Coordination and Control: Process, Techniques, and Essentials of Effective Control Questions

Question 1

Define coordination.

Accepted Answer

Coordination is the process of integrating the activities and efforts of individuals and departments to achieve common organisational objectives.

Question 2

State the meaning of control.

Accepted Answer

Control is the process of ensuring that actual performance is in accordance with planned performance by comparing results with standards and taking corrective action.

Question 3

Why is coordination called the essence of management?

Accepted Answer

Coordination is called the essence of management because it is required in every managerial function—planning, organising, staffing, directing and controlling.

Question 4

State any one technique of control.

Accepted Answer

Budgetary control is a control technique in which actual results are compared with budgeted figures and variances are analysed.

Question 5

What is meant by a standard in control?

Accepted Answer

A standard is a predetermined target or benchmark of performance (quality, quantity, time or cost) against which actual performance is compared.

Question 6

Define corrective action.

Accepted Answer

Corrective action means the steps taken by management to remove deviations from standards and to improve future performance.

Question 7

Explain the nature/characteristics of coordination.

Accepted Answer

Coordination is a **continuous process** because it is required at all times in an organisation. It is **all-pervasive**, needed in all departments and at all levels. Coordination aims at **unity of action** by integrating individual efforts so that everyone works towards common objectives. It is a deliberate managerial function achieved through communication, leadership and proper organisational relationships.

Question 8

Explain the importance of coordination.

Accepted Answer

Coordination is important because it avoids **conflicts and duplication of work**, ensures smooth functioning by linking departments, and helps achieve organisational objectives efficiently. It improves utilisation of resources, reduces wastage and delays, and maintains good relations and discipline by harmonising the efforts of people and units.

Question 9

Explain the meaning and importance of control.

Accepted Answer

Control means comparing actual performance with standards and taking corrective action to ensure objectives are achieved. It is important because it ensures planned targets are met, detects deviations early and prevents losses, improves discipline and accountability, and helps optimum utilisation of resources. Control also supports coordination and allows management to revise plans when conditions change.

Question 10

Explain steps in control process.

Accepted Answer

The control process includes: **(i) setting standards** for performance, **(ii) measuring actual performance**, **(iii) comparing actual performance with standards** to find deviations, **(iv) analysing causes of deviations**, and **(v) taking corrective action** such as improving methods, training, reallocating resources or revising standards/plans.

Question 11

Explain budgetary control as a technique of control.

Accepted Answer

Budgetary control is a system in which budgets are prepared for areas like sales, production, expenses and cash. Actual results are recorded and **compared with budgeted figures**. The differences (variances) are analysed to find reasons and corrective action is taken. It helps in cost control, coordination among departments and achievement of targets.

Question 12

State the essentials of an effective control system.

Accepted Answer

An effective control system requires **clear and realistic standards**, **timely information and feedback**, and **economy** (benefits should exceed costs). It should be **flexible** to changing conditions, objective and accurate, and must lead to **corrective action**. It should also be acceptable to employees to avoid resistance and fear.

Question 13

Define coordination and explain its importance. Why is coordination called the essence of management?

Accepted Answer

Coordination is the process of integrating the activities and efforts of individuals and departments so that organisational objectives are achieved effectively. It brings harmony among various parts of the organisation and ensures that everyone works in the same direction.

**Importance of coordination:** Coordination avoids duplication of work and reduces wastage by ensuring that related activities are properly linked. It prevents conflicts among departments and individuals by clarifying roles and aligning objectives. It ensures smooth functioning, timely completion of work and optimum utilisation of resources. Coordination also improves human relations and team spirit by encouraging cooperation among employees.

**Coordination as the essence of management:** Coordination is called the essence of management because it is present in every managerial function. Planning requires coordination to ensure that departmental plans are consistent. Organising establishes relationships that enable coordination. Staffing aligns people with jobs and integrates efforts. Directing achieves coordination through leadership, motivation and communication. Controlling coordinates corrective actions so that performance matches standards. Without coordination, departments work in isolation and organisational objectives cannot be achieved efficiently.

Question 14

Explain control. Discuss the process of control and techniques of control.

Accepted Answer

Control is the process of ensuring that actual performance is in accordance with planned performance. It involves setting standards, measuring results, comparing them with standards and taking corrective action whenever deviations occur. Control is closely linked with planning because planning provides targets and control ensures their achievement.

**Process of control:** (1) **Setting standards** for quality, quantity, time and cost. (2) **Measuring actual performance** through reports, records and observation. (3) **Comparing actual performance with standards** to find deviations. (4) **Analysing causes of deviations** to identify whether problems are due to inefficiency, faulty plans or external changes. (5) **Taking corrective action** such as improving methods, training employees, reallocating resources or revising standards and plans.

**Techniques of control:** Important techniques include **budgetary control** (comparison of actual with budgets), **standard costing and variance analysis** (compare actual costs with standard costs), **break-even analysis** (identify sales level of no profit/no loss), **statistical and periodic reports** (charts and reports on output, sales, quality), **internal audit** (review of financial operations for accuracy and compliance), and **personal observation/supervision**. These techniques help management monitor performance and take timely corrective action.

Question 15

Explain the essentials of an effective control system and state limitations of control.

Accepted Answer

An effective control system should have **clearly defined, measurable and realistic standards** so that performance can be judged accurately. It should focus on **critical control points** that significantly affect results. Information and feedback must be **timely** so that corrective action can be taken before deviations become serious. The system must be **economical**, meaning the benefits of control should exceed its cost. It should be **flexible** and adapt to changes in environment, technology and organisational plans. Control should be **objective and accurate**, and it must result in **corrective action**. Finally, it should be **simple and acceptable** to employees so that it is viewed as guidance rather than harassment.

**Limitations of control:** Control cannot eliminate external factors like economic changes or competition. Measuring qualitative performance such as morale, leadership and creativity is difficult. Excessive control may reduce initiative and create fear. A very elaborate control system can be costly and time-consuming. Also, if standards are wrong or outdated, control may lead to incorrect conclusions and wrong corrective actions.

Coordination and Control: Process, Techniques, and Essentials of Effective Control

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