DEVELOPING BUSINESS Management Skills

• Communication Skills
• Managerial Skills
• Motivation Skills
• Organisational Skills
• Leadership Skills
• Problem Solving Skills

1. DEVELOPING EFFECTIVE BUSINESS COMMUNICATION SKILLS

Concept of communication skills:

Communication skills are the ability to convey information to another effectively and
efficiently. It is the ability to convey feelings effectively.
Leagans - 1961- Communication is the process by which two or more people exchange
ideas, facts, feelings, or impressions in ways that each gains a common understanding
of the meaning, intent, and use of messages.

In any business environment, adherence to the 7C's and the 4S's helps the sender in
transmitting his message with ease and accuracy.

Seven C's of Business Communication Skills

1. Clear—main ideas easily identified and understood

2. Concise—gets to the point without using unneeded words or images
3. Concrete— real or definite. It includes specific examples or explanations
4. Correct—in information, word choice, and grammar
5. Coherent—information presented in a logical sequence
6. Complete—enough information so the audience can understand
7. Courteous—polite, professional tone
4S's of Business communication

1. Shortness: If the message can be made brief and verbosity done away with, then
transmission and comprehension of message is going to be faster and more effective.
2. Simplicity: Simplicity both in the usage of words and ideas reveals a clarity in the
thinking process.

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 3. Strength: The strength of a message emanates from the credibility of the sender.
4. Sincerity: A sincere approach to an issue is clearly evident to the receiver.

Example: Youtube shorts and Sadhguru’s Soil song:

https://www.youtube.com/watch?v=OiY80W2hC3E

Writing Skills

In business communication the very basic aspect of written communication is that the
purpose of writing should be clear to the writer. He should choose the correct format
depending on type of letter or report. Style of writing as per requirement should be followed.
He should follow writing specifications of a kind of report, letter, advertisement.

Reading Skills

The entrepreneur should have the reading skills as good as that of the writing skills, because
he has to read the letter, reports and instructions from the supporting organisations. There
are different reading styles like word reading, sentence reading and concept reading. The
speed of reading also depends upon familiarity with the subject matter.

Example: Akhandananda, a brother disciple, went to bring books from the local library in
Meerut for Vivekananda. Accordingly, Akhandananda got one volume each day, and the
Swami would finish a volume in a single day and return it the next day. The librarian argued
with Akhandananda that Vivekananda had indeed returned the books without reading them
and remarked that he was only showing off. Hearing this, Swami himself went to the librarian
and said, "Sir, I have mastered all these volumes; if you have any doubts, you may ask me
about them." The librarian then examined the monk and became fully convinced by doing so.
Later, Akhandananda asked Swami how he could do it, to which he replied, "I never read a
book word by word. I read sentence by sentence, sometimes paragraph by paragraph, in
kaleidoscopic (multifaceted) form."
(Source: https://thelogicalindian.com/history/swami-vivekananda-man-known-for-his-
prodigious-memory-33219)

Speaking Skill

The speaking skills for entrepreneur are also necessary for conducting meetings, organising
group discussion and making presentations in seminar, workshop etc. Oral communication

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refers to not only the use of spoken language but also facial expression, gestures and voice
manipulations in terms of intensity, pitch, tone etc.

Listening Skills

The entrepreneur should be a good listener in order to acquire knowledge, skills and right
attitudes. He will show his interest by asking questions and comments.

2. DEVELOPING ORGANISATIONAL SKILLS

Organisational skills are the ability of a manager to use time, energy and resources
effectively to achieve goals. The main aim of organizational skill is to save your time and help
your personal and business activity proceed smoothly and effectively. Improving and
maintaining good organizational skills are important milestones everywhere and for every
one - from an employee to managers, leaders and CEO of the company.

Workers with strong organization skills are able to structure their schedule, boost
productivity and prioritize tasks that must be completed immediately.

Important Elements of Organisational Skills

1. Organisational Planning: Planning is decision making and involves selecting and

integrating the courses of action that an organization will follow to attain its
objectives. Important steps of planning are:
(a) Being aware of the opportunity
(b) Establishing objectives.
(c) Identifying alternatives
(d) Comparing alternatives in the light of goal sought
(e) Choosing an alternatives
(f) Formulating supporting plans
(g) Numbering plans by making budget
2. Prioritizing Tasks: Prioritization is integral to organizational skills. Prioritizing of
organizational tasks is essential. All the tasks can not be performed at a time. So the
manager should prioritize the tasks so that he can accomplish the most important task
first to optimize the production.

