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Managing a Business/communicaton for business

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Question
Q. 1: Why do think good communication skills increase a person’s chance of being hired for a job, and in receiving promotions later in that job? 10 Mark

Q. 2: What is the 7 by 7 rule? Discuss the concept with your classmates. Does the rule make sense? How much latitude is there? Does it very by medium? Does it apply equally to flip charts, 35-mm slides, transparencies, and electronic slides? 10 Mark

Q. 3: What is the sequence of writing from beginning to end of a long, complex massage? Do you start “small,” such as with world choice, and move toward “large” such as overall organization, or vice versa? Does it depend on the person, the topic, or some other factor? 10 Mark

Q. 4: What are the intent of the delaying opening? Does it frustrate or anger a reader? What would it take to prepare a delaying massage that would not be offensive? 10 Mark

Q. 5: As a part of a company 360 degree appraisal process, you have been asked to evaluate a colleague and a friend who was in the same training class as you when you both started three years ago as consumer researchers in a marketing department of large internet provider company. You are to write a letter to your common boss with a copy to your colleague. You need to comment on his communication skills (you think they are excellent ), understanding of the job (adequate), technical understanding (could be better), and potential for improvement (excellent). How would you organize the massage? 10 Mark

Q. 6: Ideas and information fall easily into a variety sequential orders. What are the organizational steps that a wise writer takes a preparation, prior to actually researching data? 10 Mark

Q. 7:What is the overlap between instruction and documentation? Where does one end and the other begin? 10 Mark

Q. 8: Discuss the differences between print and web releases. How does the internet, as an interactive medium in which the company controls the flow of information, redefine the use of release? 10 Mark

Q. 9: How does an agenda serve to make both the meeting’s leader and other attendees perform more affectively? 10 Mark

Q. 10: Many people feel more comfortable writing than making oral presentations. Discuss why they feel one way or the other. Which way do you prefer and why?

Answer
Q. 1: Why do think good communication skills increase a person’s chance of being hired for a job, and in receiving promotions later in that job? 10 Mark  



Communication can be verbal or non-verbal or both. Verbal would be the use of language, and language involves words and the tone of voice. The same sentence can be used to convey different emotions. In communication, we do exchange not only meanings but also emotions.
Non-verbal communication is mostly body language and the use of symbols. There are many symbols that can be understood by all, common symbols would be sign of victory, blowing a kiss to show love and raising the thumb to show, good work.

