A Review on the book "Motivating Bureaucracy"

Title: Motivating Bureaucracy

Author: M Sathya Babu

Place of Publication: 2/10 Ansari Road, Daaryaganj, New Delhi 110 002

Year of Publication: 2002 and reprinted in 2003, 2004 and 2005

Number of pages: 175

ISBN: 0333 93716 3

Introduction

The Author of the book, M Sathya Babu is an experienced civil servant in an Indian Bureaucracy. He has worked in various capacities and gained much experience in the field of bureaucracy and its attitudes and behaviors. His other book includes “The Sick Industrial Companies Act 1985- A First Hand Account”.

“Bureaucracy” is the heart and soul of the governing system of every organization or country for that matter. It is the hierarchy of various stages of administration with division of roles and associated accountability. The success of every organization depends on an effective team of bureaucracy. The effective bureaucracy is made up of effective individuals who work with the common organization’s goals. The effectiveness of every bureaucrat depends on various internal and external factors. The internal factor refers to the inner values of the individual, both inborn and acquired over the period of time. The external factors are determined by the leadership of the superior and the cooperativeness of the subordinates and the peers. The external factors can be from outside of the organization as well.

Some of the internal factors include commitment, integrity, attitude, and values like punctual, respect for others, responsiveness, corrupt free conscience and willingness. But it is not limited to these factors. These internal factors together with external factors like leadership of the bosses and their guidance, their inner values and the cooperativeness and inner values of subordinates contribute largely to the effectiveness and efficiency of every individual. The productivity of an individual also depends on working environment and facilities provided in office to carry out the activities. Together with good working condition, if the individual can uphold his/her values, the efficiency of self and the organization ultimately will be enhanced greatly. These are some of the issues being brought up by Mr. Babu in this book.

Gist of the book and its Analysis

This book, “Motivating Bureaucracy” by M Sathya Babu talks about the bureaucracy and its role in an organization in an Indian context but are applicable to the bureaucrats of every other organizations. It talks about some of the factors determining the effectiveness of an individual which can ultimately determine the effectiveness of the bureaucracy under which he/she works as a team. The following are some of the factors that determine the efficiency and inefficiency of an individual and the organization as a whole:

1. Job Security: The civil service provides some form of job security and this has created some form of relaxation in the minds of bureaucrats. The author describes this as the misery for the organization. Job security is also one form of motivation for the civil servants to perform at his/her best. But some take this opportunity as an advantage and does not perform duties efficiently. Whether one works or not, everyone gets a salary at the end of the month. In fact civil servants are required to work with full dedication with the job security that he/she has been provided with.
2. Long Service Tenure: the author points out that people seem to work hard when they are placed away from their home town. Home town here can be the organization in which he/she has been working for long period of time that they have developed some kind of attachment and networking. This networking if not used in proper way leads to more poor performances. The networking can also lead to some corrupt practices. Therefore, it is necessary for any organization to reshuffle the bureaucrats from time to time.
3. Corporatization, privatization and outsourcing: The author describes that the efficiency of an organization’s service delivery increases if certain activities are being privatized, corporatized or outsourced. The author has also cited some examples of failure of the welfare programs which were carried out by the bureaucrats alone, like “the anti-poverty program” which according to author was a total failure in India before. This in fact is true especially with delivery of public services. The private sectors are profit oriented and delaying of any work will be an added cost for them. Therefore, the service delivery is in time and cost effective. Of course the monitoring will have to be done by the organization.
4. Performance based merit: The career development of civil servants should be performance based. If the performance of a civil servant is excellent, he is recognized well than the one whose performance seems lagging. It is said that the right pat at the right time is the greatest motivation.
5. Procrastination and lack of required skills: Procrastination shows inefficient of an individual and this leads to an inefficient organization. It is also important to have some required skills to carry out the tasks. The author also points out that it is always important to upgrade oneself with change of time.
6. The other factors also include behavior, a feeling of patriot and coordination among various stakeholders. One’s behavior and bad habits need to suit the environment we work in. Unhealthy habits will also lead to inefficiency and will have to be corrected.

