations

from the G overnment
It may be observed here that public administration is only a means to the attainment of the objects of the
state itself—‘the maintenance of peace and order, the progressive achievement of justice, the instruction of
the young, protection against disease and insecurity, the adjustment and compromise of conflicting groups
and interests—in short, the attainment of a good life’. The scope of public administration varies with
people’s expectations of what they should get from the government. A century ago they expected chiefly to
be left alone. Now they expect a wide range of services and protection. Throughout the world the demands
made by people upon governments have continually increased and in time to come they would further
increase. The expansion of government functions inevitably means more administrative agencies, more
officials and employees. The administrative system consequently grows and becomes diverse. Thus, it is
obvious that though public administration studies the administrative branch of the executive organ only,
yet its scope is very wide as it varies with the people’s conception of a good life.

S ignificance of Public Administration

There has been tremendous increase in the importance of public administration with the expansion of
state activities. The state is no longer considered as the preserver of status quo, instead the concept of the
‘service state’ has been almost universally accepted. The centuries old notion of ‘police state’, which was to
be responsible only for the maintenance of law and order and the policy of laissez faire, i.e., least interfer-
ence in day-to-day activities, has completely lost its relevance. The modern state has undertaken the new
role of accelerator of economic and social change as well as prime mover and stimulator of national devel-
opment. With this change in the ends of modern state, the purposes of public administration have also
been completely reoriented. Its functions have enormously increased in number, variety and complexity
and its methodology has grown from the trial and error stage into an orderly discipline with an organised,
ever-increasing body of knowledge and experience.
Today we see a great bulk of administrative departments coming into being. Since all members of
society remain under public administration from ‘cradle to grave’, their birth as well as death is to be
registered with the local authorities. There are a number of welfare agencies which provide all necessary

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 6 Public Administration: Theory and Practice

benefits to the child. Besides, all of us use the services of public administration in almost every walk of
life. Most of us are customers of the post-office and we wonder at the vast organisation which is needed to
provide this service. There are employment exchanges, rationing offices, government mints, departments
of agriculture, industries, foreign relations, etc., which affect almost every citizen in one way or the other.
This abundantly proves that public administration is a vital social process charged with providing great
needs. It is a permanent force and an integral part of the social, cultural and economic life of a nation. It is
possible for a state to exist without a legislature or an independent judiciary but no state can exist without
a well-organised administration. Edmond Burke said long ago, ‘Constitute government how you please,
infinitely the greater part of it will depend on exercise of powers which are left at large to the ministers of
state. Without proper management, your commonwealth is no better than a scheme on paper and not a
living, active, effective Constitution’. The powerful and important role played by public administration
in the life of a nation led Ransay Muir to remark that in England the minister is a tool in the hands of the
permanent executive. In the words of D. Waldo it is ‘apart of the cultural complex; and it not only is acted
upon, it acts’. It is a great creative force. Lack of sound administration may bring even the mightiest empire
to pieces as was the case with the ancient Roman Empire.
With the great advancement of science and invention of new techniques at all levels of human activity,
the problem of maintaining effective coordination between the administration and the rest of the com-
munity has assumed great importance. The administrator is an essential servant of the new age, which is
becoming so complex that neither the bluster of the power politician nor the abundant goodwill of the
multitude will avoid breakdown, if, despite the adoption of right policies, wrong administrative steps are
taken. Therefore the pursuit of greater knowledge of public administration becomes the most essential
element in modern times. In the words of Professor Beard, ‘The future of civilised government and even,
I think, of civilisation itself, rests upon our ability to develop a science and a philosophy and a practice of
administration competent to discharge the public functions of civilised society’.

Public and P rivate Administration

There is difference of opinion regarding the relationship between public and private administration. There
are some thinkers who consider that there is no difference between the two and that the administrative
activities and techniques are similar in all organisations, private or public. Urwick, Mary Parker Follet and
Henri Fayol subscribe to this view. According to Fayol, ‘We are no longer confronted with several admin-
istrative sciences but with one which can be applied equally well to public and private affairs’.