The components of communication are words, vocal elements and body language. Words comprise only 7% of communication. Yes, it is surprising, but words actually have a small share in effective communication. But they are important, so the synonyms, antonyms, etc have to be understood and learnt. It is easy to convey the wrong message with the wrong words. Especially if you do not know the meaning of a word in a different language.
When you pick up a language, it makes sense to learn the grammar too. Otherwise you will end up mixing the tenses and give the impression of a novice or as someone who does not care while making mistakes. And there are enough of language enthusiasts who will take offense to such casual manner. Disrespecting any language is not really done.
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The next component of effective communication is vocal elements. This constitutes about 38% of total communication. Vocal elements are the tone, pitch, volume, etc of voice. The vocal elements can make a significant difference to the words uttered. You can say a sentence in a soothing manner, in a commanding tone, in an offensive manner, in a sarcastic manner, in a flirtatious manner or in a submissive manner. The words will be the same, the meaning will change due to the tone.
Some  people  are able to do justice to this type of communication. They are trained to change their vocal elements and so they can portray different roles by just changing their voices. Have you seen the chilling performance of some actors, who do not raise their voices, but convey their message in a chilling tone? Not many artists know to underplay, they shout and scream to convey menace but end up becoming caricatures.
Singers have to make sure their vocal elements are in fine form. Their profession depends on it. Those who use their voices as profession, will make sure they exercise their vocal chords very carefully. Commentators, dubbing artists, voice over professionals, those who conduct workshops and seminars, professional speakers, politicians, singers, actors, teacher and lecturers, etc, all need to take care of their vocal elements. For voice modulations, there are coaching centers.
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The third component of effective communication is body language. And this comprises 55% of effective communication. Body language is very important, it can give away your inner meaning. Unless you know how to school your body language, you will not be able to hide your true emotions.
There has been a lot said and written about body language. Simple gestures like crossed arms at chest level conveys something to hide or not willing to consider what is being said. A raised eyebrow conveys disbelief, a frown conveys doubt or displeasure.
When a person is nervous, he/she generally picks on a piece of cloth, or wrings hands, or keeps wetting the lips. Tapping of fingers or feet shows impatience and a grin shows sheer pleasure. A child’s body language is pure, it reveals what the child feels. As an adult, we try to school our body language, sometimes we are successful, sometimes we are not.
When you need to convey some message effectively, make sure these three components are taken care of. Have a good grasp of the language, train your vocal elements and observe your body language, lest it not give the game away!
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OTHER  COMPONENTS  OF  COMMUNICATION  ARE:
1.PRESENCE
-means seeing him or her in  a very  broad  sense. The true  meaning
of  attention is  not  anticipation,but  acceptance and  interest.
It  requires time  to  develop.
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2.LISTEN
-is open  to  the  word,thoughts  and  feelings  of others, whether
these  are expressed or  implied.Listening  requires sensitivity,
understanding and  the witholds of  any judegement of  the  others.
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3.PERCEPTION
-Communication is  based on the respect  of  for the  other's
perception  or  frame  of  reference.
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4.CARING
-for  another  to involve  in helping  others  to  grow and
to  actualize  self. In order  for a caring relationship
to  exist --knowing, patience, honesty, genuine, trust,
hope  and courage must be  communicated.
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5.DISCLOSURE
-is  the  process by  which the self is  revealed to  another;
it  is the  reciprocal dyadic process necessary  for  the  development
of  a  healthy  personality.Thus  self-disclosure is  essential
for  desl-actualization.
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6.ACCEPTANCE
-if  one offers a  person a  relationship  marked by respect,
congruence, and  the  acceptance  of  feelings, the personal
relationship  will  grow quite  naturally,towards  healthy
becoming ,with maturity and responsibility.
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7.EMPATHY
-is the  ability  to perceive the  internal frame of
reference of  another  accuracy.
Empathy may be  likened  to putting yourself
in  the  place  of  other, so  that you  see  the
other  as  he or she does.
--------------------------------------------------
8.AUTHENCITY
-is  a  prerequisite  for a  trusting  relationship. It means
that  a  person is  honest in  sharing thoughts , feelings
and  experience with  another. There  is  no artificial  facets
--COMMUNICATION  IS SAID TO  BE CONGRUENT.
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9.RESPECT
-covers  warmth, liking  and  acceptance.
====================================
WHAT  THE  ABOVE  LIST  REVEALS   ABOUT  THE  
EFFECTIVENESS  OF   COMMUNICATION :
THE  PERSON  

-conveys  the  right  message.
-revels  in  grammatical  correctness.
-picks  the  right tone.

-picks  the  right  pitch.
-picks  the  right  volume.
-uses  the  body  language  effectively.

-shows  acceptance  of  others  views.
-shows  interest  in others opinions
-expresses   affection other  remarks.

-listens  to others  effectively.
-sensitive  to  other  feelings.
-shows  care  for  others.

-respects others communications.
-responds  to  others.
-shows respects  for  others.

-shows  of  acceptance  of feelings.
-shows  maturity  in communications.
-shows  empathy

-establishes  trust.
-shows  warmth / liking.

