As an organization expands its processes and operations, there is need to adopt a system to oversee and sustain the operations. Enhanced processes may require a system that tracks the operations, gives feedback and ensures operations remain at a desired level. This system is called a control system. For a control system to be effective, it needs to have some specific qualities.
The benefits of having a control system must surpass the costs of implementing and maintaining it. The organization should match its anticipated benefits with administration costs to determine its economic viability, since setting up the system entails vast investment in terms of skilled personnel, time and finances.
An effective control system focuses on critical areas of operation. The control system is tasked to ensure that there is no disruption of activities that are critical to the success of the organization. The controls should be applied to maintain desired output from crucial activities where disruption cannot be tolerated.
For a control system to be effective, employees must be involved. The control system is designed to oversee operations conducted by employees, and therefore, its success depends on whether the employees will embrace the system. When employees are involved and there is common acceptance and consequently, the control system is effective and successful.
For a control system to be valuable, it has to provide precise and reliable information. An effective control system should be able provide factual feedback that management can rely upon in making key decisions. The information must be clear and consistent to appropriately influence decisions.
A control system should be easy to understand. The controls should be straightforward and the organization should be in a position to understand information provided by the system and take corrective measures. A complex system may be ineffective, since there is reluctance from both management and employees to adopt it.
Achieving Organizational Goals
A sound control system should be aligned toward the achievement of shared goals. The control system should be able to operate harmoniously without interfering with operations in the organization. The system enables attainment of set goals effectively by identifying flaws in the operations.
For a control system to be successful, it should be administered by competent and qualified personnel. The personnel should understand what the system intends to achieve and be offered and continuous training to enable the system to achieve its objectives.