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 3. Coordination of resources: Aspects of organizational coordination include scheduling,
resource allocation and project analysis to determine the need for new resources. The
management should learn how to coordinate its efforts to facilitate the efficient use
of resources and remain competitive in the market. This means coordination of
people, equipment, materials and vendors.
4. Scheduling: Scheduling involves allocating a time period for specific tasks or work load
and then assigning tasks to certain employees. For example, retail business must be
able to schedule the appropriate number of workers on different day on busy time. It
is important to account for peak periods when scheduling. Managers must also
schedule dates for specific project task.
5. Meeting Deadlines and Time Management: One of the most important organizational
skills is the ability to meet deadlines and best use of time within the context of
organization. Meeting deadline requires time management skills. Proper time
management includes the use of a scheduler or planner to outline meetings or
important activities that are to take place on each given day.
6. Controlling: Controlling involves measuring performance to minimize the gap
between planned and actual performance. Control action is guided by adequate
information. It is forward looking as well as preventive. It is a continuous process.
Controlling can be done by the following measures:
(a) Setting up of clear objectives and suitable standard
(b) Identification of deviation from the standard
(c) Exploring the nature and causes of deviation
(d) Rectification of incorrect procedure
7. Supervising: Supervision is selecting the right person for each job, arousing interest in
the work, administering correction where it is necessary.

3. DEVELOPING MANAGERIAL SKILLS

Managerial skills are the knowledge and ability of the individuals in a managerial position
to fulfil some specific managerial activities or tasks.

This knowledge and ability can be learned and practiced. These also can be acquired
through practical implementation of required activities and tasks. Therefore, managers in an

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organization need skills that will help them to manage people and technology to ensure an
effective and efficient realization of their working tasks.

Types of Managerial Skills

Robert Katz identified three types of skills that are essential for a successful management
process.

1. Technical skills: These are the ability of manager to use specific methods and
techniques in doing the managerial work. However, these technical skills are not
related to technology, such as skills of engineer. The technical skills for managers
represent the usage of methods like logical framework analysis, break even analysis in
planning, product design, and ability to prepare for and conduct a structured
interview. Technical skills are most important for the first-level managers. When it
comes to the top managers, these skills lose their importance.
2. Conceptual skills: It is the knowledge or ability of a manager for more abstract
thinking. That means the manager can easily grasp the whole picture of the
organization. He can predict the future of the business as a whole. Conceptual skills
are vital for top managers, less important for mid-level managers and not required for
first level manager.
3. Interpersonal Managerial Skills: It is also called Human Relation Skills. People are
most valuable resource of any enterprise and manager needs to know how to lead
people. The managerial abilities include motivation of workers, solving work conflicts,
communication and working with people. Therefore, interpersonal skills are essential
on every level of management.
Apart from Prof. Robert Katz's three managerial skills, a manager also needs (requires)
following additional managerial skills.
4. Communication skills: Communication skills are required equally at all three levels of
management. A manager must be able to communicate the plans and policies to the
workers. He must encourage a free-flow of communication in the organization.
5. Administrative skills: Administrative skills are required at the top-level management.
The top level managers should know how to make plan and policies, how to
coordinate different activities of the organization and also be able how to get the work
done and be able to control the organization.
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 6. Decision making skills: Decision making skills are required at all levels of management.
However, it is required more at the top level of management. A manager must be able
to take quick and correct decisions. He must be able to implement his decision wisely
The success and failure of a manager depends upon the correctness of his decisions.
7. Problem Solving Skills: Problem solving skills are also called Design skills. A manager
should know how to identify a problem. He should also possess an ability to find a best
solution for solving any specific problem. This requires intelligence, experience and
up-to-date knowledge of the latest developments.

4. DEVELOPING BUSINESS LEADERSHIP SKILLS

Leadership is the art of process of influencing people so that they will strive willingly
towards the achievement of group goals.

Leadership skills are the behavior and capabilities that a person needs in order to be
successful at motivating and directing others.

According to Trait (quality) theory, a successful leader has the following qualities:

(i) Good personality

(ii) Tirelessness
(iii) Ability to take quick decision
(iv) Courage to face competitors
(v) Intelligence
(vi) Persuasion
(vii) Reliability
(viii) Physical fitness etc.

Qualities of Successful Business Leaders

1. Focus
Great leaders ensure that they get things done and that their employees are also doing the
same.

Everyone has to be focused on achieving their initiatives so that the outlined goals are being
accomplished.

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This is done by eliminating distractions and focusing on continual progress instead of trying
to do everything all at once.

2. Confidence

Never second guess yourself because you question the decision that you have made — it
shows a lack of confidence.

People will not follow a chief executive officer that is not confident about themselves. Be
assertive and stand strong, but also show compassion and respect for the people you lead.

This will help you earn the respect and loyalty of your team.

3. Transparency
Being secretive with your team is a sure way to create distrust amongst them.

Be open with your team — even if you must share the mistakes that you have made.

You will create open communication by doing this, which leads to a more productive
environment for your team.

4. Integrity
You must have a set of values and share them with your team.

When there are values in place, it reduces bad behaviour and promotes doing things the right
way. These factors contribute to business success.

