controlling

FUNDAMENTALS OF CONTROLLING
BY- SRIJAN JAISWAL

Controlling
A process of monitoring performance and
taking action to ensure desired results.
It sees to it that the right things happen, in
the right ways, and at the right time.
3

Definitions of controlling
 According to Henri Fayol
Control of an undertaking consists of seeing that
everything is being carried out in accordance with
the plan which has been adopted, the orders which have
been given, and the principles which have been laid
down. Its object is to point out mistakes in order that they
may be rectified and prevented from recurring.
 According to Harold Koontz
Controlling is the measurement and correction of
performance in order to make sure that enterprise
objectives and the plans devised to attain them are
accomplished.
 According to EFL Breach
Control is checking current performance against pre-determined
standards contained in the plans, with a view
to ensure adequate progress and satisfactory performance

Characteristics of
controlling
End
Function
Continuous
process
Dynamic
process
Action
Oriented
Forward looking
Exercised at all levels
Management Function

FEATURES OF CONTROLLING
 Control is forward looking :
One can control future happenings and not the past.
Managers suggest corrective actions for the future period.
 Control is both an executive process and a result :
 Each manager has to perform control function in the
organization.
 Nature, scope and limit of the control function may be
different for different managers.
 The word ‘control ‘ is preceded by an adjective to
designate control problem : quality control, inventory
control, production control, administrative control etc.

 Control is a continuous process :
Managerial control follows a definite pattern and time
table, month after month and year after year on a
continuous basis.
 A control system is a coordinated – integrated system :
 Data collected for different purposes should be
reconciled with one another.
 Control is a single system, but more accurate to think of
it as a set of interlocking subsystems.

IMPORTANCE OF CONTROL
 Adjustment in operations :
 Objectives – basis of control.
 Adjustment done through control.
 Policy verification :
 Policies generate the need for control.
 Managers set certain policies which become the basis and
reason for control.
 Verify the quality of policies.

 Managerial responsibility :
 Managerial responsibility – created through
assignment of activities to various individuals.
 Starts at the top level and goes down to the bottom
level.
 Manager is responsible for the ultimate performance
of his subordinates.
 Psychological pressure :
 Psychological pressure on individuals to perform
better.
 Rewards and punishment based on the performances.

 Coordination in action :
 Coordination is achieved through proper performance.
 Manager coordinates the activities of his subordinates to
achieve the organizational goals.
 Organizational efficiency and effectiveness :
 Proper control ensures organizational efficiency and
effectiveness.
 Control system – brings the organization closer to its
objectives.

Process of Controlling
Establishing Control Standards
Measurement of Performance
Comparing Actual with Standard
Correction of Deviation

Feed Forward Control
 Also called preliminary or preventive
controls, attempt to identify and
prevent deviations in the standards
before they occur.
 Feed forward controls focus on human,
material, and financial resources within
the organization.
 These controls are evident in the
selection and hiring of new employees.

Concurrent Control
 Monitor ongoing employee activity to
ensure consistency with quality
standards.
 These controls rely on performance
standards, rules, and regulations for
guiding employee tasks and behaviors.
 Their purpose is to ensure that work
activities produce the desired results.

Feed Back Control
 Control takes place when the work is
performed.
 It involve reviewing information to
determine whether performance meets
established standards.

STEPS IN CONTROLLING
 Control is reciprocally related to planning :
 Draws attention to situations where new planning is
needed.
 Provides data upon which plans can be based.
 Various steps in control process which are necessary in its relationship to planning :
 Establishment of control standards.
 Measurement of performance.
 Comparison between performance and standards and the
communication.
 Correction of deviation from the standards.

1. ESTABLISHMENT OF CONTROL STANDARDS
 Plans - goals, objectives, targets to be achieved. Actual
results are measured against them.
 Precision :
 Great precision – Standards are set in quantities.
E.g. Physical – Volume of products, man hour.
Monetary – Costs, revenues, investment.
 Less precision – Standards are in qualitative terms.
E.g. Human relations.
 It is also important to decide the level of achievement
which will be regarded as good or satisfactory.
 Desired level of performance - reasonable , feasible, some
amount of flexibility , stated in terms of range (maximum
and minimum).

2. MEASUREMENT OF PERFORMANCE
 Involves measuring the performance in the work in terms of
control standards.
 Methods of measuring performance :
 Quantitative – Physical and monetary terms, easily and
precisely measurable.
E.g. Production units, sales, volume, profits etc.
 Qualitative – Intangible, cannot be measured precisely.
E.g. Human relations etc.
Techniques – Psychological tests, opinion surveys.
 Measurement must be (i) clear, simple and rational, (ii)
relevant, (iii) direct attention and efforts, (iv) reliable, self
announcing, and understandable without complicated
interpretation or philosophical discussions.

3. COMPARING ACTUAL AND STANDARD PERFORMANCE
 Steps :
 Finding out the extent of deviations.
 Identifying the causes of such deviations.
 Accurate standards and accurate measurement of actual
performance are very important for clear revelation of
variations.
 Required standards achieved :
 No further managerial action is necessary.
 Control process is complete.
 Required standards not achieved :
 Extent of variation may differ from case to case, depends
upon the type of activity.

 Strict compliance with standards or permissible limit of
variation.
 E.g. Engineering products – a very minute variation may
be significant.
 When the deviation between standard and actual
performance is beyond the prescribed limit, an analysis is
made of the causes of such deviation.
 Controllable factors – Person concerned will take necessary
corrective action.
 Uncontrollable factors – Person concerned cannot be held
responsible.
 Communication of data to the person who can take corrective
action.

4. CORRECTION OF DEVIATIONS
 Organization is not a self – regulating system.
 Actions should be taken to maintain the desired
degree of control in the system or operation.
 Control actions :
 Review of plans and goals and change therein
on the basis of such review.
 Change in the assignment of tasks.
 Change in existing techniques of direction.
 Change in the organization structure.
 Provision for new facilities.

DESIRED
PERFORMANCE
IMPLEMENTATION
OF CORRECTIONS
ACTUAL
PERFORMANCE
CORRECTIVE
PLAN ACTION
ANALYSIS OF
CAUSES OF
DEVIATION
MEASUREMENT
OF
PERFORMENCE
COMPARISON
OF ACTUAL
AND
STANDARD
IDENTIFICATION
OF DEVIATION
MANAGEMENT
CONTROL
PROCESS

controlling

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