Unit 9 Controlling Structure 9.1 Introduction 9.2 Definitions of Control 9.3 Necessity of Control 9.4 Steps of Control 9.5 Features of Control 9.6 Characteristics of Good Control Procedure 9.7 Exercise Learning Objectives After studying this unit, you will be able to: Explain the steps of Control. List out the features of Control. Explain the characteristics of Good Control Procedure. 9.1 Introduction Control is one of the important functions of management. The managerial functions of control consists in a comparison of the actual performance with the planned performance with the object of discovering if all is proceeding according to plan and if not, why. 9.2 Definitions of Control According to Koontz and ODonnell, control implies measurement of accomplishment against the standard and the correction of deviations to assure attainment of objectives according to plans. In the words of Henry Fayol, in an undertaking, control consists in verifying whether everything occurs in conformity with the plan adopted, the instructions issued and principles established. It has for object to point out weaknesses and Controlling Unit 9 Management Development Page No. 137 errors in order to rectify them and prevent their recurrence. It operates on everything things, people, actions. 9.3 Necessity of Control Control is an essential feature of all business activities. Effective control of men, materials, machines and money is essential for the proper running of any business. To measure performance, to adjust to the changing environment, the efforts of individuals and enterprises must be channelised in the desired directions. Control is necessary to ascertain the deviations and to guide the development of the factory towards the chosen goals. 9.4 Steps of Control Each plan of control consists of five basic steps. They are: 1) Establishment of plan or standard: Control cannot exist unless there are some kinds of plan or standard. Plans and standards set the level for achievement and accomplishment. Plan or standard may be quantitative, qualitative or monetary. Examples of quantitative standards are units of finished products, units of man-hours, number of rejections. Examples of qualitative standards are skill, leadership, ability, discipline. Examples of monetary standards are costs, revenue and investments. 2) Keeping a record of actual performance: Accurate and authentic records of performance must be maintained in order to institute control procedures. 3) Appraisal and evaluation of actual or expected performance against set plans or standards: Evaluation involves two activities: (a) measurement of performance in concrete or numerical terms; (b) comparison with set plan or standard. Measurement or performance is the more difficult of these two. Qualitative standards like efficiency and morale are hard to measure. When actual performance meets planned performance, the manufacturing situation is said to be in control. When performance fails to meet the plan, the situation is considered out of control. Another aspect of evaluation is the prediction of possible failure. Controlling Unit 9 Management Development Page No. 138 4) Finding out strategic control points: In the industrial production processes, it may not be feasible to measure and evaluate performance at every small step. Finding out strategic control points means finding out the exact places or spots where the performance should be evaluated in order to obtain the best results at the least cost. 5) Provision for taking corrective steps against deviation of performance from plan or standards: The first four steps are concerned with fact finding. They provide data, facts or statistics which point to the need for action and also indicate the directions in which corrective measures should be taken. Effective control cannot tolerate needless delays, excuses, endless compromises or excessive exceptions. Generally speaking, plans and standards of schedules and budgets should not be changed to meet failures in performance. Corrective action is of two kinds; (a) remedial and (b) preventive. Preventive measures are always preferable. 9.5 Features of Control The following are the important features of control: 1) Control is not the beginning of the process of management but an end function. It is a follow-up of the other functions of management. It works on the basis of a plan and judges how the different factors men, materials, machinery and money are organised and co-ordinated for the best performance. 2) It is mainly forward looking. A manager cannot control the past. But he reviews the past events and applies the benefits of previous experience to make improvements in future. 3) Control is a dynamic process. As plans and objectives may change according to the needs of the situation, control must also adjust itself to them. The control system should be flexible. Controlling Unit 9 Management Development Page No. 139 4) Like planning, control is a continuous activity. According to Koontz and ODonnell, just as a navigator continuously takes readings to ascertain where he is relative to a planned course, so should the business manager continually take reading to assure himself that his enterprise or department is on course. 5) Control is exercised at all levels of management though its nature and degree differ according to the level. While overall control and supervision are in the hands of the board of directors, the activity of the departments are controlled by departmental heads. 6) Control is identified with individuals. Control may be directly related to material, process or even finance, but ultimately there is some human being, whoever he may be, that is responsible for the defect in material shortcomings of the process or financial laps. 7) Control does not necessarily mean curtailment of the rights of the subordinates. It is not the same thing as interference as M.P. Follet had pointed out long ago. 9.6 Characteristics of Good Control Procedure The following are the essential requisites of a good control procedure: 1) Simplicity: Control system should be as simple as possible. The fewer the forms or records, easier the system to operate. Simple systems are also easily understood by people. 2) Low cost: Control system should not be very expensive. 3) Adequate and timely information: Enough information should be gathered for making decisions. Economic balance should be maintained in the cost of information and its value. Information should be obtained at the appropriate time. 4) Flexibility. Controlling Unit 9 Management Development Page No. 140 5) Permit management by exception: Those situations that require corrective action are brought to the immediate attention of the management or supervisory personnel. Ordinary situations may be handled by the person in charge. 6) Force planning and correction: A control system should be so designed as to force managers to look ahead. Good control plans should foster better planning for future operations. Corrective action by signalling failures should be brought to the notice of the next higher level of management. From the point of view of operations, control activities can be classified into several categories. The most important among them are: (1) control over policies, (2) control over procedures, (3) control over organisation, (4) control over personnel, (5) control over product, (6) control over product line, (7) control over production, (8) control over stock or inventory, (9) control over quality, (10) control over wages and salaries, (11) control over sales, (12) control over prices, (13) control over overall performance. 9.7 Exercise 1) Define control and explain the different steps of Control. 2) Explain the features of Control. 3) List out the characteristics of good control procedure. Controlling Unit 9 Management Development Page No. 141 References: 1. Principles and Practice of Management T. N. Chhabra 2. Principles of Business Management Sherlekar and Sherlekar 3. Industrial Engineering and Management Khanna 4. Industrial Management Thukaram 5. Principles of Management B. S. Raman