Controlling

Definition

Controlling is determining what is being accomplished., i.e. evaluating the performance and if necessary, applying corrective measures so that the performance takes place according to plan (Terry & Franklin, 1988, p.422).

According to Koontz & O’Donell“ Controlling is the measurement & correction of performance activities of subordinates in order to make sure that the enterprise objectives and plans desired to obtain them as being accomplished.”

Scope of controlling

The scope of controlling in management encompasses the following areas:

1. Financial Control: Monitoring and managing the organization’s financial resources, budgetary control, cost control, and compliance with financial regulations.
2. Operational Control: Ensuring the efficiency and effectiveness of day-to-day activities and processes within the organization.
3. Quality Control: Maintaining and improving product or service quality through inspections, compliance with quality standards, and continuous improvement processes.
4. Human Resource Control: Evaluating employee performance, productivity, and alignment with organizational goals.
5. Inventory and Supply Chain Control: Managing inventory levels, optimizing supply chain processes, and ensuring the efficient flow of goods and materials.
6. Information Technology Control: Ensuring the integrity and security of IT systems and data.
7. Market Analysis: Monitoring market conditions, competitive forces, and customer feedback to adapt strategies.
8. Environmental and Regulatory Control: Complying with environmental regulations, safety standards, and legal requirements.
9. Risk Management: Identifying, assessing, and mitigating risks across various domains.
10. Strategic Control: Assessing whether the organization is following its strategic plan and aligning activities with long-term objectives.
11. Feedback and Continuous Improvement: Using performance data to refine plans, enhance future performance, and ensure the organization achieves its goals effectively and efficiently.

Purpose of controlling

Control helps management fulfill the following organizational purposes by:

• Ensuring consistent alignment between short-term and long-term plans with preset goals through continuous follow-up.
• Establishing uniformity in the actions and achievements of individuals throughout the organization, ensuring they are directed towards the achievement of organizational goals.
• Aligning individual behavior with established standards by monitoring performance, work hours, and absenteeism when deviations are identified.

Types of controlling

Controlling can occur at different stages of a process or activity, leading to the classification of control into various types, including pre-control, concurrent control, and feedback control:

1. Pre-control, also known as feedforward control, takes place before the actual work or activity begins. Its primary focus is on anticipating potential issues or deviations from standards before they occur. The purpose is to prevent problems and ensure that activities start on the right track
2. Concurrent control takes place during the actual performance of activities. It involves ongoing monitoring and adjustment of processes to ensure that they are proceeding as planned.
3. Feedback control, also known as post control, occurs after the completion of an activity or project. It involves evaluating the results or outputs against the predetermined standards and goals. The focus is on learning from the experience and making improvements for future activities.

Importance of controlling

Controlling is a fundamental function of management in organizations, and it plays a crucial role in achieving organizational goals and maintaining efficiency. Here are some key points highlighting the importance of controlling in management:

1. Achieving Organizational Goals: Controlling helps ensure that the organization is progressing toward its goals and objectives. By comparing actual performance against established standards and taking corrective actions when necessary, managers can keep the organization on track.
2. Performance Evaluation: Controlling provides a means to evaluate the performance of individuals, departments, and the organization as a whole. It helps identify areas where performance is falling short and where improvements are needed.
3. Efficiency and Productivity: Controlling helps in optimizing resource utilization and improving efficiency. By monitoring processes and outcomes, organizations can identify inefficiencies and take steps to eliminate waste, reduce costs, and increase productivity.
4. Quality Assurance: Controlling is essential for maintaining and improving the quality of products and services. By implementing quality control measures and continuously monitoring quality standards, organizations can ensure customer satisfaction and competitiveness.
5. Decision Making: Control systems provide managers with real-time data and information that aid in decision-making. When deviations from established standards occur, managers can analyze the situation and make informed decisions about corrective actions.
6. Accountability: Controlling establishes accountability within an organization. When individuals or departments are responsible for specific tasks or goals, they are more likely to take ownership of their work and strive to meet or exceed expectations.
7. Adaptation to Change: In a dynamic business environment, change is inevitable. Controlling helps organizations adapt to change by allowing them to assess the impact of changes on performance and make necessary adjustments to strategies, processes, and resources.
8. Preventing Problems: Through regular monitoring and feedback, controlling can help identify potential problems before they escalate into significant issues. This proactive approach can save time, resources, and reputation.
9. Motivation and Feedback: Employees and teams benefit from the feedback provided through control systems. When they see the results of their efforts and understand how their performance contributes to the organization’s success, it can be a source of motivation and job satisfaction.
10. Legal and Regulatory Compliance: Controlling ensures that an organization complies with legal and regulatory requirements. Failure to control and adhere to relevant regulations can lead to legal issues, fines, and reputational damage.
11. Strategic Alignment: Controlling helps align day-to-day activities with the organization’s strategic goals. It ensures that resources are allocated in a way that supports the overall mission and vision of the organization.

