Control in Administration (Meaning and Explanation)

We explain what control in administration is and what the phases of the control process are. Additionally, the types of administrative control.

What is control in administration?

In management sciences, we speak of control to refer to one of the main administrative functions along with planning, organization and management, whose task is to ensure that the organization's actions are carried out as planned, or to evaluate the effectiveness of the results obtained, that is, their degree of proximity to the expected ideal.

The administrative control dynamics usually involve obtaining information regarding the business process and results and the application of corrections that are pertinent to correct errors and maximize efficiency.

It is a feedback mechanism of the organizational system that depends to operate on the three previous steps, especially planning, the stage where expectations and goals are set. In theory, an organization whose processes and results adhere more closely to what was planned will be much more efficient than one that goes off track.

Thus, control processes allow not only measure organizational performance but also establish precisely the ideal quality standards for this, and also evaluate and take the relevant corrective measures.

He suitable control process In this sense, it must be economical, flexible and preventive, but also, as we have said, it must respond to the established organizational objectives.

Control process (phases)

The phases of the control process tend to be the following:

Phase 1: Establish standards In this initial phase, the measurement or evaluation parameters are refined and defined, without which it would be impossible to know how well or poorly the product turns out. This involves four types of standards: quantity (production volume, stock quantity, etc.), quality (accuracy, product achievement), time (production times) and costs (cost of sales, production costs , etc.).
Phase 2: Performance evaluation The actual measurement of organizational processes.
Phase 3: Performance comparison The expected margins of performance are compared with those obtained and compared with the initial standards to determine the margin of success or error.
Phase 4: Corrective action A report is prepared that records all of the above and the necessary actions are taken to improve or perfect the process, such as determining at what level of the business structure the problems are and what their possible solutions are.

Types of administrative control

There are the following types of administrative control:

Previous control or precontrol. By being prior to the action, they ensure that it responds to the planned resources (human, material and financial). This involves identifying the budgeted financial expenses, anticipating the activities to be carried out and predicting what it will cost to carry them out.
Directive or direction control They are known as progress controls or cyber controls, and they monitor the journey of organizational processes before they end, to have time to take action or force a change of route. These controls only work if there is adequate feedback.
Current control. This control is carried out throughout the business process, that is, at the same time as it is taking place, by the hands of managers or the operating personnel themselves.
Subsequent control They are carried out once the productive action is completed and are given retrospectively, evaluating the entire journey and drawing the relevant conclusions about what went well and what did not so well. A report is then collected that is used for future management and to reward or encourage workers.