WHICH   BRINGS  POSITIVE  ACTIONS/ RESULTS.
##############################################
 
Q. 2: What is the 7 by 7 rule? Discuss the concept with your classmates. Does the rule make sense? How much latitude is there? Does it very by medium? Does it apply equally to flip charts, 35-mm slides, transparencies, and electronic slides? 10 Mark    
THE  REASON , WHY  THE  NO. 7  WAS  CHOSEN,
BECAUSE
-any smaller  no. may not be convincing.
-any greater   than that, may be  unwieldy to remember.
-7 no. is easy  to  remember  and  recollect.
It is a  popular  and viable number  and  can be  applied
to many  situations.
-it is applicable  to  many situations.
-it  is  flexible.
=======================================
EXAMPLES
7 RULES
1.FOR  MIXING MULTIPLE  FONTS  IN  GOOD  WEB DESIGN.
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1.Pay attention to scale and proportion.
2. Unify fonts with color or style.
3.Pay  attention to priority  and emphasis of  different fonts.
4.Avoid anything too similar.
5.Keep body text  readable.
6.Don't overload  different font  styles.
7.Trust your  instinct.
============================
7  RULES
2. SMART  SOCIAL  STRATEGY
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1. Try something new.
2. Create a single point of passion, otherwise known as the "marketer's sweet spot."
3. Tap into the unique benefits of your chosen tactic.
4. Make yourself indispensable.
5. Create better channels for sharing information.
6. Extend accessibility beyond the Web.
7. Use personal engagement to sell.
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7  RULES
3.FOR  FORMULATING  GOALS
There are seven rules to comply to when formulating goals. These rules are meant to empower you and maximize the probability of you actually accomplishing your goal.
Be positive. Always formulate your goals in such a way that they represent what you DO want to happen. Don’t say that you want to stop smoking, and also don’t twist it to say you want to go on smoke-free. Why do you want to stop smoking? To live healthier? Say that you’ll only adopt healthy habits, that you want to live a healthy lifestyle or another positive formulation of your goal.
Set a realistic date. Be very specific as to when you want to accomplish your goal, but remain realistic. Go extreme on this part, say that you want to accomplish your goal on Tuesday September 23, 2008 at 2:00 pm CET. It might feel silly, but don’t give yourself slack here.
Formulate it like you’ve accomplished it already. Talk like you’ve accomplished it already, let your future self speak about your goal. Don’t say “I’m running a marathon in November 2008″, but say “I’ve successfully finished a marathon on November 28, 7:00 pm CET”
Be as specific as can be. Be as specific as you can possibly be. The better you can describe what you want to accomplish, the better you can focus your attention on achieving what you want. “Being able to do 50 sit-ups” looks nice, but “Being able to do 50 sit-ups in 2 minutes time on 5 days every week” is much more specific.
Make it measurable. You need to make your goal measurable, for the simple reason that you need to be able to verify whether you’ve accomplished it.
Be independent. Make sure that you are the deciding factor in accomplishing your goals. Don’t rely on someone or something else or on a specific event to get what you want. You’re activity will be waiting and hoping, and that doesn’t empower you to get your goals accomplished.
Express confidence. Refrain from using “doubt-words”. Don’t try or attempt something, don’t wish, don’t aim for. These are all words that have failure built in, they keep it as a viable option. And you don’t want to build failure into your goals.
===========================
7  RULES
4. rules for using laptops in meetings
seven suggested guidelines to ensure that laptops contribute to productive meetings rather than to distract and annoy participants.
1. Make sure there's a point. Few businesspeople would discount the productive oomph that computers can bring to a meeting, no matter if they're part of a presentation or a means of recording the proceedings. But it's usually a good idea to discourage someone from using a laptop for something other than the business at hand. "It is impossible to have a productive, interactive meeting with laptops separating the attendees. So meeting participants should leave their laptops in their offices unless they have a reason to have them in the meeting.
2. Designate a laptop. Again, laptops can be integral to the business of a meeting. If a computer needs to be part of the proceedings, consider putting one person in charge of computer duties. If notes need to be taken, that one person can look after the chore, then share them with the other attendees once the meeting is completed. Likewise, if presentations such as PowerPoint are necessary, there's really no necessity for more than one computer.
3. Be ready to explain why you've brought a laptop. Having a fairly liberal meetings and laptops policy doesn't preclude good manners. If you bring your machine to a meeting, it's courteous to let the person in charge know why it's there, be it for recording purposes or access to pertinent data. That can head off sour feelings if someone is mysteriously hunkered down over a laptop for no apparent purpose.
4. Use some discretion. Just because your laptop's in front of you doesn't mandate its constant use. Even if you're taking notes, never looking up from your machine can be alienating to the presenter and those around you (not to mention inefficient too -- ever spend too much time with your computer and later have to briefed about what actually went on in a meeting?) Strike a balance. Use your machine but pay due attention to the discussion at hand."It's distracting for the person conducting the meeting to stay on point while someone is tapping away at a keyboard,"
5. Turn down the bells and whistles. Yet another point of compromise: Treat your computer as you would your cell phone at the theater. If you choose to bring it along, take a few moments beforehand to mute any sort of noise or sound that may prove distracting or annoying to your colleagues.
6. When in doubt, leave them out.  If you're concerned that laptops may be more of a hindrance rather than help, you might consider keeping them out of meetings altogether. Do it on a trial basis and see if meetings suddenly blossom in productivity and efficiency.
7. Dissect your meetings. If you spot problems seemingly stemming from laptop use -- poor attention, scattered discussions or the like -- the issue may not be with the machines themselves. Rather, take a look at the mechanics of your meetings. It may turn out that improper laptop use may merely be symptomatic of a greater concern.
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RULES  7
5.RULES  FOR  A  LIFE  WORTH LIVING.