Areas of controlling

Depending on the nature and characteristics of the organization, controls can focus on various organizational areas. According to Burton and Thakur (1988, p.425), when viewed in terms of organizational resources, control can be categorized into four main areas: physical resources, human resources, financial resources, and information systems.

1. Physical resources
2. Human resources
3. Financial resources
4. Information system

1. Control over physical resources involves quality control, inventory management, and equipment oversight.
2. Human resources control encompasses personnel recruitment and selection, staff development programs, performance appraisal, and compensation and benefits management.
3. Financial control includes budgeting and budget auditing.
4. Notably, financial control is closely intertwined with all three other areas of control. Any intervention in these areas is likely to impact the organization’s finances.

Control process 

A basic control process involves mainly these steps :

1. Establishment of standards
2. Measurement of performance
3. Compare performances
4. Taking corrective actions

Establishment of standards: Plans can be considered as the criteria or the standards against which we compare the actual performance in order to figure out the differences. ¢ Standards could be set on the basis of :

• Profitability standards : How much company would like to make as profit over a given period of time.
• Market position standards : Standards indicate the share of total sales in the market.
• Productivity standards : How much various segments should produce.
• Employee attitude standards : Indicates what type of attitude the company managers should have to strive.
• Social responsibility standards : Making contributions to the society.
• Short range goal : Standards that set a balance between the short range and long range goals. These are the standards an organization sets at the beginning of a control process.

Measurement of performances and comparing performances: Measurement of performance is an important procedure of the control process, the deviations can be detected in advance by taking appropriate actions.

Comparing measured performances to set standards :

A standard is the level of activity established to serve as a model for evaluating organizational performance.

Performance evaluated can be for the organization as a whole or for some individuals working within the organization.

In simple terms, standards are the evaluations that determine an organizations performance is sufficient or inadequate.

Taking corrective action:

• After the actual performance has been measured and compared with the established standards, the next step is to take corrective action if necessary.
• Corrective action is managerial activity aimed at bringing organizational mistakes that hinder organizations performance. Before taking corrective actions, managers should make sure that the standards are properly established and that their measurements of performance are valid and reliable.

Role of the nursing Incharge in unit controlling

The role of a nursing in charge in unit controlling is vital to ensure the effective and efficient functioning of a healthcare unit, such as a hospital ward or nursing unit. The nursing in charge, often referred to as a charge nurse or nurse manager, plays several key roles in unit controlling, including:

1. Leadership and Supervision:

• Providing leadership to the nursing team and overseeing their day-to-day activities.
• Supervising and delegating tasks to nursing staff, ensuring that patient care is delivered safely and in accordance with established standards and protocols.

2. Staffing and Scheduling:

• Managing staffing levels and creating work schedules to ensure adequate coverage of nursing staff for all shifts.
• Adjusting staffing levels as needed to meet patient care demands, especially during peak periods or emergencies.

3.Resource Allocation:

• Allocating resources, such as medical supplies, equipment, and medications, to meet patient needs while optimizing resource utilization.
• Ensuring that the unit has the necessary resources to provide high-quality care.

4. Patient Care Coordination:

• Coordinating the delivery of patient care, including admissions, transfers, and discharges.
• Ensuring that patients receive appropriate assessments, treatments, and interventions as prescribed by healthcare providers.

5. Quality Assurance:

• Monitoring and maintaining the quality of patient care by implementing quality improvement initiatives and adherence to evidence-based practices.
• Ensuring compliance with healthcare regulations and accreditation standards.

6. Communication:

• Facilitating effective communication among healthcare team members, including nurses, doctors, therapists, and support staff.
• Keeping the team informed about patient conditions, changes in protocols, and other relevant information.

7. Patient Advocacy:

• Advocating for the best interests of patients and ensuring that their rights and preferences are respected.
• Addressing patient and family concerns and complaints promptly and professionally.

8. Emergency Response:

• Managing emergency situations and ensuring that the nursing team responds appropriately to crises, such as cardiac arrests or rapid deteriorations in patient conditions.

9. Documentation and Record Keeping:

• Overseeing accurate and timely documentation of patient assessments, care plans, interventions, and outcomes.
• Ensuring that all required records are maintained according to legal and regulatory standards.

10. Staff Development:

• Supporting the professional growth and development of nursing staff through training, mentoring, and performance evaluations.
• Identifying learning needs and providing opportunities for continued education.

11. Budget Management:

• Assisting in managing the unit’s budget by monitoring expenses, controlling costs, and optimizing resource utilization.

12. Conflict Resolution:

• Addressing conflicts or issues among staff members and promoting a harmonious work environment. Mediating disputes and promoting teamwork.

Sources: Singh, L,. (2010). Leading and Managing in Health (5th extended ed.). Dhapasi, Kathmandu: Mr. J. B. Singh