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INTRODUCTION TO CONTROLLING
PREPARED BY:
BACTONG, CLEOFAS, EMPE, DE DIOS,
MATANGUIHAN, PILI, TALAMAYAN, ROMERO
LEARNING OBJECTIVES
After reading and studying this chapter, the reader should be able
to:
1. Explain the nature and importance of control
2. Describe the three steps in the control process
3. Explain how organizational performance is measured
4. Describe tools used to measure organizational performance
5. Discuss contemporary issues in control
PREPARED BY:
BACTONG, CLEOFAS, EMPE, DE DIOS,
MATANGUIHAN, PILI, TALAMAYAN, ROMERO
18.1
PREPARED BY:
BACTONG, CLEOFAS, EMPE, DE DIOS,
MATANGUIHAN, PILI, TALAMAYAN, ROMERO
FIGURE 18-1
PLANNING CONTROLLING LINK
CONTROLLI
NG
STANDARDS
MEASUREMEN
TS
COMPARISON
ACTIONS
PLANNING CONTROLLI
NG LINK
ORGANIZIN
G
STRUCTURE
HUMAN
RESOURCE
MANAGEMENT
LEADING
MOTIVATION
LEADERSHIP
COMMUNICATI
ON
INDIVIDUAL
and GROUP
BEHAVIOR
18.2
he high frequency and severity of the companys injury rates not only affected
employee morale but also resulted in lost workdays and affected the bottom
line. In order to turn this situation around, rely on the control process.
Step 1
Measuring
Actual
Performanc
e
FIGURE 18-2
THE CONTROL
PROCESS
GOALS AND
OBJECTIVES
Organizational
Divisional
Departmental
Individual
Step 3
Step 2
Comparing
Actual
Performanc
e Against
Standard
Taking
Managerial
Action
Drawbacks
o Subject to personal biases
o Time-consuming
o Obtrusive
o Easy to visualize
o Effective for showing relationships
Oral
Reports
o Information is filtered
o Information cant be documented
Written
Reports
o Comprehensive
o Formal
o Easy to file and retrieve
Statistical
Reports
PREPARED BY:
BACTONG, CLEOFAS, EMPE, DE DIOS,
MATANGUIHAN, PILI, TALAMAYAN, ROMERO
There are four approaches used by managers to measure and report actual
performance: personal observations, statistical reports, oral reports, and
written reports. Most managers use a combination of these approaches.
STEP 2. COMPARING ACTUAL PERFORMANCE AGAINST THE STANDARD
The comparing step determines the variation between actual performance and
the standard. Although some variation in performance can be expected in all
activities, its critical to determine an acceptable range of variation. Deviations
outside this range need attention.
STEP 3. TAKING MANAGERIAL ACTION
Managers can choose among three possible courses of action: do nothing,
correct the actual performance, or revise the standards.
1. Do nothing is self-explanatory.
2. Correct Actual Performance. Depending on what the problem is, a manager
could take different corrective actions:
A. Immediate Corrective Action - corrects problems at once to get
performance back on track
B. Basic Corrective Action - looks at how and why performance deviated
before correcting the source of deviation
3. Revise the Standard. Its possible that the variance was a result of an
unrealistic standard:
A. too low a goal - the standard needs the corrective action, not the
performance
B. too high a goal - a manager should look at whether the goal is too easy
and needs to be raised
18.3
PREPARED BY:
BACTONG, CLEOFAS, EMPE, DE DIOS,
MATANGUIHAN, PILI, TALAMAYAN, ROMERO
18.4
hat kinds of tools could managers use for monitoring and measuring
performance? All managers need appropriate tools for monitoring and
measuring organizational performance. Before describing some
specific types of control tools, lets look at the concept of feedforward,
concurrent, and feedback control.
1. FEEDFORWARD CONTROL
This is the most desirable type of control which prevents problems because it
takes place before the actual activity begins. The key to feedforward control is
taking managerial action before a problem occurs. This control requires timely
and accurate information that isnt always easy to get. Thus, managers
frequently end up using the other two types of control.
PREPARED BY:
BACTONG, CLEOFAS, EMPE, DE DIOS,
MATANGUIHAN, PILI, TALAMAYAN, ROMERO
2. CONCURRENT CONTROL
This type of control takes place while a work activity is in progress. If managers
see something that is not particularly well in terms of work, they fine-tune it. All
managers can benefit from using this control because they can correct
problems before they become too costly. The best-known form of concurrent
control is direct supervision. Direct Supervision, or Management by
Walking Around, is when a manager is in the work area interacting directly with
employees.
