Features or Elements of An Effective Control
Controlling is part of every organization. An effective control system is when the activities of the organization are managed properly in accordance with the planned goals and objectives. Or a good control system should ensure the achievement of every objective of the organization. Every control system consists of some elements. Some important elements of effective control are:
- Capable to Communicate
- Responsibility based
- Strategic and exceptional
In other words, a control system is called an effective control system when it possesses all the above-mentioned elements or features.
Let’s get to know,
An effective control system should be appropriate according to the need of the organization. It must be adjustable according to the nature, type, size, and requirements of the organization. A management system of a large-scale organization may vary from the management system of a small-scale organization. Similarly, the management system of a manufacturing concern may vary from the management system of a trading house, service, and so on.
One of the important elements of effective control is simple to use. The controlling system must be simply designed so that it is easy to understand and operate. The management has to introduce a simple controlling system so that every level of authority can understand it and operate easily. Complex controlling systems must be avoided. The new scientific type of controlling, if possible, should be introduced in a clear and understandable way.
A good control must meet the objectives of the organization. Every organization is established for specific goals, and for this standards of performance are determined. Therefore, a controlling system should ensure that actual performance must be in accordance with the standard defined. It must be based on the scientific method and analysis should be free from personal bias.
An effective control system must be within the financial capability of the organization. It must be economical in design and in the implementation process. It is useless to invest precious organizational resources in unproductive works. Therefore, a controlling system must consider the cost-benefit. It means the output of the controlling must be more than its input.
A good controlling system must cover all the key functional areas of the organization. It must be comprehensive in design and functioning. More concentration should be given to those functional areas where controlling is essential. An effective control must avoid over-concentration on some parts of the organization.
#6 Capable To Communicate
A better control system must be capable to communicate with the concerned authority. In other words, the communication system must be clear, effective, and scientific. It needs not only the mere flow of information from top-level to subordinates levels but the flow of information must also be at the right time. It means that the feeling of responsibility must be developed among all the managerial levels.
An effective control system must be suggestive in its motive. It involves the measurement of actual performance and finds out the deviation. Besides, it also involves providing remedial steps to overcome the limitations and weaknesses in the actual performance. Thus, a controlling system must be commenced from the measurement of actual performance against planned performance to suggest remedial action.
It is a must feature of an effective control system. A good control must be flexible. This is a must to adjust to the changing environment. The controlling system of today may not be effective for tomorrow as objectives, plans, activities, people, external conditions, etc. change over time. It needs to be revised according to the time and situation.
#9 Responsibility Based
A good control system must be based on responsibility. It must concentrate on the fulfillment of responsibility. It must point out the responsibility of every department and employee. It is helpful to take the necessary steps at the right time. The feeling of responsibility among employees helps to achieve organizational objectives.
#10 Strategic and Exceptional
An effective controlling system must be strategic as well as exceptional. It must concentrate on key areas of the functioning of the organization. More importance should be given to those areas where a controlling system is required.
#11 Forward Looking
An effective control system should be directed toward the future. It should report the deviations from the plan quickly in order to protect the future. If control details do not relate to the future they are of no use, as they will not be able to suggest the measures to be taken to avoid reoccurrence of variations in the future.