Controlling
Dr Rajnish Ratna
Controlling
Controlling means that managers develop (i)
appropriate standards (ii) compare ongoing
performance against those standards and (iii) take steps
to ensure that corrective actions are taken when
necessary. A good controlling system is generally
designed to keep things from going wrong, not just to
correct them afterwards.
Controlling
It is only through the process of control that management is able to
maintain the "equilibrium between ends and means, output and
effort." A properly designed system of control alerts managers of
the existence of potential problems and allows them to take
corrective actions, when necessary. The basic purpose of a well-
designed control system is to ensure that results are achieved
according to plan. Control is not just score-keeping. It is not just
plotting the course and getting locations reports. It is, rather,
steering the ship.
Features
The following are the features of controlling:
Control is a positive force
Control is a continous process
Control is forward looking
Control process is universal
Control process is dynamic
Control is goal-oriented
Delegation is the key to control
Control is based on planning
Importance of Control
The management process is incomplete and, sometimes, meaningless
without control function. Targets remain on paper, people tend to use
resources recklessly and managers find everything chaotic. The absence of
control could be very costly and unproductive. A good system of control,
however, puts an end to all of these and offers the following advantages:
1. Achievement of goals
2. Execution and revision of plans
3. Brings order and discipline
4. Facilitates decentralisation of authority
5. Promotes coordination
6. Cope with uncertainty and change
Limitations
Setting control points over important areas is not easy. It
is expensive, takes lot of time and effort on the part of
managers. Certain areas can be measured precisely. But
many areas, unfortunately, defy measurement in
quantitative terms.
The Control Process
The process of control involves the following steps:
Establishment of standards
Measurement of actual performance
Comparison of actual performance with standard
Taking corrective action
Characteristics of an Effective Control System
Effective control systems tend to have certain qualities in common.
These can be stated thus:
1. Suitable
2. Simple
3. Selective
4. Sound and economical
5. Flexible
6. Forward-looking
7. Reasonable
8. Objective
9. Responsibility for failures
10. Acceptable
Types of Control
Depending on the time at which control is applied, controls are of
three types:
Feedback control (Historical or Post-control)
Concurrent control
Predictive or Feedforward control
Dimensions of Control
Managers, focus attention on key or critical areas
which have a significant bearing on the performance
of various departments in an organisation. The
following ways have been found to be relevant in this
regard:
1. Critical or strategic point control
2. Management by exception (MBE)
Resistance to Control
There is a natural resistance to controls, because controls take away a certain
amount of individual freedom. Employees tend to view controls in a negative way,
due to various reasons:
Over-control
Inappropriate controls
Unachievable standards
Unpredictable standards
Rewards for inefficiency
Uncontrollable variables
Overcoming Resistance to Control
There are means that managers can use to reduce negative reactions, namely:
Employee participation
Justifiable controls
Precise and understandable standards
Realistic standards
Timely communication of findings
Accurate findings
Assuring support
Positive reinforcement
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