Question 4 OR (b)

How control assesses standards and maintains order and discipline; core principles of effective control

9 marks

Time to write
About 18 minutes
Topic
Controlling: process and measures
Notes
Crux notes

Question

Question 4 OR (b) · 9 marks

"In what ways does exercising control help in the assessment of standards' precision and in the maintenance of order and discipline?" Elaborate the statement and examine the core principles on which an effective control system is based.

Reworded from the university paper; the task is the same. The original paper belongs to the University of Delhi. See DU's question bank.

Before you write

Read off the question and its marks

18 minfor 9 marks

Read from the question

  • examineA statement to judge: take a stand on it in your first line, and come back to it at the end.

Write it in this order

  1. Read; underline the asks; jot your points 1 min
  2. 1 Meaning of control 1 mark 1 min
  3. 2 Assessment of the accuracy of standards 2 marks 4 min
  4. 3 Maintenance of order and discipline 2 marks 4 min
  5. 4 Core principles of effective control 3½ marks 6 min
  6. 5 Conclusion ½ mark 1 min
  7. Check: every ask answered, key terms underlined 1 min

Easy marks

  • Meaning of control (step 1, 1 mark): a definition in one or two lines. It opens the answer, so it takes a minute or two.

Short on time? Keep step 1 short. Trim steps 2–4 evenly rather than skip one: each is capped at its own marks. End with step 5 in a line or two.

Try it first. About 18 minutes for 9 marks. Write it out, then open the solution.

Solution

Hover or tap a marked figure, like 72,000, to see how it is made and where else it appears.

Meaning of control

Control is the management function of setting standards, measuring actual performance, comparing it with the standards and taking corrective action. It ensures that the organisation's activities proceed according to plan.

Picture itHow control assesses standards and maintains order and discipline; core principles of effective control

1The standard goes on the wall: 98 parcels in 100 delivered within two days.

Deciding the yardstickA courier company sets a standard of 98 per cent of parcels delivered within two days.

2The weekly report brings the branch in at 90—she reads it twice.

Finding out what actually happenedWeekly reports show a branch at 90 per cent.

3She walks the yard and finds the why: two vans with their bonnets up.

Asking whyAnalysis shows two delivery vans out of service.

4Hired vans roll in, routes are redrawn, and the branch climbs back to standard.

Putting it rightThe manager hires temporary vans and reschedules routes, and the branch returns to standard.

How control helps assess the accuracy of standards

  1. Testing standards against reality. When actual performance is compared with standards over several periods, it becomes clear whether the standards were realistic. If performance consistently falls far short, or far exceeds them, the standards themselves may be wrong.
  2. Analysing the causes of deviations. Control asks why a deviation occurred; if the cause is an unrealistic standard rather than poor performance, the standard is revised.
  3. Keeping standards current. A standard that suited last year may not suit this one: new machines, a new law or a new competitor can make it too easy or too hard. Control brings such shifts to light so that the standard can be reset.
  4. Feedback to planning. Information from control improves the standards set in future plans, making them more accurate over time.

Example. A factory set a standard of 100 units per worker per shift. Control reports showed that experienced workers on new machines regularly produced 125 units; the standard was revised upward. On another line, constant shortfalls were traced to an unrealistic standard for a complex product, which was lowered.

How control maintains order and discipline

  1. Clear expectations. Standards tell employees what is expected of them.
  2. Watchfulness. Employees know that performance is measured, which encourages honesty and care and discourages slackness, waste and dishonesty.
  3. Accountability. Deviations are traced to responsible persons, so everyone answers for his or her work.
  4. Fair treatment. Objective measurement allows good performance to be rewarded and poor performance corrected consistently.
  5. Coordination. Control keeps different units working to the same plan, preventing disorder.
  6. Prevention of misuse of resources, theft and fraud through checks such as audits, stock verification and approvals.

Core principles of an effective control system

  1. Action orientation: control is useful only if it leads to correction.
  2. Timeliness: deviations are caught early, ideally before they occur.
  3. Economy: a control must be worth what it costs.
  4. Simplicity: managers must be able to understand and use the information.
  5. Focus on what matters: key points are watched and only significant deviations are reported upward.
  6. Flexibility: controls stay workable when plans or conditions change.
  7. Objectivity: standards are measurable and impartial.
  8. Fit with plans and positions: each plan and each manager's area needs its own kind of control.
  9. Traceable responsibility: deviations can be traced to the person responsible.
  10. Acceptance and self-control: fair, participative standards win cooperation.

Conclusion

Control does more than catch errors: by comparing results with standards it tests whether the standards themselves are right, and by making performance visible it maintains order and discipline. Built on these principles, it keeps the organisation on course while improving its plans.

Where the 9 marks sit

#ComponentMarks
1Meaning of control1
2Assessment of the accuracy of standards2
3Maintenance of order and discipline2
4Core principles of effective control3.5
5Conclusion0.5
Total9
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