Controlling in Management

Controlling is one of the most basic functions of management, like planning,

organizing, staffing, etc. Controlling is an important function, and without
controlling management can’t ensure the desired results.

Definition of Controlling

Controlling can be defined as a function of making sure that actions of the

employees of an organization are directed towards the attainment of a common
goal and the work is being performed as planned by the management.

What is controlling?

Role of the management of an organization is to make sure that the goals of the

organization are achieved as planned and on time. Out of the many functions of
management, control is one of the most important functions of the organization.

Controlling means giving instructions to employees and making sure that the
instructions are being followed as desired by the management.

Controlling means the management of the organization is responsible for deciding

predetermined standards and making sure that performance of the employees
match with the standards set by the management and in case if the performance
of employees does not match with standards then taking required corrective
measures.

The management of the organization makes sure that the resources of the
organization are being used properly and are being used for the growth of the
organization and are not being wasted in any way. By controlling management,
make sure the effective and efficient use of resources of the organization.

Controlling employees of the organization is an important skill of a manager. A

manager can’t play his role efficiently if he is not good at controlling his team.

By controlling his team properly, he can make sure the coordination among his
team members and by having proper control on the team, he can plan effectively
for the future projects. Management control has different types so as to enable
the management to choose the form of control depending upon the situation at
hand, as it is one of the most important functions of management.
 Features of Controlling in management
1) CONTROLLING IS A DYNAMIC PROCESS

Controlling is a dynamic process. A manager is required to take a different course

of actions when an employee fails to match the standards of performance. A
manager should have the skills to decide how to react to a certain situation.

For example, if an employee is absent frequently, then the manger first should talk
with him and ask for the reason of his absenteeism and try to do something about
the problem, and if the problem persists then, he should take some strict action.

Similarly, the course of action would be different for the employee who does not
perform as per the standard frequently than the employee who has failed to meet
the performance standards for the first time.

2) CONTROLLING IS AN END FUNCTION

Controlling is an end function because it comes into action once the task is
completed. The performance standards are decided before the work is assigned
to the employees and once the work is complete the performance of employees
is compared with the standard performance, and if the performance of the
employees is same as that of the standard performance then no actions are
required to be taken but in case the performance doesn’t match then the
manager is required to take the corrective actions.

Therefore, it is not wrong to say that controlling is an end function.

3) PLANNING AND CONTROLLING GO HAND IN HAND

It is not wrong to say that planning and controlling works together. A manager is
required to plan so that he can control the actions of employees in order to
achieve the desired outcome.

For example, if a sales manager makes a target to make the sales of 5 million in

one quarter with five salespersons working in his team, then he will give the
target of 1 million to every salesperson and will control their actions to achieve
the desired results.

Now you understand that without planning, controlling is meaningless, and

without controlling planning can’t go as desired.
4) CONTROLLING IS A PERVASIVE FUNCTION

Controlling is a pervasive function because it can’t be escaped at any level of the

management. All management is required to control at all levels.

For example, a top-level manager will control the actions of a middle-level

manager and supervise the performance of the manager and similarly, a low-level
manager is answerable to a middle-level manager.

In this way, the controlling is done at all levels. However, there might be a
difference in the methods of control, and different corrective actions are taken
when the performance of the employee is not as desired.

5) CONTROLLING IS LOOKING FORWARD

A manager can control the performance of an employee by controlling the past

actions. A manager keeps track of the performance of the employee, so that
follow up can be made when the time comes to compare the performance.

Process of Controlling in management

The process of controlling in management consists of four steps. All of these steps
are necessary to be followed in order to control effectively.

1) FORMATION OF STANDARDS

The first step of the controlling process is the formation of standards. The
manager first prepares a report stating the standards expected from the project
given to employees.

The standards are not decided by randomly picking a figure, but it is decided on
the basis of the past performance of employees and performance of last season
and the condition of the market. Before revealing the expected standards with
employees and giving them the target, the standards are approved from the
senior management.

After getting the approval of the management, these standards are discussed with
the team members, and the target is given to each team member. A preformed
standard gives a common goal to employees to work towards.
2) MEASUREMENT OF ACTUAL PERFORMANCE

Once the task is completed, it is the job of the manager to measure the
performance of the employees. The manager will analyze the performance of
each employee and ask them to submit their report of work.

3) COMPARISON OF ACTUAL PERFORMANCE WITH THE STANDARD PERFORMANCE

After the measurement of the actual report, a comparison is made between the
actual performance and the pre-decided standard performance and the
difference is calculated between both the performances and a report is generated
after the analysis of the performance of all employees.

4) TAKING CORRECTIVE ACTIONS IF REQUIRED

After comparing the standard performance with the actual performance of

employees. The difference is calculated.