Rule One: Never let another person dictate the terms for living your life.
Not your parents. Not your spouse. Not your kids. Leading your life means you can accept the input of other people, but the final decision is yours. This means that career choice, relationships, beliefs and way of life are to be judged by you, not anyone else.
This rule holds especially when you have doubts. Don’t let your moment of doubt become a weakness to be exploited by others. Not sure what you want to do with your life? Don’t sit passively and let other people decide for you.
Rule Two: Don’t allow yourself to be chained by consumerism.
The world is filled with stuff. Don’t let stuff get in the way of what is important. When you become chained to your stuff, you are no longer leading your life. Ask yourself: if you had to give up 90% of your net worth tomorrow to pursue your dream, could you do it effortlessly? If you hesitated, perhaps your ability to lead your own life has been weakened by your attachment to stuff.
Rule Three: Rule money. Don’t let money rule you.
Money is a resource that can be applied when leading your life. You can use it to reduce discomforts, focus on meaningful work and apply it to help you learn and improve. But if you’re living paycheck to paycheck, the money is in control.
Here are some goals to put yourself in a position to rule the money in your life:
•   Maintain one year of emergency funds in the bank.
•   Your lifestyle should expand at a slower rate than your income grows.
•   Be able to drastically reduce your expenditures if needed.
Financial freedom doesn’t mean the ability to buy everything you could desire or live in luxury. It means that money becomes a tool and not a distraction in leading your life.
Rule Four: You come first in relationships.
Do you know people that can’t stand being single? They get out of one bad relationship only to jump into the next.
Why? Because they put too much of their needs dependent on that other person. Without emotional and possibly financial support, they can’t survive.
In any relationship you need to be the person that comes first. That means that while you might enjoy the relationship, it doesn’t become the major purpose in your life.
Your purpose and leading your life must come before any relationship you enter. The surprising fact is that when you do this, you are able to have healthier personal and intimate relationships because there is no need for jealousy or possession.
Rule Five: Never outsource your thinking.
“You can split up food between men, but each man must digest it individually.” – Howard Roark in The Fountainhead.
Leading your own life means leading your own beliefs. It means never accepting anything unless you can filter it through your reasoning and find it to be true. Think critically about everything in life. Chances are there are a lot of indigested thoughts floating around trying to bypass your mind and go straight to your gut.
Rule Six: Anything you lack can be trained.
Never accept a fatalistic view of life. So you’ve been told you lack the intelligence, willpower, strength or charisma to do something? Ignore them. So you’ve told yourself that you lack the talent? Ignore yourself.
Begin with the assumption that anything can be trained and you’ll find few exceptions. I used to be a shy, introverted kid. Recently some friends described me as an extreme extrovert, being unafraid to meet new people and having honed my abilities to speak in front of crowds. Begin with the belief that you have no idea where your talents are until you train them.
Rule Seven: Purpose comes from your creative faculties.
Want to know what your purpose in life is? Simple. Hold your hands in front of you. Now look at them. There is your purpose and means to do it.
Purpose is your ability to take the creative energies you have and communicating them with the world. You and I might pick different mediums, but the act of purpose is exactly the same. You could be a manager crafting the art of dealing with people, a programmer crafting the knowledge of algorithms or an entrepreneur crafting the art of a business.
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In  this  way,  you  can apply equally to flip charts, 35-mm slides, transparencies, and electronic slides.
################################################################

Q. 3: What is the sequence of writing from beginning to end of a long, complex massage? Do you start “small,” such as with world choice, and move toward “large” such as overall organization, or vice versa? Does it depend on the person, the topic, or some other factor? 10 Mark   

