Managing the functions of control as an integral part of successful business
Table of contents: The Kazakh-American Free University Academic Journal №5 - 2013
Author: Chernyakova Yelena, Kazakh-American Free University, Kazakhstan
Any system cannot exist without consistency and control. Control
helps to monitor the process of actions fulfillment and set the system of
interaction, subordination and hierarchy. Every manager, regardless his title
or status must hold the control as an integral part of his professional
responsibilities, even if he is not obliged to do it. Control is a fundamental
element of management process. Neither planning, nor the creation of organizational
structures, nor motivation can be viewed separately from control. In fact, all
the mentioned items are essential parts of control system in an organization,
which manufactures a product or produces a service.
Human resources are also the part of control and other stages of
management. Hence, while developing a detailed procedure of control a manager
has to take daily behavior of employees into account. Behavior of a group or a
separate worker shows the level of preparation and right perception of the
company’s goal and plans to be realized. It must be mentioned that control has
a powerful and direct impact on employees’ behavior. Besides, control must not
cause any astonishment. Most managers run the process of control openly and
purposely to produce more influence on the workers who, in their turn, will
make a lot of efforts to achieve the goals of organization. It works to obtain
better qualitative results and to discipline the employees in meeting the
Strategy in the sphere of control system formation is an important
component of company’s business strategy. Due to control we provide integrity
of property, detection and mobilization of existing resources in the industry
and finances. We create conditions which can raise efficiency of company
management. Systems of control, in this or that way, exist in every
institution. Control is a process which can guarantee goal achievement of the
company. It is necessary for revealing and detection of problems before they become
too crucial. Control promotes successful functioning. Managers start running
the function of control with the moment when the goals, objectives and the
company itself is already created. Control is significant for organization’s
successful functioning. The functions of control are such managerial features
that help to reveal the problems and change the work until these problems
become critical. One of the main reasons for control action is that every organization
must be able to detect its failures in time and correct them before they could
interfere in aim achievement. The positive characteristic of control is
all-round support of all the successful things in the company’s work. In other
words, one of the most important aspects of control is definition of effective
work spheres of the company. While defining the ups and downs of the company
and their reasons we obtain an opportunity to adjust an organization to dynamic
requirements of the environment. Control is a crucial and complicated function
of management .
Control function is an essential part of manager’s work. The
information obtained in the process of control becomes the basis for making
managerial decisions. All the managerial decisions are made due to the data
received after monitoring and scanning which can let us use the well-known
information or new one. The given information is designed for certain goals or
decisions. Information validity and completeness are the main criteria and requirements
that a manager relies on in the process of decision-making.
In scientific literature authors attach importance to the very
important managerial function.
Considering control as a type of manager’s work T.I. Shamova points
out that “control helps to collect the data about pedagogical processes, take
down an on-going deviation from the tasks planned, and prove the fact of
teacher’s advanced experience. That is to say, control is the main information
source to make a managerial decision”. Control implies detecting deviation
between results and well-known goals .
M.M. Potashnik and V.S. Lazarev say that with control management
obtains a vital advantage, which makes further functioning possible and which
is feedback. Control makes management capable of “seeing”, sensitive to
P.I. Tretyakov defines the term of control as “technological
professional service in its various forms and methods (ways, means and
interaction) provides feedback and is considered to be the most important
source of information required for successful functioning of the system”.
M.M. Potashnikin his book «Modern School Management» warns about the
harm of control abuse (e.g. the tendency of administrative command system) and
its underestimation. In the case of control function underestimation, simply
speaking absence of control, there is a decline in company’s work efficiency.
Control function, as well as planning function, serves as the most
important means of management centralization from chief executives’ side.
Meanwhile, it creates the balance between authority de- and centralization in
organizational management. Control quality and efficiency depend on either
right goal-setting or content selection or an effective and optimal method,
means, procedures, forms chosen by the manager.
