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Predicted Questions with Model Answers
Q1 (5 marks — 50 words): What is span of control? Explain Graicunas' formula and Urwick's recommendations.
Model Answer:
Span of control is the number of subordinates a supervisor can effectively manage. V.A. Graicunas (1933) showed that relationships grow exponentially with each subordinate added: 5 subordinates generate 100 relationships; 6 generate 222. Lyndall Urwick recommended a span of 5–6 at senior levels and 8–12 at operational levels. Government example: District Collector (senior — supervises 5–6 department heads) vs Tehsildar (operational — supervises 10–15 Patwaris).
Q2 (5 marks — 50 words): What is delegation of authority? What is the fundamental principle of delegation?
Model Answer:
Delegation of authority is the process by which a superior assigns duties, authority, and responsibility to a subordinate. Elements (Louis Allen): (1) task assignment; (2) authority transfer; (3) accountability. The fundamental principle: Authority can be delegated; ultimate responsibility cannot. A minister who delegates to a secretary remains ministerially responsible to Parliament. Effective delegation requires clear task definition, sufficient authority, and mutual trust between superior and subordinate.
Q3 (5 marks — 50 words): Distinguish between centralisation and decentralisation. Give one example of each in India.
Model Answer:
Centralisation concentrates decision-making at the apex — ensures uniformity and crisis control but is slow and unresponsive to local needs. Decentralisation disperses authority to lower levels, enabling faster local response and participation but may reduce uniformity. Centralisation example: Defence and foreign policy — decided exclusively by the Union Government. Decentralisation example: 73rd Constitutional Amendment (1992) — constitutionalised Panchayati Raj, transferring 29 subjects to elected gram panchayats; Rajasthan's Nagaur district hosted India's first PRIs in 1959.
Q4 (10 marks — 150 words): Examine the principles of hierarchy, unity of command, and span of control in organisation. How are these principles applied in Indian district administration?
Model Answer:
Hierarchy (scalar chain, Fayol 1916) is a graded chain of authority where each level is subordinate to the one above, providing clear accountability and command channels. Unity of command (Fayol) holds that each employee receives orders from only one superior — preventing confusion and diluted accountability. Span of control (Graicunas 1933) limits the number of subordinates a supervisor can effectively manage: exponential relationship growth constrains the span (5–6 at senior levels per Urwick's recommendation).
Application in Indian district administration:
The district is India's primary administrative unit. The District Collector (IAS) heads a hierarchical structure applying all three principles:
Hierarchy: Collector → Additional Collector → Sub-Divisional Magistrate (SDM) → Tehsildar → Naib Tehsildar → Patwari. This 5–6 level hierarchy ensures clear command and accountability. The Collector is answerable to the Divisional Commissioner, who answers to the state government.
Unity of command: Each Patwari reports to one Naib Tehsildar. Each SDM reports to one Collector. The principle is maintained within the revenue administration. However, violations occur when project authorities (district hospitals, police, banks) bypass this chain for inter-departmental coordination.
Span of control: The Collector typically has a span of 5–7 direct reports (Additional Collector, SP, CMO, DFO, SE — Public Works, ZP CEO, DRDA Director). This is within Urwick's recommended senior-level range. At the patwari level, each Naib Tehsildar may oversee 10–15 patwaris — appropriate for routine field supervision.
Limitations observed in practice: The Revenue Administration Reform Committee (Rajasthan, 2019) found that Tehsildar spans had increased to 20+ patwaris in some circles, leading to inadequate supervision and errors in land records. This illustrates why theoretically optimal spans matter for administrative performance.
Q5 (5 marks — 50 words): What is coordination? Explain Mary Parker Follett's principles of coordination.
Model Answer:
Coordination is the integration of different organisational units and activities toward a common goal without duplication or conflict. Mary Parker Follett (1933) gave four principles: (1) Early coordination — coordinate at the planning stage; (2) Direct coordination — parties communicate directly, not through intermediaries; (3) Continuing coordination — must be an ongoing process; (4) Coordination as reciprocal relating — all parties influence and are influenced by each other. In India, Cabinet Committees, inter-ministerial meetings, and District Coordination Committees apply these principles.