CONSTRUCTING   A  SEQUENCE

A sequence is a series of scenes (usually two to five) that are linked together and build toward a common goal.
* Each sequence has a focus.
* Each individual scene in the sequence is related to the focus of the overall sequence.
* Each sequence is built on rising tension – either the stakes are rising or the protagonist is confronting more obstacles making the goal appear unattainable. As the scenes in the sequence progress, the stakes are heightened.
* Each sequence has a beginning, middle and end – with the final scene in the sequence presenting the highest stakes.
* Each sequence must be a critical component of the story – if the sequence has no purpose, it must be eliminated.
To ensure the scenes, story, and script remain focused, most writers label each sequence with a title that conveys the situations and purpose of that particular section.
======================================
USUALLY,
-we  start with a  small  situation.
-warm  the audience
-then  move  over  the  medium situation.
-then move  on  the final  large  situation.
IN  THIS  WAY,  WE  PREPARE THE  AUDIENCE
FOR THE  FINAL  PICTURE.

IT  DOES  DEPEND  ON   THE  PERSON

-whether  the  person  is  a  student or doctor or  businessman.
-it depends  on  the  topic.
-it  depends  on  the  situation.
-it depends  on the  seriousness  of  the  subject  matter.
###########################################

Q. 4: What are the intent of the delaying opening? Does it frustrate or anger a reader? What would it take to prepare a delaying massage that would not be offensive? 10 Mark    

delaying  opening.
The  delay could  be  due  to
-unexpected  developments.
-circumstances  deemed  serious enough  to  delay.
-extenuating circumstances that make it prudent to delay for a short period of time.
-due a  need to  restore  balance.
-to  avoid  confusion
-to  allow  more  time  to  digest  the news.
etc
=========================
YES,
-the  delay  could  create frustration  or  anger
to  many  people  with  varying  degrees.
============================
TO  PREPARE  FOR   THE  DELAY,
ONE  SHOULD
-outline  the   reasons  for  the  delay,
much  in  advance  and  not   at  the  last  moment.

-tender  an  apology  for  the delay.

-promise  to  comeback  on  the  nominated  time
without  failure.
##########################################################
Q. 5: As  a part of a company 360 degree appraisal process, you have been asked to evaluate a colleague and a friend who was in the same training class as you when you both started three years ago as consumer researchers in a marketing department of large internet provider company. You are to write a letter to your common boss with a copy to your colleague. You need to comment on his communication skills (you think they are excellent ), understanding of the job (adequate), technical understanding (could be better), and potential for improvement (excellent). How would you organize the massage? 10 Mark    

HOW  WOULD  YOU ORGANIZE  THE  MESSAGE.

1.communication skills (you think they are excellent ),
NEED  TO  KEEP  UP  THE  HIGH  STANDARD.
-----------------------------------------------------------
2.understanding of the job (adequate),
NEED  SOME  FINE  TUNING.
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3.technical understanding (could be better), and
AN AREA  FOR  FURTHER  IMPROVEMENT.
=======================================
OVERALL,
potential for improvement (excellent).
HAS  THE  POTENTIAL  FOR  FURTHER  DEVELOPMENT
FOR  FUTURE  PROMOTONS.
==========================================
#################################################
Q. 6: Ideas and information fall easily into a variety sequential orders. What are the organizational steps that a wise writer takes a preparation, prior to actually researching data? 10 Mark    

THE  STEPS   ARE

-SET  CLEAR OBJECTIVES  FOR  THE  RESEARCH.

-DEFINE THE  SCOPE  OF  THE  RESEARCH.

-SET  THE  GUIDELINES.

-ORGANIZE SUFFICIENT  RESOURCES.

-SET  UP  IN  ADVANCE  THE  SUPPORT  REQUIRED.

-DRAW  UP   THE  COOPERATION   SYSTEM.
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•   Cover Sheet - a case statement and proposal summary;
•   Needs Assessment - a concise demonstration of the specific situation, opportunity, problem, issue, need, and the community your proposal addresses;
•   Program Goals and Objectives - a succinct description of the proposed project/program's outcome and accomplishments in measurable terms, and how it matches the university's interests;
•   Methodology - a rational, direct, chronological description of the proposed project and the process used to achieve the outcome and accomplishments;
•   Evaluation - the plan for meeting performance and producing the program/project;
•   Budget/Funding Requirements - a realistic budget with a detailed explanation , committed matching funds, evidence of sound fiscal management, and long term funding plan;
•   Qualifications - your organization's background, its funding history, board involvement and staff qualifications, and its capacity to carry out your proposal;
•   Conclusion - a brief, concise summary of your proposal;
•   Appendices
###########################################################
Q. 7:What is the overlap between instruction and documentation? Where does one end and the other begin? 10 Mark    

Instruction - direction: a message describing how something is to be done;

DOCUMENTATION
-is  the process  of  developing  
a file that contains information that the user (you) can view or hear. It is most often a word processed letter, a picture, a sound byte, or something similar. Documents are usually created and edited using programs such as Microsoft Word, or Adobe Photoshop.