3. FEEDBACK CONTROL
The most popular type of control relies on feedback. In this type, the control
takes place after the activity is done. The damage had already occurred even
though the organization corrected the problem once it was discovered. And
thats the major problem with this type of control. By the time the manager has
the information, the problems have already occurred leading to waste or
damage. However, feedback controls do have two advantages:
1. Feedbacks give managers meaningful information on how effective their
planning efforts were. Managers can use the information to formulate new plans
if ever a problem occurred.
2. Feedbacks can enhance motivation.
B. FINANCIAL CONTROLS
One of the purposes of establishing a business is earning a profit. To achieve this
goal, managers need financial controls. Managers might use financial measures
such as ratio analysis and budget analysis.
FIGURE 18-4
POPULAR FINANCIAL
PREPARED BY:
BACTONG, CLEOFAS, EMPE, DE DIOS,
MATANGUIHAN, PILI, TALAMAYAN, ROMERO
LIQUIDITY
measures an organizations ability to meet
current debt obligations.
LEVERAGE
ACTIVITY
PROFITABILITY
its
Budgets are planning and controlling tools. When a budget is formulated, its a
planning tool because it indicates which work activities are important and what and
how much resources should be allocated to those activities. It is also used for
controlling because they provide manager with quantitative standards against
which to measure and compare resources consumption.
C. BALANCED SCORECARDS
The balanced scorecard approach is a way to evaluate organizational
performances from more than just the financial perspective. It typically looks at four
areas that contribute to the companys performance:
1.
Financial
2.
Customer
3.
Internal processes
4.
Managers should develop goals in each areas and then measure if the goals are
being met. Although a balanced scorecard makes sense, managers will tend to
focus on areas that drive organizations success and use scorecards that reflect
those strategies.
D. INFORMATION CONTROLS
Managers deal with information controls in two ways: as a tool to help them control
other organizational activities, and as an organizational area they need to control.
In measuring actual performance, managers need information about what is
happening within their area of responsibility and about the standards in order to be
PREPARED BY:
BACTONG, CLEOFAS, EMPE, DE DIOS,
MATANGUIHAN, PILI, TALAMAYAN, ROMERO
able to compare actual performance with the standard. They also rely on information
to help them determine if deviations are acceptable. Information is important! Most
of the information tools that managers use come from the organizations
management information system.
A management information system (MIS) is a system used to provide managers with
needed information on a regular basis. In theory, this system can be manual or
computer based. The term system in MIS implies order, arrangement and purpose.
MIS focuses on providing managers with information (processed and analyzed
data) not merely data (raw and unanalyzed facts). It collects data and turns them
into relevant information for managers to use.
Because information is critically important to everything an organization does,
managers must have comprehensive and secure controls in the place to protect that
information. Information controls should be monitored regularly to ensure all
possible precautions are in place to protect important information.
E. BENCHMARKING OF BEST PRACTICES
Benchmarking is the search for the best practices among competitors and noncompetitors that lead to their superior performance. It means learning from others.
Benchmarking should identify various benchmarks, which are the standards of
excellence against which to measure and compare. As a tool for monitoring and
measuring organizational performance, benchmarking could be used to identify
specific performance gaps and potential areas of improvements.
PREPARED BY:
BACTONG, CLEOFAS, EMPE, DE DIOS,
MATANGUIHAN, PILI, TALAMAYAN, ROMERO
Connect best
practices to
FIGURE 18-5
strategies and
goals.
Identify best
SUGGESTIONS FOR
practices
INTERNAL
throughout the
BENCHMARKING
organization.
Develop best
practices
reward and
recognition
systems.
Communicate
best practices
throughout the
organization.
Create a best
practices
knowledgesharing system.
Nurture best
practices on an
ongoing basis.
18.5
ontrol is an important managerial function. There are four control issues that
managers face: cross-cultural differences, workplace concerns, customer
interactions, and corporate governance.
1. ADJUSTING CONTROLS FOR CROSS-CULTURAL DIFFERENCES
Control techniques can be quite different for different countries. The differences
are primarily in the measurement and corrective action steps of the control
process.
