Organization and Management

Governor Pack Road, Baguio City, Philippines 2600

Tel. Nos.: (+6374) 442-3316, 442-8220; 444-2786;
442-2564; 442-8219; 442-8256; Fax No.: 442-6268 Grade Level/Section: Grade 11-ABM
Email: [email protected]; Website: www.uc-bcf.edu.ph

MODULE 8 – Org Man Subject Teacher:

Functions of Management: Controlling

Learning Objectives:
At the end of the lesson, the student should be able to:
a. Explain the meaning of controlling;
b. State the importance of controlling;
c. Describe the relationship between planning and controlling;
d. Explain the steps in the process of controlling; and
e. Describe the techniques of controlling.

Introduction

Controlling is one of the important functions of a manager. In order to seek planned results
from the subordinates, a manager needs to exercise effective control over the activities of the
subordinates. Controlling ensures that activities in an organization are performed as per the plans.
Controlling also ensures that an organization’s resources are being used effectively and
efficiently for the achievement of predetermined goals. Controlling is, thus, a goal-oriented function.
Controlling function of a manager is a pervasive function. It is a primary function of every manager.
Managers at all levels of management including top, middle, and lower need to perform controlling
functions to keep a control over activities in their areas. Moreover, controlling is as much required in
an educational institution, military, hospital, and a club as in any business organization.
Controlling should not be misunderstood as the last function of management. It is a function that
brings back the management cycle back to the planning function. The controlling function finds out
how far actual performance deviates from standards, analyses the causes of such deviations and
attempts to take corrective actions based on the same. This process helps in formulation of future
plans in the light of the problems that were identified and, thus, helps in better planning in the future
periods. Thus, controlling only completes one cycle of management process and improves planning
in the next cycle.

Importance of Controlling:
(i) Accomplishing organizational goals: The controlling function measures progress towards
the organizational goals and brings to light the deviations, if any, and indicates corrective
action. It, thus, guides the organization and keeps it on the right track so that
organizational goals might be achieved.
(ii) Judging accuracy of standards: A good control system enables management to verify
whether the standards set are accurate and objective. An efficient control system keeps a
careful check on the changes taking place in the organization and in the environment
and helps to review and revise the standards in light of such changes.

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 Organization and Management
Governor Pack Road, Baguio City, Philippines 2600
Tel. Nos.: (+6374) 442-3316, 442-8220; 444-2786;
442-2564; 442-8219; 442-8256; Fax No.: 442-6268 Grade Level/Section: Grade 11-ABM
Email: [email protected]; Website: www.uc-bcf.edu.ph

MODULE 8 – Org Man Subject Teacher:

(iii) Making efficient use of resources: By exercising control, a manager seeks to reduce
wastage and spoilage of resources. Each activity is performed in accordance with
predetermined standards and norms. This ensures that resources are used in the most
effective and efficient manner.
(iv) Improving employee motivation: A good control system ensures that employees know well
in advance what they are expected to do and what are the standards of performance on
the basis of which they will be appraised. It, thus, motivates them and helps them to give
better performance.
(v) Ensuring order and discipline: Controlling creates an atmosphere of order and discipline in
the organization. It helps to minimize dishonest behavior on the part of the employees by
keeping a close check on their activities. The box explains how an import-export company
was able to track dishonest employees by using computer monitoring as a part of their
control system.
(vi) Facilitating coordination in action: Controlling provides direction to all activities andefforts
for achieving organizational goals. Each department and employee is governed by
predetermined standards which are well coordinated with one another. This ensures that
overall organizational objectives are accomplished.

Limitations of Controlling:
(i)Difficulty in setting quantitative standards: Control system loses some of its effectiveness when
standards cannot be defined in quantitative terms. This makes measurement of performance and
their comparison with standards a difficult task. Employee morale, job satisfaction and human
behavior are such areas where this problem might arise.

