Characteristics of Control:
1. Managerial Function:
Control is one of the managerial functions. It is not only the function of chief executive but is the duty of
every manager. A manager is responsible for whatever work is assigned to him. He will control the
performance of his subordinates for ensuring the accomplishment of goals. Control is mainly the
function of line organization but manager may ask for data from staff personnel.
2. Forward Looking:
Control is forward looking. Past is already gone thus, cannot be controlled. Measures can be devised to
control future activities only. Past provides a base for determining controls for future. The manager will
study the past performance in order to find out the reasons for low results. A corrective action will be
taken to ensure that work in future is not adversely affected. Take for example, production for a
particular month is low than the standard. Manager will not be able to do anything about the past
performance. However, he may study the reasons for low production. He should take appropriate steps
so that the same mistakes are not repeated and production will not suffer in future.
3. Continuous Activity:
Control is regularly exercised. It is not an activity in isolation. The manager will have to see that his
subordinates perform according to plans at all the time. Once the control is withdrawn it will adversely
affect the work. So control will have to be exercised continuously.
4. Control is Related to Planning:
Planning is the first function of management while control is the last. Control cannot be exercised
without planning. First the objectives are set and then efforts are made to see whether these are
accomplished or not. Whenever there is a laxity in performance or things are not happening as per the
plans then corrective measures are taken immediately. So planning provides a base for controlling.
5. Essence of Control is Action:
Whenever performance is not as per the standards the immediate action is needed to correct the things.
The purpose of control will be defeated if corrective action is not taken immediately. If the sales are less
than the standard set for marketing department then steps will be taken to ensure that performance is
not low in future. If no such steps are taken then there will be a lack of control. In practice, immediate
action is the essence of control.
Importance of Control:
The control function helps management in various ways. It guides the ‘management in achieving pre-
determined goals. The efficiency of various functions is also ensured by the control process. The
shortcomings in various fields are also reported for taking corrective measures.
The following are some of the advantages of control system:
1. Basis for Future Action:
Control provides basis for future action. The continuous flow of information about projects keeps the
long range planning on the right track. It helps in taking corrective action in future if the performance is
not up to the mark. It also enables management to avoid repetition of past mistakes.
2. Facilitates Decision-making:
Whenever there is deviation between standard and actual performance the controls will help in deciding
the future course of action. A decision about follow up action is also facilitated.
3. Facilitates Decentralization:
Decentralization of authority is necessary in big enterprise. The management cannot delegate authority
without ensuring proper controls. The targets or goals of various departments are used as a control
technique. If the work is going on satisfactorily then top management should not worry. The
‘management by exception’ enables top management to concentrate on policy formulation. Various
control techniques like budgeting, cost control, pre action approvals allow decentralization without
losing control over activities.
4. Facilitates Co-ordination:
Control helps in coordination of activities through unity of action. Every manager will try to co-ordinate
the activities of his subordinates in order to achieve departmental goals. Similarly, chief executive will
co-ordinate the functioning of various departments. The controls will act as checks on the performance
and proper results will be achieved only when activities are coordinated.
5. Helps in Improving Efficiency:
The control system helps in improving organizational efficiency. Various control devices act as
motivators to managers. The performance of every person is regularly monitored and any deficiency is
corrected at the earliest.
6. Psychological Pressure:
Controls put psychological pressure on persons in the organization. Everybody knows that his
performance is regularly evaluated and he will try to improve upon his previous work. The rewards and
punishments are also linked with performance. The employees will always be under pressure to improve
upon their work. Since performance measurement is one of the important tools of control it ensures
that every person tries to maximize his contribution.
Limitations of Control:
Though control is essential for better performance and maintenance of good standards, there are
certain limitations also.
1. Influence of External Factors:
There may be an effective control system but external factors which are not in the ambit of
management may have adverse effect on the working. These factors may be government policy,
technological changes, change in fashion, etc. The influence of these factors cannot be checked by the
control system in the organization.
2. Expensive:
The control system involves huge expenditure on its exercise. The performance of each and every
person in the organization will have to be measured and reported to higher authorities. This requires a
number of persons to be employed for this purpose. If the performance cannot be quantitatively
measured then it will be observed by the superiors. The exercise of control requires both time and
effort.
3. Lack of Satisfactory Standards:
The performance of certain activities involving human behaviour cannot be fixed in terms of quantities.
It is difficult to fix standards for activities like public relations, management development, human
relations, research, etc. The evaluation of work of persons engaged in these activities will be difficult.
4. Opposition from Subordinates:
The effectiveness of control process will depend upon its acceptability by subordinates. Since control
interferes with the individual actions and thinking of subordinates they will oppose it. It may also
increase the pressure of work on subordinates because their performance is regularly monitored and
evaluated. These factors are responsible for the opposition of controls by subordinates.
Characteristics of Control:
1. Control is a Managerial Process:
Management process comprises of five functions, viz., planning, organizing, staffing, directing and
controlling. Thus, control is part of the process of management.
2. Control is forward looking:
Whatever has happened has happened, and the manager can take corrective action only of the future
operations. Past is relevant to suggest what has gone wrong and how to correct the future:
3. Control exists at each level of Organization:
Anyone who is a manager, has to involve into control – may be Chairman, Managing Director, CEO,
Departmental head, or first line manager. However, at every level the control will differ – top
management would be involved in strategic control, middle management into tactical control and lower
level into operational control.
4. Control is a Continuous Process:
Controlling is not the last function of management but it is a continuous process. Control is not a one-
time activity, but a continuous process. The process of setting the standards needs constant analysis and
revision depending upon external forces, plans, and internal performance.
5. Control is closely linked with Planning:
Planning and controlling are closely linked. The two are rightly called as ‘Siamese twins’ of management.
“Every objective, every goal, every policy, every procedure and every budget become standard against
which actual performance is compared.
Planning sets the ship’s course and controlling keeps it on course. When the ship begins to veer off the
course, the navigator notices it and recommends a new heading designed to return the ship to its
proper course. Once control process is over its findings are integrated into planning to prescribe new
standards for control.
6. Purpose of Controlling is Goal Oriented and hence Positive:
Control is there because without it the business may go off the track. The controlling has positive
purpose both for the organization (to make things happen) and individuals (to give up a part of their
independence for the attainment of organizational goals).
