1. CONTROLLING PROCESS IN
SUPERVISION
INSTRUCTOR :Mr. SANCHAWA, Denis
dsanchawa@mnma.ac.tz.
+255(0)717151218

2. Learning objectives
• The Instructor is expecting that upon the
completion of this two hrs lecture , learners
should be able to :-
a) Describe the concept of control in supervision
b) Explain the objectives of control
c) Describe the controlling process
d) Demonstrate essentials for effective control
e) List and explain the types of control

3. An introduction
• Controlling is an essential element of
supervision . That, all supervisors perform
supervisory functions in which controlling is
one among the supervisory functions.
• It is the process that measures current
performance and guides it towards some
predetermined objectives
• It sees to it that the right things happen, in the
right ways, and at the right time.

4. Definition
• According to George R Terry-"Controlling is
determining what is being accomplished i.e.,
evaluating the performance and if necessary
,applying corrective measures so that the
performance takes place according to plans."
• In the words of Haynes and Massie-
"Fundamentally, control is any process that
guides activity towards some predetermined
goal.

5. Objectives of controlling
• To ensure that the overall directions of
individuals and groups are consistent with
short and long range plans.
• To helps ensure that objectives and
accomplishments are consistent with one
another throughout an organization.
• It helps maintain compliance with essential
organizational rules and policies

6. Other objectives? (students)
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7. Steps in controlling process
• Establish objectives and standards.
• Measure actual performance.
• Compare results with objectives and
standards.
• Take necessary action or corrective measures

8. 1. Establish objectives and standards
• The control process begins with planning and
the establishment of performance objectives.
• Performance objectives are defined and the
standards for measuring them are set

9. 1. Establish performance objectives
and standards
• There are two types of standards:
• Output Standards – measures performance
results in terms of quantity, quality, cost, or
time.
• Input Standards - measures work efforts that
go into a performance task.

10. 2. Measuring actual performance
• Measurements must be accurate enough to spot
deviations or variances between what really
occurs and what is most desired.
• Without measurement, effective control is not
possible. Measurement of performance can be
done by personal observation, by reports charts
and statements.
• A quick comparison of actual performance with
the standard performance is possible, if the
control system is well organized.

11. 3. Comparing results with objectives
and standards
• The comparison of actual performance with
desired performance establishes the need for
action.
• Ways of making such comparisons include:
• Benchmarking

12. 4. Taking corrective actions
• After comparing the actual performance with
the prescribed standards and finding the
deviations, the next step that should be taken
by the manager is to correct these deviations.
• Corrective action should be taken without
wasting of time so that the normal position
can be restored quickly.
• These steps must be repeated periodically
until the organizational goal is achieved.

13. 4. Taking corrective actions (ctd)
• Taking any action necessary to correct or
improve things.
• Management-by-Exception focuses
managerial attention on substantial
differences between actual and desired
performance.

14. Taking corrective actions (ctd)
• Management-by Exception can save the
managers time, energy, and other resources,
and concentrates efforts on areas showing the
greatest need.
• There are two types of exceptions:
•Problems - below standard
•Opportunities - above standard

15. Effective control
• Effective control in an organization should be:-
• Strategic and results oriented
• Understandable
• Encourage self-control
• Timely and exception oriented
• Positive in nature
• Fair and objective
• Flexible and realistic

16. Types of control
• Preliminary control
• They are accomplished before a work activity
begins.
• They make sure that proper directions are set
and that the right resources are available to
accomplish them.

17. Types of control
• Concurrent control
• Focus on what happens during the work
process. Sometimes called steering controls,
they monitor ongoing operations and
activities to make sure that things are being
done correctly

18. Types of control
• Post action control
• Sometimes called feedback controls, they take
place after an action is completed. They focus
on end results, as opposed to inputs and
activities

19. Types of control
• Internal Controls
• Allows motivated individuals to exercise self-
control in fulfilling job expectations.
• The potential for self-control is enhanced
when capable people have clear performance
objectives and proper resource support

20. Types of control
• External Controls
• It occurs through personal supervision and the
use of formal administrative systems.
• Performance appraisal systems, compensation
and benefit systems, employee discipline
systems, and management-by-objectives.

21. Individual Assignment ( 5 Marks)
• What are the common used organizational
control systems ?
• INSTRUCTIONS:
• It is an open assignment which carries 5 marks
• It must be typed
• A minimum of three typed pages excluding cover
page are required
• To be submitted on 23rd April, 2015 at 14:00 Pm