(ii) Little control on external factors: Generally an enterprise cannot control external factors such as
government policies, technological changes, competition etc.

(iii) Resistance from employees: Control is often resisted by employees. They see it as a restriction on
their freedom. For instance, employees might object when they are kept under a strict watch with
the help of Closed Circuit Televisions (CCTVs).

(iv) Costly affair: Control is a costly affair as it involves a lot of expenditure, time and effort. A small
enterprise cannot afford to install an expensive control system. It cannot justify the expenses involved.
Managers must ensure that the costs of installing and operating a control system should not exceed
the benefits derived from it.

Relationship between Planning and Controlling

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 Organization and Management
Governor Pack Road, Baguio City, Philippines 2600
Tel. Nos.: (+6374) 442-3316, 442-8220; 444-2786;
442-2564; 442-8219; 442-8256; Fax No.: 442-6268 Grade Level/Section: Grade 11-ABM
Email: [email protected]; Website: www.uc-bcf.edu.ph

MODULE 8 – Org Man Subject Teacher:

Planning and controlling are inseparable twins of management. A system of control

presupposes the existence of certain standards. These standards of performance which serve as the
basis of controlling are provided by planning. Once a plan becomes operational, controlling is
necessary to monitor the progress, measure it, discover deviations and initiate corrective measures to
ensure that events conform to plans. Thus, planning without controlling is meaningless. Similarly,
controlling is blind without planning. If the standards are not set in advance, managers have nothing
to control. When there is no plan, there is no basis of controlling. Planning is clearly a prerequisite for
controlling. It is utterly foolish to think that controlling could be accomplished without planning.
Without planning there is no predetermined understanding of the desired performance. Planning
seeks consistent, integrated and articulated programs while controlling seeks to compel events to
conform to plans.

Thus, planning and controlling are interrelated and, in fact, reinforce each other in the sense that
1. Planning based on facts makes controlling easier and effective; and
2. Controlling improves future planning by providing information derived from past experience.

1. Do the
Plans

4. Correct deviations and return 2. Carry out the plans

to No. 2; or improve future plans thoriugh strategies
by going back to No. 1 formulated

3. Monitor and compare

actual performance with
plans

Illustration 1: Relationship of Planning and Controlling

Controlling Process
The controlling process enables managers to ensure synergy between the planning and
controlling functions. The process ensures that the organization is on track toward realizing its plans
and enables management to intervene and address any deviation from the standard.

Controlling is a systematic process involving the following steps:

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 Organization and Management
Governor Pack Road, Baguio City, Philippines 2600
Tel. Nos.: (+6374) 442-3316, 442-8220; 444-2786;
442-2564; 442-8219; 442-8256; Fax No.: 442-6268 Grade Level/Section: Grade 11-ABM
Email: [email protected]; Website: www.uc-bcf.edu.ph

MODULE 8 – Org Man Subject Teacher:

Step 1: Setting Performance Standards:

The first step in the controlling process is setting up of performance standards. Standards are
the criteria against which actual performance would be measured. Thus, standards serve as
benchmarks towards which an organization strives to work. Standards can be set in both quantitative
as well as qualitative terms. For instance, standards set in terms of cost to be incurred, revenue to be
earned, product units to be produced and sold, time to be spent in performing a task, all represents
quantitative standards. Sometimes standards may also be set in qualitative terms. Improving goodwill
and motivation level of employees are examples of qualitative standards. The table in the next page
gives a glimpse of standards used indifferent functional areas of business to gauge performance.

Step 2: Measurement of Actual Performance:

Once performance standards are set, the next step is measurement of actual performance.
Performance should be measured in an objective and reliable manner. There are several techniques
for measurement of performance. These include personal observation, sample checking,
performance reports, etc. As far as possible, performance should be measured in the same units in
which standards are set as this would make their comparison easier.

It is generally believed that measurement should be done after the task is completed.
However, wherever possible, measurement of work should be done during the performance. For
instance, in case of assembling task, each part produced should be checked before assembling.