Because distance creates a tendency to formalize control, global organizations
often rely on extensive formal reports for control, most of which are
communicating electronically. Managers in technologically advanced countries
uses indirect control devices such as computers and direct supervision while
managers in less advanced countries use more direct supervision and highly
centralized decision making for control.
Managers in foreign countries also need to be aware of constraints on corrective
actions they take.
PREPARED BY:
BACTONG, CLEOFAS, EMPE, DE DIOS,
MATANGUIHAN, PILI, TALAMAYAN, ROMERO
Another challenge for global managers in collecting data for measurement and
comparison is comparability.
2. WORKPLACE CONCERNS
Managers need controls to ensure that work can be done efficiently and
effectively as planned.
In workplace privacy, managers monitor what their employees are doing
because that they want to ensure that they are working and not surfing the web
for non-work related site. They also dont want to risk hostile workplace
environment and lastly, they ensure that the companys secrets arent being
leaked.
Employee theft is any unauthorized taking of company property by employees
for their personal use. The concept of feedforward, concurrent, and feedback
control is useful for identifying measures to deter or reduce employee theft as
discussed on 18.4.
When it comes to workplace violence, managers should ensure that the
environment for employees is safe and that the relationship between co-workers
and the employer is good. What can managers do to reduce possible workplace
violence? Once again, the concept of feedforward, concurrent, and feedback
control can help identify actions that managers can take.
3. CONTROLLING CUSTOMER INTERACTIONS
Managers at Enterprise Rent-a-car understand the connection between
employees and customers and the importance of controlling these customer
interactions. A company that proclaims customer service as one of its goals, it
quickly and clearly becomes apparent whether that goal is being achieved by
seeing how satisfied customers are with their service. The concept of service
profit chain can help.
A service profit chain is the service sequence from employees to
customers to profit. The companys strategy and service delivery system
influence how employees deal with customers; that is, how productive they are
in providing service and the quality of that service. The level of employee service
productivity and service quality influences customer perceptions of service
value. Customer loyalty improves organizational revenue growth and
profitability. Managers who want to control customer interactions should work to
a long-term and mutually beneficial relationships among the company,
employees, and customers. Loyalty and good service quality are the outcome of
this concept.
3. CORPORATE GOVERNANCE
PREPARED BY:
BACTONG, CLEOFAS, EMPE, DE DIOS,
MATANGUIHAN, PILI, TALAMAYAN, ROMERO
PREPARED BY:
BACTONG, CLEOFAS, EMPE, DE DIOS,
MATANGUIHAN, PILI, TALAMAYAN, ROMERO
CHAPTER SUMMARY
by Learning Outcomes
18.1
18.2
The three steps in the control process are measuring, comparing, and taking
action. Measuring involves deciding how to measure actual performance and
what to measure. Comparing involves looking at the variation between actual
performance and the standard (goal). Deviations outside an acceptable range of
variation need attention.
Taking action can involve doing nothing, correcting the actual performance, or
revising the standards. Doing nothing is self-explanatory. Correcting the actual
performance can involve different corrective actions, which can either be
immediate or basic. Standards can be revised by either raising or lowering them.
18.3
PREPARED BY:
BACTONG, CLEOFAS, EMPE, DE DIOS,
MATANGUIHAN, PILI, TALAMAYAN, ROMERO
18.4
18.5
PREPARED BY:
BACTONG, CLEOFAS, EMPE, DE DIOS,
MATANGUIHAN, PILI, TALAMAYAN, ROMERO
I. TRUE OR FALSE
Write Z if the statement is true and Y if false.
1. Employee theft is any unauthorized taking of company property by employees
for company use.
2. Controlling is one way of the managers in knowing whether organizational
goals
are being attained.
3. An athlete striving for the finish line in a close race and concert of an
orchestra
can be both considered as performance.
4. One of the advantages of feedback control is enhancing ones motivation.
5. Organizational performance can be measured by organizational
productivity,
organizational efficiency, and industry and company
rankings.
6. Theres an old saying that states, The best-laid plans often go successful.
7. In corporate governance, two areas where reform has taken place are the
role of the
board of directors and the financial reporting and the
accounting committee.
8. One decision that a manager must make is to take immediate corrective
action, which looks at how and why performance deviated before
correcting the source of deviation.
9. Planning provides link back to controlling.
10. The 4 areas that affect the companys performance are: Financial,
Customer,
Innovation assets, and Internal processes
11. The sequence of service is from employers to customers to profit.
12. The control process assumes that performance standards already exist,
but
they dont.
