Characteristics of an Effective Control System
A control system is effective when it is able to manage an organization’s activities according to planned ones. An effective control system ensures the achievement of companies goals as outlined standards.
The following are notable characteristics or features of effective control systems. They are:
The control system needs to be in line with the organization’s needs, size, nature, and necessity. An unnecessary design for a control system could eventually cost money. It must be appropriate for the jobs, the employees’ skill levels, and the environmental elements.
The control system must be easy to use and understand. Because they fail to explain the significance of their control data to the people who must utilize them, overly elaborate and complex control systems are proven to be ineffective.
The cost of implementing a control system should be less than or equal to the benefits derived from the control system. The pricey system cannot be used consistently for a very long period. A controlling system shouldn’t put too much financial pressure on the company.
The control system must be linked with the planning of the organization. Organizational goals i.e. targets are set during the planning stage. Hence, the targets i.e. standards of the control system should be linked with the organizational goals.
Controlling measures should be more specific and realistic with organizational structure, culture, and available resources. Standard performance and actual performance can not be measured without integrating the standard of controlling with planning.
Thus goals, strategies, objectives, etc. must be linked with controlling measures to make an effective control system.
With time, objectives, goals, activities, external conditions, etc., must change, requiring adjustments to control systems. Hence, the control should be adaptable to the new situation.
Some provisions need to be changed, some need to be adjusted and ned new provisions need to be added. Otherwise, the objectives of the control system can not be achieved.
Standard performance and measurement should be as objective, verifiable, and precise as feasible. For control to be acceptable and practical, it should be founded on facts and participation. A vague and unclear control system can not be effective.
Control is a function performed on the basis of feedback which serves as information to be provided in order to make the control system effective. The information gathered should be accurate and reliable for effective control.
Control to be effective and efficient must be designed to point out exceptions. By concentrating on exceptions from planned performance, managers shall be able to pay attention to those places where their attention is required and should be given i.e. there must be strategic focus on the specific area and control.
Instead of being imposed, the control system should be welcomed by all personnel. When it comes to implementation, it is practical if it is accepted by all.
The aim of control is to see that actual performance conforms to predetermined goals or standards. So the best control system is one which reports deviation from the plan as quickly as possible.
A good control system besides estimating the deviation and failure should also point out where a deviation has occurred, what are the reasons for deviations, and what corrective actions should be taken to resolve them. The main purpose of control is to correct the activities so that standard performance can surely be achieved.
The control system should focus attention on providing early information regarding the changes which are likely to occur in the environment.