How to Install a Management Information & Control System
Management information and control system refer to the framework companies use to collect and analyze the data used to guide staff and management to meet the mission and objectives of the organization. Management must create a plan that outline the controls and how tight to apply the standards for achieving results. The installation of the new controls entails a four-step process: determining the standards, informing employees, measuring performance and taking corrective action.
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Instructions
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Planning Stage
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1
Identify the mission and objectives of the organization. Determine the key components of the operations that have a direct bearing on the company's success. Choose from categories, such as financial, employee performance, team performance or customer service.
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2
Decide on the type of controls to employ -- action, results or people. Use action controls to affect what management expects the employee to do. Employ results controls to accomplish important actions. Use a combination of the control types to obtain the best results.
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3
Conduct a cost-benefit analysis to determine the feasibility and benefits of the controls compared to the costs.
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4
Develop the appropriate standards.
Identifying Standards
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5
Determine who will define the performance standards: employees, managers, staff and managers or the managers along with input from staff. Focus on obtaining strong input from staff, which motivates personnel and encourages acceptance.
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6
Establish the standards you will use. Ascertain the key actions or events necessary to make the performance standards challenging, but realistic and attainable.
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7
Limit the number of standards and prioritize them so that employees do not become overwhelmed, frustrated or confused.
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8
Choose forecasters and benchmarks for measuring progress and meeting the standards.
Informing Employees
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9
Meet with staff individually or in groups to inform them of the standards that apply to their positions. Make sure each employee understands what to do and how management expects him or her to perform.
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10
Explain what management expects, including the forecasters, benchmarks and time lines employed to monitor progress and determine compliance.
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11
Ensure staff has the resources to meet the responsibilities and requirements of their roles, including equipment and training.
Measuring Progress and Results
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12
Implement an impartial system for measuring and comparing results against the standards. Employ in the system's framework the qualities of reliability, validity and consistency. Choose a flexible system that allows input from employees.
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13
Decide who will conduct the review: supervisors, a quality assurance person, the individual performing the job or an automated system.
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14
Monitor progress at predetermined intervals and provide feedback and coaching to employees.
Evaluating Results
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15
Collect information and analyze the results. Compare the performance information to the benchmarks decided on during the planning phase.
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16
Identify deviations from objectives, processes or expected outcomes. Before meeting with an employee concerning negative deviations, determine the root cause of the results.
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17
Provide the employee feedback, coaching or training to raise the level of performance.
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References
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