Then the performance of each employee is analyzed, and the difference between
the target given to them and the percentage of target achieved by them is
observed, and the required actions are taken as per the policy of the company
and the past performance of the employee.

For example, no actions would be taken against the employee whose performance
has been good in the past few months. Taking corrective actions is important;
otherwise, employees would start taking their job lightly, and there are chances
that you might lose business in the future.

IMPORTANCE OF CONTROLLING

1) CONTROLLING MOTIVATES EMPLOYEES

Controlling doesn’t mean just giving orders to the employees. It means that the
manager guides his employees throughout the process and provide help to them
where they need.

He also makes sure that each employee is doing his work with proper dedication
and also scolds them if they are not putting 100% efforts.

In addition to this, when a target is given to employees, it gives them a goal to

work. The target motivates them to go to work and work hard to achieve the
target. A motivated employee ends up performing much more than his actual
capacity.

2) CONTROLLING MAKES THE EFFICIENT USE OF RESOURCES

Controlling in management helps in the proper use of resources available in the

organization.

Under controlled environment, employees make the proper use of resources and

are careful while using them. With control, management can make sure that the
employees get maximum output out of the available resources to them.

3) CONTROLLING CREATES DISCIPLINE IN THE ORGANIZATION

Another importance of controlling in management is the discipline in the

organization. Discipline is necessary to attain the goal in the desired time and with
available resources. People tend to become careless if their actions are not
controlled, and if they know that there is nobody to questions them.

By controlling management not only control the actions of employees but also
makes sure that they do that maximum output can be obtained.

4) CONTROLLING ENSURES COORDINATION OF ACTION

In a large organization, there are hundreds of employees who work together.

Different work is going on different departments at the same time. If there is no
coordination between the employees of the organization, then they might end up
losing a lot of resources which may cause loss to the organization then causing
profit.

Therefore, it is the role of the management to coordinate the actions of

employees who work in a different department, and there is little communication
between them.

Management acts as a common thread between them and ensures that the
actions of all the employees working in different departments are directed
towards one common direction that is the direction towards achieving the
common goal of the organization.
5) CONTROLLING HELPS IN DECIDING THE RIGHT JUDGMENT ABOUT THE STANDARDS

Standards cannot be decided over a hunch. It is management that makes sure

that standards are decided with proper analyses of the performance of past
projects, the market condition, the available resources, and the capacity of the
organization.

This can all be possible if control the work in the organization, and with their
expertise and skills can make the right judgment of standards.

6) CONTROLLING AIDS IN THE ACCOMPLISHMENT OF ORGANIZATIONAL GOALS

And last but not least important of controlling in management is the

accomplishment of a goal. The owner of the business or top management has put
their money in the business with the intentions to make more money out of it.

Therefore, their primary goal in every project is to make more profit, and a
manager at a low level is answerable for the performance of his team’s
performance.

Therefore, a manager always controls the actions of people working on his team
by making the effective use of the process of controlling.

EXAMPLES OF CONTROL IN THE MANAGEMENT

It is clear that how much controlling is important for the organization. In this
section, you will learn about the examples of work that require control of
management.

1) PERFORMANCE MEASUREMENT

It is the role of management to assign a task to employees and then measure

their performance. By measuring the performance of each employee
management can know-how about the efforts and actions of each employee and
using this information, they can take important decisions to give promotion or
salary hike or bonus, etc.

2) STRATEGY PLANNING

Management plays an important role in strategic planning and deciding the goal

for the organization, and they also plan how these goals can be achieved within
available resources.
3) MANAGING FINANCES

Management is responsible for managing the finances of the organization. They

take important decisions like how much funds should be allocated to a particular
project, etc. They also make sure that whether the project was profitable for the
organization or not and take corrective actions accordingly.

4) SUPERVISING PEOPLE

The role of management is to supervise the work of employees and increases the
productivity and efficiency of their employees. A manager makes sure that all his
employees work at their optimum capacity, and they work to achieve the
objective of the organization.

5) CONTROLLING RISK

Management identifies and analyze the risks involved at an early stage and take
precautionary steps to avoid them or to minimize their impact.

6) IMPROVING PERFORMANCE

Controlling in management is necessarily required to improve the performance of

the whole team continuously. The manager can analyze the performance of each
employee and help or give them instructions to improve their performance in
order to attain the organizational goal.

7) INVENTORY MANAGEMENT

The management is responsible for controlling the inventory so that there is

never a shortage or surplus of supply, and everything works without trouble.

8) ENSURING QUALITY

The control is important to ensure quality. Some organizations are known for
their quality, and they might face a blow to their business if they don’t take care
of the quality. Therefore, in such organizations, the manager does everything to
keep up with the quality standards.

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