controlling and co-ordination

1. UNIT V
1. Meaning of Control
2. Purpose of control
3. Control process
4. Problems in control
5. Ideal control system
6. Feedback of control system
7. Meaning of co-ordination
8. Characteristics of co-ordination
9. Importance of co-ordination
10. Problems of co-ordination
11. Techniques of co-ordination
12. Co-ordination vs. co-operation

2. Meaning of controlling
 If planning is looking ahead, controlling is looking back.
Planning helps to attain the goal of the enterprise in a
systematic manner. Control, on the other hand, ensures
that everything has been done as planned. It checks or
verifies whether the actual performance corresponds to the
expected performance. For example, if the production
department has planned to produce 10,000 units of output
during a specific period, by performing the controlling
function, it can be verified the target of 10,000 units has
been achieved within the stipulated period. In case, there is
a shortfall, say to the extent of 10,000 units, it become
necessary to find out the cause for the same and take
necessary corrective action.

3. Control gives meaning to the planning function. It is
only because of control that the employees show
commitment to work. They show a sense of urgency
to complete the task within the stipulated period of
time. Planning provides the basis for control. Control
is not possible without planning. This is because if a
task is not planned, it cannot be controlled. It may,
therefore, be said that “ Planning without control is
useless and control without planning is meaningless’.
SRM IST - COMMERCE DEPT - SHIFT I - Dr.
M.JAYASHREE

4. Definition of control
 Control is the continuing process of measuring the
actual result of the operations of an organization in
relation to the results which were planned –Brech
Dr. M JAYASHREE

5. Purpose of controlling
1. It is backward looking
2. It gives meaning to planning
3. It involves appraisal or evaluation
4. It is a pervasive function
5. It is forward looking
6. It is a continuous process

6. Control process (Stages or steps
involved in control
1. Establishment of Standards
2. Measurement of Actual performance and making
comparisons
3. Finding out deviations and
4. Taking corrective actions.
SRM IST - COMMERCE DEPT - SHIFT I - Dr. M.
JAYASHREE

7. Control Process
• Establishment of
standards
Stage 1
• Measurement of
actual performance
and making
comaparisons
Stage 2 • Finding out
deviations
Stage 3
• Taking corrective
actions
Stage 4
SRM IST - COMMERCE DEPT - SHIFT I - Dr. M.
JAYASHREE

8. Problems in Control
 Problem in setting a realistic standard
 Resistance from employees
 Lack of good system of communication
 Degree of change
 Problem in setting qualitative standards
 Delay in taking corrective action
 Expensive
SRM IST - COMMERCE DEPT - SHIFT I - Dr. M.
JAYASHREE

9. IDEAL SYSTEM
 An ideal system of control is that which makes the
controlling function easy, effective and smooth.
SRM IST - COMMERCE DEPT - SHIFT I - Dr. M.
JAYASHREE

10. Feedback
 A feedback control system is a system whose output is
controlled using its measurement as a feedback signal.
This feedback signal is compared with a reference
signal to generate an error signal which is filtered by a
controller to produce the system's control input.
SRM IST - COMMERCE DEPT - SHIFT I -
Dr.M.Jayashree

11. SRM IST - COMMERCE DEPT - SHIFT I - Dr. M.
JAYASHREE

12. Meaning of
Co-ordination
“Co ordination is the process of
linking the various activities of an enterprise”
Every department in a concern functions
independently. But the activities of one
department influence those of another
department.
SRM IST - COMMERCE DEPT - SHIFT I - Dr. M.
JAYASHREE

13. Nature and characteristics of Co-ordination
1) The need for co- ordination arises due to inter dependence
2) It aims at attaining the common goal
3) It is the duty of every manager
SRM IST - COMMERCE DEPT - SHIFT I - Dr.
M.JAYASHREE

14. 4) It does not arise spontaneously
5) It may be performed by specialists appointed for the purpose
6) It is an on-going activity
SRM IST - COMMERCE DEPT - SHIFT I - Dr.M.
JAYASHREE

15. IMPORTANCE OF CO-ORDINATION
1. Co-ordination helps to attain common goal
2. It helps to avoid overlapping of activities
3. It provides a sense of direction
4. It promotes efficiency
5. It promotes good human-relations
6. It reconciles personal goal with the enterprises goal

16. Problems in co-ordination
1. Multiplicity of activities
2. Large number of employees
3. Division of work
4. Inter- dependence
5. Clash of interests
6. Differences in perceptions, value and beliefs
7. Lack of co-operation spirits
8. Uncontrollable factors

17. Principles of co-ordination
 1. principles of direct personal contact
 2. principles of early beginning
 3. principles of reciprocity
 Principle of continuity

18. Techniques of Co-ordination
 Louis Allen has suggested the following three
techniques of co- ordination
 i) Balancing
 ii) Timing; and
 iii) Integrating
SRM IST - COMMERCE DEPT - SHIFT I -
Dr.M.Jayashree

19.  Balancing means ensuring sufficiency of an aspect to
support or counterbalance the other. For example, if
a business has tremendous potentials for production
and marketing and is starved of funds, steps must be
taken to augment its financial resources.
 Timing refers to the task of matching the time
schedules of different activities so that they support
and reinforce one another. For example, production
schedule must be prepared in accordance with the
sales order to be executed date- wise.
SRM IST - COMMERCE DEPT - SHIFT I - Dr. M.
JAYASHREE

20.  Integrating refers to the task of unifying diverse
interests in order to achieve the common goal.
Every individual has self- interest in his mind
while working. The success of co-ordination
depends on the extent to which the self- interests
of individuals are synchronized with the
organizational interests.
SRM IST - COMMERCE DEPT - SHIFT I - Dr. M.
JAYASHREE

21. Difference between Co-ordination and Co-operation:
Co-ordination Co-operation
Coordination is an orderly arrangement of
group efforts to maintain harmony among
individual efforts toward accomplishment of
common goals.
Cooperation is a voluntary effort of
individuals to help one other.
Coordination is a system evolved deliberately
by the managers.
Cooperation is an effort that arises out of
informal relations.
Can be achieved through both formal and
informal relations.
Arises out of informal relations only
Wider scope as it includes cooperation. Narrow scope though it helps to establish
coordination.
Coordination is the essence of management
and essential for achievement of common
goals of an organization.
Cooperation is a voluntary act that arises out
of informal relations with the desire to work
together.
SRM IST - COMMERCE DEPT - SHIFT I - Dr. M.
JAYASHREE