Conclusion

These aforementioned factors together with some other internal and external factors as discussed above determine the efficiency of an individual and organization altogether. These are some of the self-motivating factors together with the right pat at the right time. Civil servants are the ones who serve citizens and the smile on their face gives the satisfaction for the job done and this satisfaction itself is the motivating factor to work more. If we work with good values and with good motives to serve, the inefficiency will be out of question. When we are efficient in carrying out our duties, that is where we derive satisfaction and hence feel motivated.

THE END

Drugyal Dzong - Paro

My visit to Drugyal Dzong

I have learned in the histories during the old school days about the wars among the petty rulers of our country in early days and how people used  to go to fetch water at times of war, concealed in between high walls. Especially in the structures like fortresses, they used to have a secret pathways to fetch water from a well below. It is called as "Chhudzong" or a water fortress (Forgive me if my direct translation is incorrect). Chhhudzong will be located far below near the stream and the way to it will have been protected by high walls to protect themselves and the water source from the enemies. 

The structure will be seen in every old monuments. The same structure could be seen in Drugyal Dzong and it can be confirmed from the structural design that it is a Chhudzong. Although it's just a ruins, the structure still stands majestically on the hill overlooking the valley below. The walls are very strong and we can easily make it out that the structure is built with a firm foundation. I was amazed by the structures build over a large area and without having drawn a single line on a paper and using a single metallic nail, such a magnificent structure stands still at this time. Going by the History, it is said that the Dzong was built in 1649 and later in 1950, it was destroyed by fire. 

The Dzong is located about 12 Kilometers away from main Paro town and the journey through the thick pine forests is breathtaking. Once inside the courtyard of the Dzong, one can remember the histories and imagine the lives of our people during those times. The structures; the walls, staircases and the doors and windows will take us to the times of 17th or 18th centuries. It is one of the few old structures seen in Bhutan and a site visited by all people. The good news is the Royal Government of Bhutan has a plan to rebuild the Dzong to its former glory and hope the structure and architecture will be as it was. 

Mass Tree Plantation

On 6th March 2016, Saturday, I joined the nation in planting 108000 tree saplings to mark the birth of Prince of the Himalayan Kingdom of Bhutan. In Thimphu, hundreds of people, Excellencies, monastic body, civil servants, students and teachers, army personnel and general public participated in the plantation. The saplings were planted in Kuenselphodrang just below the statue of Buddha Dhordenma.

It began with the prayers for the long life of the prince and the peace and prosperity in Bhutan for all times. A tree was planted by each person and each tree was given a name tag and contact address on it. 

The programme was initiated by the Tendrel Initiatives in collaboration with Department of Forest. Five or Six people will be deployed in the areas to look after the saplings and will contact the person who planted the sapling if it requires proper nourishment through the contact address provided on the name tag. Each person will have to take responsibility in bringing up the tree till it has grown big enough to nourish on its own. 

The tree saplings were planted throughout the nation on the same day and same time. It was even planted by the villagers around their places and  a total of 108000 tree saplings have been planted on that day in Bhutan. 

I planted a pine tree with so much of love and prayers and I hope it grow big and healthy. I will make a visit to my tree and make sure it grow well and not die out. Planting trees help to maintain our clean and green environment. 

Corporal Punishment- A Punishment for Poor?

My definition for poor here is the one 'who doesn't have the courage to go against what has been forced onto them and accepting what is not right because 'if I react, I will be singled out'. People say "are there two laws in the country?" because they feel that the laws are not being implemented equally. Personally I feel the laws are equal for all but there are situations where people are made to feel that it is not equal.

I have heard of the ban of the corporal punishment in Schools but have never seen clearly where it has been mentioned. The law or the executive order stating the ban of corporal punishment in schools might have been implemented in urban schools but in rural areas, the punishment might still be going on unreported and students being the victim always. Myself being one of the victims of such harsh punishment when in school, I do not want to tolerate anymore. Once you are victimized in front of the friends or other teachers, the student is both physically and mentally traumatized. Mental trauma affects the students more than physical. The students get mentally disturbed and at times, they tend to behave abnormally that can lead to even suicidal incidences.