Hence, two questions are important here – “What is the subject of
control?” and “How will it be realized?” As the number of checking ways is
abundant, every system and every process has its own style of running this
function. Depending on the goal of checking process certain methods of control
are chosen. All the processes and the whole activity can be monitored or
processes, departments and concrete employees can be checked selectively.
Manager must be able to develop a logical structure and clear action sequence.
He must think over its repetition, recurrence and reproducibility. Approaches
and goals of control implementation should guide the process. Even a
well-planned and well-thought mechanism of control arrangement can be
successful to various extents in the end. Failures in work, forging of reports
interfere in the process and increase the percent of penalty because of
unqualified workers of senior, middle and lower levels.
By means of control a manager receives the data about current events
and financial situation of the company. Still, the information obtained as the
result of purposeful observation and well-thought control system must be real
System is a unit consisting of interdependent components and
featuring unique qualities (that none of these components have).
In terms of the definition we can view the control system with its
separate elements such as: goals, objectives, content of control and its
While running the control a manager is required to have ability: to
set a goal of data collection, its processing, systematization, analysis and
assessment. These skills help to make right, reasonable and optimal decisions.
Control often implies a powerful influence on the system behavior.
Poorly-designed systems of control may make employees’ behavior self-oriented,
that means people will be determined to meet the control requirements but not
goal achievement. The form of authority being used is called violent. The
biggest disadvantage of this authority form is forging of reports. Also there
is certain dependence on the way of control and manager’s indifference. During
work realization this form of authority is ineffective and if it is not, so it
is not long-lasting .
You can avoid the problems connected with influence of system
control if you set well-thought usable and accessible standards of control and
bilateral connection, evade excessive control and appreciate the achievement.
Human behavior is, naturally, not the only factor that determines control
efficiency. To realize its’ essential goal (i.e. to guarantee organizational
goal achievement) control must feature several important characteristics: strategic
direction, certain results orientation, timeliness of implementation, mobility,
simplicity and economy to reduce the expenditures on control conduct.
To be effective control is to be integrated with other management
functions because this function is realized together with others. Finally
control can be called effective as soon as the company achieves the desired aim
and is able to formulate new aims that can provide its’ future functioning.
In order to be effective control must correspond to the very
controlled kind of activity. It must run objective measurement and assessment
of the most important issues. Improper mechanism of control may disguise but
not collect mission-critical data.
Control efficiency is proved by its’ timeliness and transparency.
Timeliness of control does not mean a high speed or frequency of control
conduct. It means a time period between the moment of measurement and
assessment which is relevant for the case study. The meaning of the most
important time period of such kind is defined within the limits of the main
plan, volatility and expenses on measurement and data distribution. Control
transparency influences the quality of work. If a worker is sure in control
procedure, so he will do his job properly. Control transparency and timeliness
prevent the company from serious problems and crisis. In large corporations
where there is a big volume of production systematic monitoring and daily
checkups are an integral part of control. Inspectors share the field of
operations and follow the succession and details of every procedure. Hence, it
decreases the percent of flaws and improves the quality of product and work.
The whole groups of inspectors with special qualifications are entitled to
check considerable volume of production.