Similarities Between Public and Private Administration

These thinkers suggest various points of similarities between the two. First, many skills, techniques and
procedures adopted in private and public administration are the same, for example, accounting, office
procedure and management, etc. This view holds true also because of the fact that there is occasional inter-
change of personnel between public and private administration. It would not have been possible, had there
been difference in the working of the private and public administrative organisations.
Nigro points out four basic elements of similarity between the public and private administration:
(a) First is the cooperative element. According to him, administration is cooperative group effort in a
public or private setting. In every human organisation, be it private or public, the key to successful

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 Meaning, Scope and Importance of Public Administration 7

operations is the effective utilisation of human and physical resources. Though the purposes or goals of
these organisations may vary, the element of cooperation is present in both.
(b) Second point of similarity is the large size of organisations which he calls the bureaucratic element.
In all large organisations where the number of employees is substantially high, the bureaucratic element
is present. As it become difficult for one person to look after all the employees, intermediate levels of
supervisors are required. In other words, various levels of hierarchy evolve and the organisation grows
in complexity. Thus, bureaucracy is another major element of similarity between the two.
(c) Third aspect of similarity between the public and private administration is the concepts and tech-
niques of scientific management which are applicable to both industry and government. According
to Nigro, ‘Scientific analysis involves breaking down each task into its component parts, studying the
movement of the workers, the use made of materials and equipment, experimenting with different
work methods and procedures and finally adopting those which proved most efficient’. This scientific
technique is increasingly used in both public as well as private administration.
(d) Lastly, the human relations approach is again the main focus of similarity between the two.
Though there are certain points of similarity between the public and private administration yet no private
organisation can ever be exactly the same as a public one. The following are some points of difference
between the two types of administration:
(a) Political direction: The primary distinction between public and private administration lies in the
fact that unlike public administration, private administration is not subjected to political direction, save
in times of emergency. The ends it pursues are of its own device. Its objectives generally do not depend
upon political decisions. But the administrators under public administration have to carry on the orders
which they get from the political executive with little option of their own.
(b) Profit motive: Public administration is conducted with the motive of service while the motive of
private administration is profit-making. If the establishment of a textile mill brings more profit to the
capitalist than the establishment of a sugar mill, the former will be preferred by the capitalist, howsoever
urgent the need of the latter may be for the people. If private administration is useful to the public,
its services to the public are a by-product of profit-making. Usually, a private administration will not
undertake an activity that is not profit-making. For example, a capitalist will not establish a factory if
it brings in more loss and less profit. However, in the realm of public administration, several functions
performed by the state are money consuming rather than money generating, for example, running of a
government school or hospital.
(c) Service and cost: In the matter of public administration only such amount of money is raised by
taxation which is necessary for the rendering of the service. In other words, there is an integral rela-
tionship between the service rendered and the cost of service charged from the public. A government
budget is usually a deficit budget, i.e., expenditure exceeding the income. In private administration,
income often exceeds expenditure because there is usually an attempt made to generate as much money
as ­possible through the sale of products or services.
(d) Nature of functions: Public administration is more comprehensive than private administration.
It deals with various types of needs of people, for example, in most countries, the public administra-
tion maintains railways to facilitate movement of goods and passengers, provides posts and telegraphs

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 8 Public Administration: Theory and Practice

