A lesson on Control Management, Importance and Limitations

Control Management- its limitations and Profect features

Limitations and Profect features Of Control Management


What is Control Management?

Control management can be defined as a systematic way which is used to compare the performance of a business with respect to its predetermined standards including its common objectives and plans. In the control management process, there is the utilization of the most efficient and effective methodologies for achieving the corporate goals. In order to pursue the Control Management process control function and control techniques are brought into action.

Control function of the management can be defined as the critical determinant that can easily measure the success of an organization. All the organizations that are serious about their processes must consider the proper implementation of Control Management. Moreover, change management provides the direction for the management of several control processes and also documents the associated responsibilities and roles. There can be three types of control under control management such as feedback control, concurrent control and feedforward control which is also known as predictive control.

Feedback control is the process that includes gathering information with respect to a finished task. It assesses the information as well as helps in improvising the task for future purposes. Next, Concurrent control can be considered as real-time control that checks for any problem and also examines the necessary action that can be taken in order to handle a particular problem. On the other hand, feed-forward control or predictive control can be helpful to deal with the reasons of problems.

Article Summary

Every organisation is run with a set of rules and regulations, which helps it keep moving with a definite pace. Alongside some control measures are also required to keep a check on the execution of the respective rules. These control measures are carried out in a highly systematic manner, which comes under the term of control management. Further organisations around the world adopt various techniques to control its working and management system. This article details the concept of control management, its advantages, disadvantages. It also describes the technique of project control management and factors related to it.

The analysis of control management can yield a number of advantages for any organisation. . Further, the process of control management saves time as well as energy. It aids in taking timely and corrective actions by the managers, allowing the managers to concentrate on a particularly important task so that the managerial resources can be utilized in a better manner. Additionally, with its use, process managers can also delegate the tasks in order to get work done from the subordinates.

Control management is basically associated with the cost of the project, time of the project, value and quality of the project, all of which is done to deliver the high quality results. Therefore, in the project management terms, management can be considered as the process of controlling the project scope and meeting the requirements of quality. It also refers to keeping the project as per the budget and schedule, identifying several relative issues along with ensuring the benefits from the project benefit for the organization.

The process of control management can also refer to the collection and management of data, finding trends, reporting on progress and forecasting outcomes. This is because without the control of these activities, the project can become expensive and ineffective. The process of control management can be further divided into different phases such as the development phase, planning phase implementation phase and closeout phase.

 
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Importance of Control Management

Controlling can be considered as an important function of the management and its importance is really high in the companies around the world. With the help of this process, management can check all the mistakes and also measures new challenges that can be easily met. Thus, it leads to the success of the organization.

Control Management or controlling is considered as the last function of the process of management which is performed after planning organization and directing phase. In order to perform the control management process, it is required to set the performance standard, measure the actual performance, compare it with the standards and analyze the differences so that corrective actions can be taken.

Further, the importance of control management or controlling becomes clear in the following ways:

  • It is a prime medium to keep a check on the accomplishment of the goals of the organization.

  • It is a great way to judge the accuracy standards, making the accurate use of resources, improvement of employee motivation and facilitating the responsive actions.

  • Additionally, with the use of controlling processes, there can be immediate detection of problems so that corrective measures can be taken. Therefore, the difference between the actual results and expected results is reduced to minimum. In this way controlling or project control management is helpful for achieving the goals of the organization. While performing the controlling functions, a manager can easily compare the actual performance of work with the respective standards of the company, so that problems can be easily resolved.

  • Project control or Control Management makes it possible to use physical and human resources in an efficient way. It helps to ensure that no employee delays his work and performs badly. Thus, it acts as a means to regularly check the physical resources and evaluate the associated wastage.

  • It can also be used for motivating the employees to work properly. This is because implementation of controlling measures makes all the employees aware of the analysis of their work performance. This awareness pushes them to work more diligently and with high concentration.

  • Additionally, this process adds discipline and order at the workplace. Again because of the examination of undesirable activities such as delay, incorporative attitude, theft and corruption, employees are always cautious about their actions.

  • This procedure is moreover useful in maintaining coordination among all the departments present in the organization.

  • It is even useful to check whether the production process is carried out in alliance with the orders received. In case there is some gap, then the control management helps in identifying the problem and then working on it quickly.

  • Control system present in the organization also has the ability to make significant contributions towards the reduction of the operational cost. This leads to getting maximum output from the process by eliminating the duplicate and extra efforts.

Limitations of Control Management

Apart from several benefits and importance of control management, there are also some of the limitations present. These limitations can pose difficulty in setting the quantitative standards. Also, it can also lead to no control on the external factors, resistance from employees and costly affairs.

  • The effectiveness of a control system can be lost when the performance standards are not met as per the quantitative terms.

  • Also, it becomes very difficult to set the qualitative terms of work for human behavior and satisfaction of job, employee morale and efficiency level. Therefore, in such cases the judgement totally depends on the discretion of the manager.

  • Furthermore, an enterprise cannot have a control over the external factors of its organization including the policy of government, change in fashion, technological changes as well as the changes in the policy of competitors.

  • Employees often resist direct control by the authorities and as a result of this there is a decrease in the control effectiveness.

  • Other than this, control is considered as an expensive process because it involves the investment of extra efforts and time as well as higher attention to regularly observe the employee performance. Also, in order to install an expensive control system, the organization is required to spend a large amount of money. To assess the actual benefits, an organisation must first compare all the benefits of controlling the system with respect to the cost involved in the installation. Further Control management can be considered as a profitable process only if the benefits are more as compared to the investment cost involved.

