CONTROLLING

CONTROLLING
• IS THE USE OF FORMAL AUTHORITY TO ASSURE THE
ACHIEVEMENT OF GOALS AND OBJECTIVES

• Performance is measured and corrective actions is taken

• Functions of Control
It promotes effective use of resources,.
 It provides professional reinforcement
 It maintains activity and expectations
 Principles of Controlling
• There must be a:
• 1. Critical few: few people involved to bring the best
result
• 2. Defined point of Control (centralized or decentralized)
• 3. Self Control or discipline: personal acceptance of
responsibility and accountability
 Kinds of Formal Control
• 1.Pre-action Control
Personal supervision
Procedures
Guidelines
• 2.Post- Action Control
Control while doing the task or may had
been performed and correcting deviation from
standard or plan
 Types of Control
• 1. Feedforward control: focus on operations before it begins.
The goal is to prevent anticipated problems.
• 2. Concurrent Control: apply to process as they are happening.
• 3. Feedback Control; focus on the results of operations.
Examples weekly, monthly quarterly and annual reports
Characteristics of effective Control
• 1.
Control system must be designed
appropriately
• 2. Control standard must be flexible and realistic
• 3.
Control system must prevent not cause the
problem they were designed to detect.
Designing an Effective control System
• 1. Control at all levels in the health care delivery system
• 2. Acceptability of those who will enforce decisions
• 3. Flexibility of the enforcers and the implementors to enforced
decision based on practical situation
• 4. Accuracy : Steps and mechanism control must be clear
• 5. Timeliness: Activities are planned with target set
• 6. Cost effectiveness
• 7. Understandability
• 8. Balance between objectivity and subjectivity
• 9. Coordinated with planning organizing and leading
Steps in the Control Process
• Thecontrol process is a continuous flow between
measuring, comparing and action. There are four
steps:
• 1. establishing performance objectives
• 2. measuring actual performance
• 3.
comparing measured performance against
established objectives and standard
• 4. taking necessary corrective action
 Establish and Specify Criteria and Performance Standard
• Consist of the following:

• 1. Standard: any guidelines establish as a basis for measurement. A precise

statement of expected result. It is usually expresses numerically and is set for
quality, quantity and time.
• 2. Resource control: means of controlling the 7M’s
• 3. Financial Controls; achieving the organizations profit motive
• 4. Operation Control: the effectiveness of the organizations transformation process
• 5. Statistical process control: use of statistical or mathematical method to determine
correctness of production operations.
• 6. Just in time system (JIT): timely application or giving of medications for illness of
patients and or timely purchasing of materials to be transformed into parts.
Monitor and Measure Performance
• Techniques for monitoring:
• 1. Nursing Rounds; focus on issues of patient care and
nursing standard
• 2. Quality assurance: focus on compliance with
established standards
• 3. Nursing Audit: documentation of the quality of nursing
care in relation to standard established by the nursing
department
Compare Performance with standards
• Actual accomplishments are matched with the accepted
standard to check for delays or deviation
• Ways to correct or improved performance
• 1. Program Evaluation and Review Technique (PERT)
• 2. Benchmarking: seeks out the best to improve its
performance
Enact Remedial measures
• 1. Correction of deviation or errors
• 2. Use of Master Control Plan
• 3. Take Necessary actions
Characteristics of Control process
• 1. Control process is cyclical
• 2.
Its open leads to management expectation that
employee's behavior will change
• 3. It is both anticipatory and retrospectives
• 4.
Each person in the health care delivery views control
as his or her own responsibility
• 5.Controlling builds on planning organizing and
leading
Management Control Strategies
• 1.
Market Control: relies primarily on budget and
rules
• 2. Bureaucratic control
• 3. Clan Control
• 4. Self control
 Performance Appraisal Tools

• Performance Appraisal:method of acquiring and

processing information needed to improve the
individuals performance and accomplishments
 Methods used for performance appraisal
• 1. Trait Rating scale: rating a person against a set standard which
maybe the job description, desired behavior and personal trait.
• 2. Job dimension scale: it focuses on job requirements and the
quality work performance
• 3. Behaviorally anchored rating scales: focus on desired behavior to
improve performance
• 4. Checklist: composed of behavioral statements that represents
desirable behavior
• 5. Peer review: collegial evaluation of performance
• 6. Self appraisal: employee evaluate his own self performance
Common Errors in Performance Appraisal
• 1. Halo Effect; tendency to overrate staff based on the rater’s first
impression
• 2. Logical Error: Often based on first impression of the rater to the rate.
• 3. Central tendency error: this rates the staff as average, openly done
when feedback tools are inadequate.
• 4. Leniency error: propensity to overlook the weaknesses and mistakes
of the person being evaluated leading to inaccurate picture of job
performance
• 5. Hawthorne effect: the behavior effect of the rate changes simply
because he is being observed by the rater,
• 6. Horn’s effect: occurs when rating an employee very low because of an
error committed.
 Types of Standard
• 1.
Structure Standard: focus on the structure or management
system used by an agency to organize or deliver nursing care.
• 2.Process Standard: refer to actual nursing care procedures
or those activities engaged in by the nurse to administer care.
• 3.
Outcome Standard: designed to measure the result of
nursing care
Dysfunctional Consequences of Control
• 1. Game Playing: “ the game between the boss and me and I want to
win”
• 2. Resisting Control: passive aggression or negative reaction to too
much control
• 3. Providing inaccurate information: “you want numbers we will give
you numbers”
• 4. Following rules to the letter; reaction to do as a I say
• 5. Sabotaging:
• 6. Playing one manager off against another
THANK YOU!!!