Moreover, the most important goal of control is elimination of
errors before they may cause any danger. The system of effective control is a
system which provides people with necessary information before the crisis
starts. The processes of control and monitoring always occur in all big
corporations. Monitoring is held to prevent heavy losses and suspension of
production. Every worker deals with control conduct which serves as infraction
Production quality (including novelty, technical level, procedural
perfection and reliability of use)is one of the main means of competition,
achievement and maintenance of status in the market. That is why firms pay too
much attention to high quality of production while holding control at every
production level. They start with controlling the material quality and complete
with defining correspondence of product to technical characteristics and
parameters not only during the experiment but also during the operation. For
complicated types of equipment certain guarantee period is given after the installation
at customer’s plant. Production inspection has become a part of manufacturing
and is designed for both error or infraction detection and quality system
Company’s quality control refers to the central office of quality
monitoring. The office is responsible for qualitative data about all the types
of products, methods of checking the quality and test routine, claim analysis
(e.g. complaints, resentment) and the order of their resolution, identification
of reasons for infractions and errors and conditions for their elimination. One
of the main functions of central office is work planning and management in
quality aspect sphere, developing the connection between the quality audit
agencies in the industrial units of the organization. Management is an
essential part of control system because empowerment (giving the tasks and
responsibilities to lower-level workers), duties (limited right to use the
resources of the company), responsibility (obligation to do different types of
work) impact the way of work. Malfunctioning employees may cause infractions
and lack of special skills and qualifications prolong the aim achievement the
result of which would decrease the product quality and increase economic
Hence, control should provide the audit of managerial decisions
fulfillment on all levels of authority and compliance of laws and terms of
Control is a process providing the achievement of organizational
goals, first of all. As it has been mentioned before, it is required for
detection and resolution of the problems aroused before they become too
critical. It can promote further successful functioning. Stimulus may be taken
into account during the audit as a push-up to work perfection and development,
expression of potential skills and abilities of employees.
The process of control consists of standard setting, factual results
alteration and editing in the case if the results achieved differ from the set
standards. Managers start realizing the function of control with the moment of
aim and tasks development and company introduction. Without any manager’s
control the whole system will become chaotic and random. Bankruptcy and
cancellation of a firm are the main results of control system absence.
Increasing role of control function in organization management is
closely connected with the use of automated information systems and computers
which provide direct and accurate information delivery, its’ processing and
analysis, infraction detection and decision-making in changeable market
conditions. The use of information technologies and computers causes centralization
strengthening and control efficiency in management, control shift on a higher
level of authority that runs a corporation. Head manager can check all the
information that is received and delivered in internal media and archives of the
company. These media are created for convenient use, archiving and
systematization of secret and important information of the networks.
The system of centralized control makes it possible to maintain the
balance between de- and centralization in management because it implies the
shift of control over lower level authority to managers of relevant
At this stage they apply the control of correspondence of economic
output and data planned in the current budget. They compare factual and planned
sells. Any change in company’s market share is analyzed on the whole and
according to its’ separate products and market segments. Stock of orders is
taken into account. Such kind of control is usually called operational rather
than managerial. Operational control systematically checks the realization of
production program that is why it is usually connected with planning as a single
function of operational management. At the same time managerial control requires
centralization, meanwhile operational control does decentralization. Decentralized
control implies operational activities and prevention of negative consequences.
Centralized control is binding on organization way of development and course of
events connected with strategic changes.
Control is very important for successful functioning of the company.
Control function is such a characteristic of management that helps to reveal
the problems and change an organizational activity before they become critical.
One of the most important reasons of control implementation is that any
organization must be able to define its’ failures in time and correct them
before they could influence company’s aim achievement.
Equally important is a positive side of control that is all-round
support of all the successful things for company’s work. In other words, one of
the main control aspects is to define what spheres of work are the most
effective. While detecting ups and downs of the company and their reasons they
can easily and quickly adapt a company to dynamic requirements of the
environment. Dynamics of environmental changes is constantly observed during
the whole process of company’s functioning according to the environmental
factors which can have a powerful influence on organizational development. The
majority of factors’ variety is always in motion and ambiguity.
Control helps to resolve the problems and react to them to achieve
planned goals. It also helps management to choose the time for changes in work
of the company .
Hence, control function as an element of organizational management
takes part in all the processes of work and prevents infractions.
Properly-chosen type of control helps to complete this function without
economic losses and timeliness of control foresees any infractions in the future.
Success of any business is a result of well-developed management system which
contains all management functions including control. That is why, control
function serves as an instrument for company’s aims achievement and profitable
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Table of contents: The Kazakh-American Free University Academic Journal №5 - 2013