FIRST,
THE  INSTRUCTIONS   ARE  WRITTEN   AND  THEN  DEVELOPED
INTO  A  FORMAT.

SECOND,
THE  INSTRUCTIONS   ARE  THEN  DOCUMENTED
FOR  THE  USERS.
##################################################
Q. 8: Discuss the  differences between print and web releases. How does the internet, as an interactive medium in which the company controls the flow of information, redefine the use of release? 10 Mark    
1.PRINT  RELEASE.
-reproduction of an  original  written  material  made
by  photomechanical process  and released  through
the  mediums  like  newspapers / magazines etc.
------------------------------
2.WEB  RELEASE.
-reproduction of an  original  written  material  made
by  graphic  production process  and released  through
the  mediums  like  websites  etc.
---------------------------------------------------------
The  company controls  the flow of  information
through  the  websites   with  the  help of  editorial   team
and  web  producer.
###############################################
Q. 9: How does an agenda serve to make both the meeting’s leader and other attendees perform more affectively? 10 Mark    

An effective meeting agenda offers many benefits in a meeting.
-It communicates pertinent information about the meeting to the participants and allows time for them to prepare prior to the meeting proper.
-It also works as a checklist of the list of attendees, goals, and topics for discussion to make sure that all the needed information is complete and covered.
- Since the agenda indicates the meeting objectives, it keeps the members focused on the specified goals.
Of course, since a meeting agenda serves as a roadmap in a meeting, it keeps the discussion focused and lets the members stay on track with the subject matter



#####################################################
Q. 10: Many people feel more comfortable writing than making oral presentations. Discuss why they feel one way or the other. Which way do you prefer and why? 10 Mark   

ORAL  PRESENTATION.

SOME  PEOPLE  ARE  COMFORTABLE  WITH
ORAL  PRESENTATION, BECAUSE

-their  attitude  towards  writing.
-their  desire for  oral  communication.
-their  dislike  for  physical  work  at  the  table.
-are  able  to arouse the interest of  their audience
with  oral  communication then  writing.

-are  able  to present  ideas  clearly with a logical flow  orally
than  in  the  written  format.

-are able  to use  visual aids clear and easy to read.

-are  able  to  control  the  material  orally, better  than in  written  format.


- look comfortable and relaxed  in  the oral  format.

-look and sound interested and enthusiastic  in  the  oral  format.

-have voice loud enough to be heard.

-can manage  to  speak  quickly or  slowly

- have  no problems in  pronouncing

Use the  appropriate language.
================================
WRITTEN  PRESENTATION.

SOME  PEOPLE  ARE  UNCOMFORTABLE
WITH ORAL  PRESENTATION,
BUT  ARE  PREPARED  TO   WORK HARD
ON  WRITTEN  PRESENTATION.

-need and  prefer  to  present statistical  reports.

-need and  prefer  to  present  charts and graphs.

-prefer organized  presentation.

-prefer  to make  clear  and  easy  to  understand materials
for  the  audience.

-prefers  to  provide  technical  oriented  material.

-wants  audience  to  understand the  presentation.
========================================
AS  A  MANAGEMENT  TRAINER, I  PREFER
THE COMBINATION  OF   ORAL /  WRITTEN  PRESENTATION

-to  take  the audience into  confidence.

-to  make  them understand  the contents  and
use it  on  the  job.
##########################################

Managing a Business

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Leo Lingham

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In Managing a business, I can cover all aspects of running a business--business planning, business development, business auditing, business communication, operation management, human resources management , training, etc.

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18 years of working management experience covering such areas
as business planning, business development, strategic planning,
marketing, management services, personnel administration.

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24 years of management consulting which includes business planning, strategic planning, marketing, product management, training, business coaching etc.

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