  • Some other limitations include human error, collusion, management override and segregation of duties. Among these, collusion means when two or more people are intending to control a particular system in order to collude a system. If there lacks a proper understanding of the control system or there is not a proper understanding about the instructions associated with it, a wrong task can be performed. Management override refers to an individual present in the management team, who has the authority to do the override in terms of control system. Further, a control system might also be designed with improper segregation of duties which can result in unacceptable interference of one or two people. Therefore, it can be said that no control system is considered as perfect.

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Project Control Management and its features

Project control management is the process of analyzing a project so that the schedule and cost of a project can be kept on track. The main functions of control management include initiation, planning, controlling, communicating and closeout phase related to schedule and cost. Ultimately the project control is considered as an absolute process to measure the status of the project. It also helps to forecast the outcomes of the project by regular measurement and improvisation of the performance yardsticks.

The project control management constitutes several activities such as the alignment of the project with organizational objectives and goals, development of work breakdown structure, initiation of project schedules, development of risk management plan, project forecasting and budgeting the monitoring, and feedback costs of the project cost. As a project deals with a number of parameters including cause, scope and its quality, the project control has its main focus on the schedule and cost factor by continuously monitoring the risks.

The first phase of control management is project planning which is considered as the important step in which project managers and controllers work together. It comprises the creation of project plans, schedules, cost estimation and work breakdown structure. This is done to provide the baseline of the particular project. Additionally, integration of the budgeting process in project activities is an essential step to calculate the accurate cost and to understand the variations.

Moving further, with respect to the time facing budgets and number refinement, a transparent model is also available that can be utilized by the team members and the senior managers. It can serve as the benchmark for understanding the cash flows of the project. Moreover, Project Control Management facilitates the approach to manage risks as it identifies the risks and monitors all the activities continuously.

It is also helpful for preventing the company from the risks of the future. When there is a deviation in the project from the original estimation, the effect of the several factors can go unnoticed. Therefore, change management is considered essential in such situations. It is by tracking all the changes as well as the proper understanding of their impacts; a clear process of evaluation, accountability and approval of the project can be carried out successfully.

Cost control in Project Management

Almost all the projects require the right guidance throughout the execution process so that the expected output can be achieved at the end of the particular project. It is the responsibility of the team as well as project manager to carry out the effective controlling of related tasks. However, there are several techniques that can be used in order to manage these. Also, several techniques of cost control can be utilized in such a scenario. These include, keeping the cost track, effective management of time and project change control.

Furthermore, there is a requirement to make a budget at the beginning of the planning phase. This is to manage the payment and costs associated with the project life cycle. However, the making of this budget comprises a lot of research as well as critical thinking. Most importantly, it is mandatory to keep a track of the actual cost as all the other techniques are dependent on it. Therefore, it is considered as best to prepare the time-based cost tracking. This is also helpful for keeping the track of budget in different phases. Moving on, there is a requirement to track the actual cost against the targets in order to set out the budget and these targets can be weekly or monthly basis.

Another effective technique can be the resourceful management of time. Though, all the three factors discussed are not the proper areas of management but are considered important with respect to project cost control. This is because the cost of the project can be high if there is a lack in the proper establishment and meeting of project deadlines. Therefore, the project manager is required to constantly remind the team members related to important deadlines of the project so that the project can be completed on time.

Another technique of cost control in project management can be the project change where change control systems can be utilized. Change control systems are considered as essential to be taken into account if any of the potential changes occur during the project life cycle. In fact, each change in the project scope has a direct impact on the deliverables and deadlines of the project. So, these changes can increase the project cost by increasing the effort required in a particular project.

In the similar manner, for the purpose of identifying the work value it is helpful to use the technique of earned value. This technique is helpful for large projects in order to make quick changes that are essential and required for successful project management. Additional steps for project cost control can be the review of budget along with the tracking the financial trends and relative information.

Quality control in project management

Quality control is considered as one of the most important tools in quality management and control management. It is considered as a process of inspecting as well as verifying the services and products that are provided by the seller. It also comprises recording and monitoring all the results of the activities so that the performance of a project can be assessed. This process is also considered as necessary in order to provide the recommendations for changes. There are a number of benefits of control quality in project management such as the validation of deliverables, meeting the requirements specified by all the stakeholders of the project, identification of causes related to poor quality of product as well as the recommendations of necessary actions so that the problems related to quality can be eliminated.

For the purpose of implementing the control quality, the utilization of right inputs is required. This includes the information related to the project management plan, quality checklist, work performance and quality metrics along with the project deliverables are considered necessary. The control quality is also useful for creating the measures of control validation changes, verifying the deliverables and working on the performance information along with the requested changes. Therefore, control quality is considered as an essential process in the quality planning in which effective processes of project management can be provided.

Thus, it can be said that control management in its varied forms can be really helpful in identifying the gaps in the execution process of a project. The various control systems are must to be implemented as per the steps accomplished in the project management. Further, these controls allow the organisation to keep a continuous check on the developments of the company. Therefore, the companies must employ the right use of controls and at the right stages so risks can be avoided and plans can be formulated as per the need.

FAQ


What are the limitations of project management?


Q

In addition to the advantages, there are various limitations of project management. Few of them are limited resources, problems in scheduling and various interpersonal problems.


What are the features of controlling?


Q

The various features of controlling include existence at all levels, positive purpose, a forward looking process and it involves a continuously engaging process.


Why is control important in project management?


Q

Some factors which make controlling an important part in project management are decentralization of the authority, effective use of resources, proper coordination, increased ability to manage tasks, effective regulation of human resources and accomplishment of productive results.