The reading module Read the text №1: Controlling function in Management

The managerial function controlling always maximize the use of scarce resources to achieve the purposeful behavior of employees in an organisation. In planning stage, it is decided that how the resources would be utilized but where as in the controlling stage it is observed that whether the resources are being utilized in the same way as planned or not. Thus, control completes the whole sequence of management process.

Effective leadership is putting first things first. Effective management is discipline, carrying it out.

Controlling Definition

"Control refers to the task of ensuring that activities are producing the desired results. Control in this case is limited to monitoring the outcome of activities, reviewing feedback information about this outcome, and if necessary, taking corrective actions".- Reeves and Woodward.

"Controlling is determining what is being accomplished - that is, evaluating performance and, if necessary, applying corrective measures so that performance takes place according to plans".- Terry and Franklin.

Features of Controlling

One can control future happenings but not the happened. Hence in here all the past performance is measured for taking corrective actions for future periods.

Every manager in an organization has to perform the control function. The control may be quality control, inventory control, production control, or even administrative control.

Control is a continuous process, it follow a definite pattern and time-table, month after month and year after year on a continuous basis.

Importance of Controlling

Control system acts as an adjustment in organisational operations. It mainly checks whether plans are being observed and suitable progress towards the objectives is being made or not, and if necessary any action to control the deviations.

Policies and other planning elements set by the managers become the basis and reason for control. Through control it is monitored whether the individuals adhere to those frameworks or not so that organisation and management can verify the quality of various policies.

Exercising some authority and forming superior-subordinate relationship throughout the organization can be established through controlling.

With the presence of authority or control the individuals will work properly and exhibit better performance to reach the targets set for them.

Control system ensures the organizational efficiency and effectiveness. When Proper system exists the organization effectively achieves its objectives.

Management by Exception

It is a system of identification and communication that signals to the manager when his attention is needed and he concentrates more on the important areas where deviation occurred. Components of management by exception are as follows:

Measurement: By measuring past and present performance the manager tries to find out the deviations.

Projection: Manager analyses those measurements that are meaningful to the organizational objectives.

Selection: It involves the criteria which the manager will use to follow progress towards organizational objectives.

Observation: It involves measurements of current performances.

Comparison: The manager makes comparisons of actual and planned performance and identifies the exceptions that require attention.

Decision Making: The manager prescribes the action that must be taken in order to bring performance back into control or to adjust expectations to reflect changing conditions.