To remain focused on the goals of the business during the hurried pace of
the business day can be a challenge. Much like a football team in the midst of key play,
trying to look at the next part of the game strategy—it’s a tall order. To stay
on target, create a game plan that covers the big picture, so you can focus on the
"play of the day." Business controls are as important to the small office with
two employees as they are to the small business with 200 employees.
A control system establishes specific policies and procedures for tasks to be handled
on a planned basis. The system measure, controls and provides feedback to the owner about
what is happening in various parts of the business. This system should be as simple as
possible to provide information quickly, so the owner can make reasonable business
decisions based upon current information. Avoid complicated procedures that lead to
confusion, expenses and wasted staff time.
Controls place accountability within the business. Some employees may feel that
controls are restrictions. However, the success of the company and the employees’ pay
depends on the business success. The controls are not meant to be a trap, but rather a
quick check to allow everyone to do the job right. A control system is objective and can
provide a systematic and routine measure of performance on an ongoing basis. Trends and
ongoing employee, manufacturing and service performance are vital to customer satisfaction
and business success.
Getting employees to accept and follow the system is absolutely necessary. Take time to
explain why controls are being put into place and the affect you expect a control system
to have on the processes of your business. The focus is not on controlling employees, but
rather on controlling processes and quality to the business is better for everyone. You
need employee compliance with the new system and their understanding and acceptance is
important in creating a reliable system.
Every business needs policies and procedures that place a measure of control in their
processes. Product and service quality means customers and repeat customers. Business is
gained because the company is using the most effective and efficient methods to accomplish
tasks. You may develop guidelines and control systems yourself or bring in a team of
employees to help define a system that is useful in their job success, as well as the
company’s success. A control system should be a part of making the work smoother not
more cumbersome.
If you would like to institute a control system in your business, contact the SCORE
Association (Service Corps of Retired Executives). More than 12,000 volunteer, business
counselors provide small business counseling mentoring to entrepreneurs. SCORE is a
nonprofit volunteer service organization. All business counseling and mentoring is
provided as a free and confidential service. To contact the SCORE chapter nearest you,
call 1 (800) 634-0245.