We can't always point out the reason behind the punishment is to bring students to right tract. In the name of correcting the students, there could be some who have been looking for such opportunities to punish that particular student due to some reasons. These reasons could be due to likes and dislikes that we human beings are used to with. Our human mind is not pure and we tend to dislike someone for no reason and like someone. These likes and dislikes developed by our own mind obviously will create favoritism in schools. There are also teachers who tend to point out their favorite students in classes. Those students obviously will at least not suffer such harsh punishment from the teachers to whom they are one of the favorites.

But unfortunately not all pupils are their teacher's favorites. Just a single bad day will have all things been poured upon him/her if he/she is being disliked for some reasons already. I have experienced the trauma. I could not concentrate on my studies, I did not feel like going to school and could not even share to my parents. But somehow my parents have known through some of my friends and were not happy too. Even to this day, I do wonder "was that punishment sensible? Did it really benefit me?". I am very sure it did not help me in any ways, rather it made me more introvert and aggressive. Many different kinds of thoughts pour-in in that state. And people even commit suicide in this stage if they cannot control this traumatic situation. 

So, as far as the quality of education is concerned in our country, the corporal punishment in all schools has to be banned and make the learning environment very conducive for all students irrespective of their family background, so that, they learn what they are intended to. 

***THE END***  

Gadgets; I Am Not Born With

I still remember the times when I along with few other friends used to watch TV through a netted window on our way home from school. We would spend hours enjoying the movie and reach home late talking about the just watched movie along the way. During weekends, I would be very happy and work as fast as I could when my mom say "we will go and watch TV at our neighbor's place after completing all works " and our neighbor's place is about two kilometers away from my home. On weekends, we would spend whole night watching TV even if there is nothing interesting to watch at neighbor's place. We would be ready to do anything just to watch TV. It was then in late 90's. 

As time passed-by, we grew civilized. That was the time we stopped watching TV through windows and rarely went to other's places to watch it. Moreover, we had to study a lot and became more responsible to help our parents after school. When we were in schools, we were for the first time introduced to computer in a computer Lab. Fortunately we used to have one class a week and would feel like magic playing with power point slide transition effects and word arts. We were also threaten by our teacher that we are not supposed to touch anything anywhere and would say, "You can't buy it even if you sell yourself". Frankly speaking, I could not learn anything from that class under such threatening warnings. 

When I was in college, I could hardly put on and shut down the computer. When in college, we used to have three classes a week and learned many basics. I managed just to pass (51 marks) in computer exam when in first semester and 50 was the cut-off point. Three hours computer exam were like in hell for me. I could hardly finish a question in an hour having to look for words on the keyboard and typing with one hand. At one point of time during internal exam, at the last minute, I thought I saved my work but I don't where did I click, I lost all my data, even my lecturer could not retrieve it and to my relief he rated me based on what he has been observing me for last three hours. He told me "I have seen you working". That was like; you know how one would feel. It was in 2010, my friend created a facebook account for me and only then, I started to learn facebook. As time passed by, I learned so easily the facebook and chatting helped me increase my typing speed. Aiding to this, having to submit many typewritten projects and assignments, I improved my typing skills drastically.  

I got my first mobile phone when I completed class 12 in the year 2007. I had to have one because I had to go to college then and I got my laptop when I was preparing for the RCSC in the year 2011. I don't still have a car. 

This was how I got introduced to various gadgets in my life. I really had a tough time moving at par with my other mates. The children at present are born with gadgets. It has become their toys. A year or two old children know more about computers and mobile phones than I had known when I was in college. The present generation is no more interested in TV; they demand ipad, ipod, iphone and many other smart gadgets. They demand car, not a toy car but a real driving car. Since they are born with these gadgets and they grow up with these, they will not face any problems in future and the exposure to outer world is high. These even have side effects if not used properly. If not properly being monitored by parents, there are chances that the children being carried away by these technologies and land up getting nowhere in future. Therefore, it is the parent's duty if the kids are small and it is one's own duty if you are adult enough to use the gadgets effectively and in a productive manner. 

I do not no whether I was lucky or not to have brought up in a gadget free society. However thanks to my parents, teachers and government for having provided me with this wonderful education in life where I am now not worst if not best in using these useful gadgets in day to day life. 