Step 3: Comparing Actual Performance with Standards:

This step involves comparison of actual performance with the standard. Such comparison will
reveal the deviation between actual and desired results. Comparison becomes easier when
standards are set in quantitative terms. For instance, performance of a worker in terms of units
produced in a week can be easily measured against the standard output for the week.

Step 4: Analyzing Deviations:

Some deviation in performance can be expected in all activities. It is, therefore, important to
determine the acceptable range of deviations. Also, deviations in key areas of business need to be
attended more urgently as compared to deviations in certain insignificant areas. Critical point
control and management by exception should be used by a manager in this regard.

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 Organization and Management
Governor Pack Road, Baguio City, Philippines 2600
Tel. Nos.: (+6374) 442-3316, 442-8220; 444-2786;
442-2564; 442-8219; 442-8256; Fax No.: 442-6268 Grade Level/Section: Grade 11-ABM
Email: [email protected]; Website: www.uc-bcf.edu.ph

MODULE 8 – Org Man Subject Teacher:

a. Critical Point Control: It is neither economical nor easy to keep a check on each and every
activity in an organization. Control should, therefore, focus on key result areas (KRAs) which
are critical to the success of an organization. These KRAs are set as the critical points. If
anything goes wrong at the critical points, the entire organization suffers. For instance, in a
manufacturing organization, an increase of 5% in the labor cost may be more troublesome
than a 15% increase in postal charges.

b. Management by Exception: It is often referred to as control by exception, is an important

principle of management control based on the belief that an attempt to control
everything results in controlling nothing. Thus, only significant deviations which go beyond
the permissible limit should be brought to the notice of management.

Step 5: Taking Corrective Action:

The final step in the controlling process is taking corrective action. No corrective action is
required when the deviations are within acceptable limits. However, when the deviations go beyond
the acceptable range, especially in the important areas, it demands immediate managerial
attention so that deviations do not occur again and standards are accomplished. Corrective action
might involve training of employees if the production target could not be met. Similarly, if an
important project is running behind schedule, corrective action might involve assigning of additional
workers and equipment to the project and permission for overtime work.

Causes of deviation: Corrective action to be taken:

Defective material Change the quality specification for the material used

Defective machinery Repair the existing machine or replace the machine if it cannot
be repaired
Obsolete machinery Undertake technological upgradation of machinery

Defective process Modify the existing process

Defective physical conditions of Improve the physical conditions of work
work

Table 1: Corrective Action Examples

Control Methods and systems

In implementing control methods and techniques, the manager must be aware of the
timeliness by which they can apply certain control and techniques. Certain control measures may be

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 Organization and Management
Governor Pack Road, Baguio City, Philippines 2600
Tel. Nos.: (+6374) 442-3316, 442-8220; 444-2786;
442-2564; 442-8219; 442-8256; Fax No.: 442-6268 Grade Level/Section: Grade 11-ABM
Email: [email protected]; Website: www.uc-bcf.edu.ph

MODULE 8 – Org Man Subject Teacher:

applied before, during, and after a certain task or operation. The appropriate measure must be
applied at the correct time to ensure the smooth conduct of operations.

The control measures based on the timelines are as follows:

Before During After

Inputs Processes Output

Feedforward Concurrent Feedback

Control Control Control

Illustration 2: Types of Control based on Timelines

1. Feedforward Control
This type of control anticipates the occurrence of possible problems so that preventive
measures can be implemented before the actual operation. Feedforward is a proactive measure
because it allows managers to think of ways to prevent any untoward incidents before they can
actually happen. The implementation of feedforward control requires the company to invest material
and human resources to ensure that it is done properly.
2. Concurrent Control
This type of control is implemented while the activity is in progress. Managers practice this to
monitor the activity as it happens and address problems as they occur.
3. Feedback Control
This type of control is done after the activity. Feedback enables managers to gather
information and determine whether the activity is a success or a failure. Feedback is the most
common control implemented by companies.
Apart from implementing controls during the conduct of specific tasks and business
operations, organizations also apply various control methods and system in monitoring and
controlling the general conduct of company operations. Additional controls as follows:
1. Administrative Control
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 Organization and Management
Governor Pack Road, Baguio City, Philippines 2600
Tel. Nos.: (+6374) 442-3316, 442-8220; 444-2786;
442-2564; 442-8219; 442-8256; Fax No.: 442-6268 Grade Level/Section: Grade 11-ABM
Email: [email protected]; Website: www.uc-bcf.edu.ph

MODULE 8 – Org Man Subject Teacher:

This technique entails establishing procedures and policies that ensure efficiency in the
activities of the company. This utilizes documentation using integrated information systems and other
systems software, and various kinds of reports which are standardized to ensure complete and
consistent information. Specific example includes maintenance operations involving toxic substances
are done during night time when most employees are not present.

2. Delegation
This involves assigning an employee to take responsibility in completing task. Although
delegation is closely related to leading, it also involves control since in performing their assigned
tasks, the employees exercise control and manage their behavior and activities which help them
accomplish their tasks and limit the possibility of committing mistakes. In exercising delegation, the
manager exercises control by monitoring the activities of employees assigned to perform specific
tasks.

3. Evaluation
This type of information involves collection and analysis of information in order to make
decisions. This involves collecting results of marketing efforts, sales reports, and project evaluations.
Other sources of information may include logbooks surveys, interviews among others.

4. Financial Reports and Financial Ratios

Financial figures provide information on how money is spend and how profits are maximized
by the company. Financial reports include Statement of Comprehensive Income, Statement of
Changes in Equity, Balance Sheet and Statement of cash flows. These statements are used to
perform ratio analysis to monitor company performance. Financial Ratios are classified as follows:

a. Liquidity Ratios- measure’s the company’s ability to meet its current obligations.
b. Leverage ratio- assesses the organization’s use of debt to finance its assets and meet the interest
payment on debts.
c. Activity ratio- measures the efficiency of the company in using its assets to meet its various financial
obligations and convert its various accounts to cash.
d. Profitability ratio- measures the efficiency of the company in generating profits.

5. Performance Appraisal (refer to the discussion in Module 5)

6. Policies and Procedures

These form part of the internal control of an organization as they guide behavior in the
workplace. Procedures and policies ensure that employees carry out tasks in efficient and effective
fashion and that directives and instructions are consistent.
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 Organization and Management
Governor Pack Road, Baguio City, Philippines 2600
Tel. Nos.: (+6374) 442-3316, 442-8220; 444-2786;
442-2564; 442-8219; 442-8256; Fax No.: 442-6268 Grade Level/Section: Grade 11-ABM
Email: [email protected]; Website: www.uc-bcf.edu.ph

MODULE 8 – Org Man Subject Teacher:

7. Quality Control
This method relies on the quality of products and services as a basis for establishing
performance standards, monitoring results, and comparing results with standards. An essential
component of quality control is quality assessment. It consists of a set of activities designed to find
out if quality control activities are effective. Quality assessments enable companies to adjust their
operations to conform to established standards.

REFERENCES

Cabrera, H.M.F. (2015). Organization and Management. Quezon City: Vibal Group, Inc.
De Guzman, R.S. (2018). Introduction to Management. Baguio: University of the Philippines
Stevenson, W.J. (2010). Operations Management. Singapore: McGraw-Hill Companies, Inc.
Kinicki, A. & Wliliams, B.(2009). Management. New York: McGraw-Hill/Irwin.
Schermerhorn, J. (2010). Introduction to Management
Payos, et al( 2016). Organization and Management. Rexestore.
Stevenson, W.J. (2010). Operations Management. Singapore: McGraw-Hill Companies, Inc.

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