13. BusinessWeek and Forbes have the same measures for determining the rank
of various companies or organization.
14. Managers do not need financial control.
PREPARED BY:
BACTONG, CLEOFAS, EMPE, DE DIOS,
MATANGUIHAN, PILI, TALAMAYAN, ROMERO
PREPARED BY:
BACTONG, CLEOFAS, EMPE, DE DIOS,
MATANGUIHAN, PILI, TALAMAYAN, ROMERO
1. Type of control wherein the manager takes action even before problems occur.
a. Feedback Control
b. Concurrent Control
c. Feedforward Control
d. Financial Control
5. Controlling includes:
a. Standards, Measurements, Actions, and Leadership
b. Standards, Comparison, Employee empowerment, and Structure
c. Comparison, Actions, Standards, and Measurements
d. Standards, Measurements, Actions, Comparisons, and Strategies
PREPARED BY:
BACTONG, CLEOFAS, EMPE, DE DIOS,
MATANGUIHAN, PILI, TALAMAYAN, ROMERO
10. The most popular type of control wherein the control takes place after the activity is
done.
a. Financial Control
b. Feedback Control
c. Concurrent Control
d. Information Control
11. Controlling is
a. Arranging and structuring work to accomplish organizational goals.
b. Monitoring and evaluating work performance.
c. Setting goals, establishing strategies for achieving those goals and develop plans.
d. Motivating employees, resolving work group conflicts influencing individuals and dealing
with employee behavioral issues.
12. What are the reasons for managers to monitor what employees are doing?
a. They dont want to risk being sued for creating a non-hostile workplace environment.
b. Managers want to ensure that company secrets arent being leaked.
c. Employees are hired to work and to surf the web for work-related sites
d. None of the above
13. One of the ratio analysis used by managers to know how efficiently a company is
using its assets.
a. Leverage
b. Activity
c. Profitability
d. Liquidity
14. One approach used by managers to measure and report actual performances,
which is easy to visualize
a. Personal Observations
b. Statistical Reports
c. Oral Reports
d. Written Reports
15. The financial ratio that measures an organizations ability to meet its current debt
obligations.
a. Liquidity
b. Profitability
c. Leverage
d. Activity
PREPARED BY:
BACTONG, CLEOFAS, EMPE, DE DIOS,
MATANGUIHAN, PILI, TALAMAYAN, ROMERO
I. TRUE OR FALSE
Write Z if the statement is true and Y if false.
1. Y
6. Y
11. Y
2. Y
7. Y
12. Y
3. Z
8. Z
13. Y
4. Z
9. Y
14. Y
5. Y
10. Z
15. Z
PREPARED BY:
BACTONG, CLEOFAS, EMPE, DE DIOS,
MATANGUIHAN, PILI, TALAMAYAN, ROMERO
1. Type of control wherein the manager takes action even before problems occur.
a. Feedback Control
b. Concurrent Control
c. Feedforward Control
d. Financial Control
5. Controlling includes:
a. Standards, Measurements, Actions, and Leadership
b. Standards, Comparison, Employee empowerment, and Structure
c. Comparison, Actions, Standards, and Measurements
d. Standards, Measurements, Actions, Comparisons, and Strategies
output.
10. The most popular type of control wherein the control takes place after the activity is
done.
a. Financial Control
b. Feedback Control
c. Concurrent Control
d. Information Control
11. Controlling is
a. Arranging and structuring work to accomplish organizational goals.
b. Monitoring and evaluating work performance.
c. Setting goals, establishing strategies for achieving those goals and develop plans.
d. Motivating employees, resolving work group conflicts influencing individuals and dealing
with employee behavioral issues.
12. What are the reasons for managers to monitor what employees are doing?
a. They dont want to risk being sued for creating a non-hostile workplace environment.
b. Managers want to ensure that company secrets arent being leaked.
c. Employees are hired to work and to surf the web for work-related sites
d. None of the above
13. One of the ratio analysis used by managers to know how efficiently a company is
using its assets.
a. Leverage
b. Activity
c. Profitability
d. Liquidity
14. One approach used by managers to measure and report actual performances,
which is easy to visualize
a. Personal Observations
b. Statistical Reports
c. Oral Reports
d. Written Reports
15. The financial ratio that measures an organizations ability to meet its current debt
obligations.
a. Liquidity
b. Profitability
c. Leverage
d. Activity