A Dream turned out to be a Nightmare

I am not, not among those who always have a dream to travel abroad, preferably 'Australia' and earn a life changing income. It is not only Bhutanese who wish to change their lifestyle in over 2-3 years, working in the dust in countries like Australia, USA, UK and many more, but there are also people from other parts of the world who share the same vision. People go there to enhance their skills and knowledge but one of the main reasons behind for going abroad is the hope of reaching next level in life when back to Bhutan or in their own country. I have that dream to be frank!

However, my only way to get there is through government scholarships like Endeavor and AUSAID if it is in Australia and NUFFIC if it is in Netherlands and many other scholarships offered by our government and by donor governments. If I have to go on my own like some people who manage to go there, I don't have that means. I appreciate people who manage to go there either through Scholarships or through self.

Taking the advantage of this increasing trend of Bhutanese desiring to go to Australia and other third countries to do job and earn more, some heartless greedy people make a good business out of it colluding with the same-minded people in some other countries cheating the innocent people. When someone is driving a beautiful car, when one is successfully running a shop, when one is peacefully enjoying the monthly income, when someone is happily enjoying the rental income of his/her building and when someone is leading a happy family life, their minds are being disturbed by promising them the surety of working VISA and Job in other countries like Australia. Playing with their minds, these heartless people convinced the innocent which was easier than anything and made him sell his car, made her sell her shop, made him resign from a decent job, made them borrow money from bank, relatives and some even sell their building, land and all their belongings just to pay the fee for the people who falsely promised them with the ready job abroad. Convinced with the process and the faked VISA that they got, some paid full amount (few hundred thousands) but some who are smart enough paid half.  When it was time for them to go to their long wished land and fulfill their burning desires, there came a huge blow right across their face when they came to know that they were actually cheated with a fake VISA and a false promise of job surety abroad. That was the time where their dreams turned out to be a night mare. Some lost their home, wealth and some were even abandoned by their beloved family. 

It is bit of a relief for them because the culprits behind this are under police custody and they have greater chances of getting what they paid them. It is too bad to cheat our own people. People are willing to do anything for the money. Of course, some agents are good and genuinely help people fulfill their dreams. Therefore, it is up to us to choose well the agent whenever we are to approach any agent for assistance. 

I have heard of many such stories of innocent people being hooked up getting nothing after having paid a huge amount. The point 'B' is our destination but how to go about and whom to rely upon to reach our destination is crucial while we are still in point 'A'. When approaching any agent for such assistance, it is very crucial for us to study the accomplishments made by the agent in the past. Study well, do not listen to one or two friends and make decisions hastily. It is not advisable to sell all our assets in order to get there. There are many sad stories of people going abroad and have landed nowhere. If we learn to be happy with what we have, there is nothing happier than this. 

Being a strong believer in Karma, I feel, if we are not supposed to be wealthy in this lifetime by our fate, no matter how much we try, there is no way we become wealthy. Sometimes with the dream of reaching the star, we will lose the tract to reach the mountain.  

"I Dont get Time" - Is it an Excuse?

Many a time we say, "I don't get time, otherwise..." This has become a common thing for everyone just to escape or avoid doing something of not their interest. People often say those who say I do not get time are the ones who are free all the time and the ones who do not do anything productive. Even I feel it is true, people who get time to do anything are the ones who are busy all the time. "I don't get time' is just another way of saying I don't want to do.  

That is not an excuse but a pleasing way to say 'No'. One of the best examples of this is keeping ourselves fit with morning jogging for gym, going for prayers, evening walk, reading, etc...People often say they do not get time to do these things, not because they are occupied all the time doing productive things but just because they don't like doing things. There is always exceptional though. I have read in one of the books that those who say they don't get time to work for their personal development like early morning walk, reading good books and praying are like saying I don't have time to stop the car when all your fuel has been consumed. How much in haste you are, if your car runs out of fuel, you will have to stop by the fuel station. It is also said that people who don't have time for exercises will later have time for illness. 

Therefore, whenever someone says I don't get time, always have a second thought that does he/she really don't have time to do what needs to be done. It should not be the lame excuses just to avoid doing things that could be done otherwise.