to facilitate communication, and maintains hospitals and dispensaries to protect public health. In a
­socialistic state the scope of state activity is still greater since its aim is to achieve greatest happiness of
the greatest number. Private administration does not usually cover that wide a scope of social activities.
It is mostly concerned with the economic needs of life. Public administration carries out functions
which are vital for the very existence of the people, for example, defence of the country and mainte-
nance of law and order. Private administration is concerned with less vital functions, for example, man-
ufacturing cloth, supply of sugar, etc. Besides, public administration retains monopoly over some of the
services, for example, in India, it alone runs railways, manages posts and telegraphs, and maintains an
army. No private individual can undertake any of these functions. In private administration more than
one organisation undertakes the same activity, for example, supply of cloth, plying taxis for hire, etc.
(e) Public responsibility: Public administration has responsibility to the public. In the words of
P. H. Appleby, ‘Government administration differs from all other administrative work by virtue of its
public nature, the way in which it is subject to public scrutiny and outcry.’ On the other hand, private
administration is only responsible to the people indirectly and that too usually to secure its own ends
and not for welfare of people.
(f ) Uniform treatment: Again, public administration should be consistent in procedure and uniform
in dealings with the public. An official cannot show favour to some people and disfavour to others. A
private administration on the other hand need not worry about uniformity in treatment. A shopkeeper
selling cloth may give cloth on credit, but a clerk in a post office will not sell stamps on credit.
(g) Public relation: The public and private administrations also differ on the principle of public rela-
tions. In the business world it is employed to win customers, by window displaying, free samples, design
and colour of labels.
(h) Efficiency: It is felt that private administration is superior in efficiency to public administration.
The glamour for ‘a businessman’s government’ or ‘commercialisation of the whole machinery of govern-
ment’ or privatisation of octroi, electricity production and distribution, etc., shows that the people con-
sider private administration as more efficient. Private administration indeed enjoys certain advantages,
such as differential wage payment as an incentive to increase production and to attract staff of superior
ability from rival firms, etc., over public administration which is marked by red tape, extravagance, cor-
ruption and inefficiency. In private administration, the incentive of more profits impels individuals to
devote themselves whole-heartedly in their business. But it does not mean that private administration
is always efficient, or public administration is always inefficient. While the incentive of cash profit is
missing in public administration, the incentive and desire to make one’s own administration successful
and win public approval thereby is always present, which impels administrators to devote themselves to
achieve efficiency in their offices.
(i) Organisation: Though the principle of organisation is relevant to both public and private admin-
istrations, it has greater social consequences in the former sphere. A defect in organisation in public
administration will do more harm to the public than a lacuna in private administration. Huxley writes,
‘The state lives in a glass house, we see what it tries to do, and all its failures, partial or total, are made
the most of. But private enterprise is sheltered under opaque bricks and mortar’.
(j) Monopoly: In the field of public administration, there is generally a monopoly of government and it
does not allow private parties to compete with it. For example, in most countries no person or body of

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 Meaning, Scope and Importance of Public Administration 9

persons can establish post and telegraph, railway, or coin currency, because these are exclusive fields of
government. This is not so in private administration wherein there are several organisations competing
with each other to supply the same commodity or to meet the same need. Of course, in certain cases,
even private concerns may have a monopoly, for example, in the manufacturing of patented medicines
etc.
(k) Officials remain incognito: In public administration even the most senior officials remain incog-
nito and their identity is not disclosed. This is so because whatever they do, they do in the name of the
government and not in their own name. On the contrary, private administration allows entrepreneurs
to do things on their own behalf and therefore they may be well-known in their business circles. In
many cases, business concerns are named after their proprietors.
(l) Psychological difference: There is also a psychological difference between private and public
­administration. In the USA during World War II, the coal mines were placed under governmental
control and although no appreciable changes in the administration of coal mines were made, there
came about a change in the psychology of the workers for now they knew the dangerous consequences
of strikes, etc.
According to Simon, the distinction between public and private administration relates mainly to three
points: (a) public administration is bureaucratic whereas private administration is business- like; (b) public
administration is political whereas private administration is non-political; and (c) public administration is
characterised by red-tape whereas private administration is free from it.
Sir J. Stamp points out four main distinctions between private and public administration. First, public
administration has to be conducted according to certain rigid rules and regulations and its decisions must
be consistent. Second, public administration is subject to the principle of financial control of the legis-
lature. Third, public administration is to observe the principle of public responsibility and, last, public
administration is free from profit motive.
However the difference between public and private administration is more apparent than real. In the
words of Waldo, ‘The generalisations which distinguish the two, equality of treatment, legal authorization
of, and responsibility for action, public justification or justifiability of decisions, financial probity and
­meticulousness, and so forth are of very limited applicability.’ In fact, public and private administration
are the ‘two species of the same genus. But they have special values and techniques of their own which give
to each its distinctive character’.

The E cology of Public Administration

The term ‘ecology’ in ‘ecology of public administration’ is an adopted term. Its main application has been
in the field of biology, where it suggests the interdependence between organisms and their environment.
Now the term is commonly employed in social sciences also.
In 1947, John M. Gaus in a seminar paper emphasised the need to employ the concept of ecology in
the study of public administration—namely the necessary interdependence of public bureaucracy and its
environment.8 However, it was Fred W. Riggs who drew attention, in an organised way, to the continuing
interaction between public administration and the environment within which it functions. Riggs in his
book, The Ecology of Public Administration (1961) has explored from a comparative perspective the interac-
tion between public administration and the environment in which it develops.9

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