5. Inspiration
Taking on business leadership means having to inspire your team to perform at their best
every day.

Working towards being the best within your industry is hard work, so you need to motivate
employees to go above and beyond.

Some days will be great, while other days will be extremely challenging. Your best
inspirational moments will need to occur on those days when your team is presented with
tough challenges.

6. Passion
Your business needs to be your motivation to get out of bed daily so that you can work hard
on achieving your goals.

If you do not have this type of passion, then it will be hard for you to push forward and be a
successful leader.

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When a team’s leader is filled with passion, it spreads to the team, making them work harder
to match the passion of their leader.

7. Innovation
You are dealing with a lot of competitors who want the same prize as you — top market
positioning.

Therefore, you will need to be innovative in order to create a competitive advantage for your
business.

Whether you come up with a new product or a new way of doing things, you need to develop
some type of advantage that separates your business from the competition.

8. Patience
The road to success is a long one with many twists and turns. You will need to be able to
endure the constant battles you are up against in order to reach your goals.

It will take time to create success and you cannot rush the process. Therefore, you will need
to be able to stay committed to your vision even when things are not currently going your
way.

9. Stoicism (the endurance of pain or hardship without the display of feelings and without
complain)
You cannot have an emotional breakdown when negative things happen unexpectedly.

This will only cause you to make rash decisions that are fuelled by emotional feelings rather
than rational thinking.

Learn to accept both the good and the bad that have occurred and deal with it by finding a
solution rather than expanding the problem.

10. Analyzation
Always try to improve your business by understanding what is and is not working.

When you are constantly analyzing your business, you never let mistakes slip by you that can
grow into big disasters in the future.

Eliminate the bad and double down on the good so that your business can continue to grow.

11. Authenticity
As a leader, you should never try to be other leaders that you look up to. Of course, other
leaders can be your source of inspiration, but you should never copy them.

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You need to develop your own voice and ways of doing things if you want to be authentic. It
will be hard for you to think and make your own decisions if you are dependent on someone
else to do this for you.

12. Open-mindedness
You do not want to have a closed mind that leads to missed opportunities that can help you
grow your business.

You must possess an open mind so that you can seize openings and knowledge that help you
grow as a business leader.

Once you close your mind to being receptive to new information, you halt your ability to grow
and create further success.

13. Decisiveness
Once you have given thought to the decision that you want to make, you need to make that
decision and stand by it.

If you are unsure of yourself, it communicates that you are a weak leader whose decisions
need to be questioned. If this were to occur, you will lose the confidence and respect of your
team.

14. Personableness

Be a person who is able to communicate with people and make long-lasting

connections.

Leadership is all about your ability to guide people towards the results that will not
only help your business to grow but, also help individuals grow as professionals and
people.

Focus on people and providing them with value and the goals you have in mind will
be accomplished.

15. Empowerment
A leader is able to motivate their team to perform at a level that they did not even know they
could operate at. You have to know the strengths and weaknesses of each person on your
team and know which buttons to push in order to get the best out of them.

You have to look at yourself as a coach of a professional sports team. Know the competition
you are facing and know how to put individuals on your team in the best position that leads
to a team win.

16. Positivity

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Success is a difficult journey to embark on. You will need to provide your team with positive
reinforcement that keeps them going when the challenges start to stack up.

But, these should not be words that you do not believe in. You need to honestly believe that
your team has the ability to succeed if they remain positive, work hard, and stay committed
to the vision.

17. Generosity
Pour back into your team. Be willing to support their dreams and put them into positions
where they can grow. It is not only about your success as a leader.

You are dealing with real people who have their own goals that they want to accomplish. Do
your best to help them accomplish their goals, as they are helping you accomplish your goals.

18. Persistence

You must remain committed to your vision and goals no matter what challenges you
face.

If you give up too soon, you may miss the opportunity that was right in front of you
had you continued going.

The moment you give up, is the moment your competition receives the opportunity
you could have attained had you remained persistent.

19. Insightfulness
You have to have the ability to determine what is best for your team and what is wrong for
your team.

This is knowledge gained through experience and being a good reader of people and
situations.

If you trust in yourself, your insight can guide you towards making decisions that help your
business grow tremendously.

20. Communication
Your goals cannot be accomplished if you do not effectively communicate with your team.

Communication is the difference between telling people what to do and explaining how it will
be done.

Communication also requires you to listen as well, so that you can better assist your team in
providing them with the environment and resources that get their jobs done.

21. Accountability

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 As a leader, you cannot play the blame game. If you made a mistake own up to it and find a
solution to the problem.

When you deflect the blame off of yourself and place it on others, you create resentment
which leads to your team undermining your initiatives so that you fail.

You do not want to lose the respect of your team due to your inability to be accountable for
your bad decisions.

22. Restlessness
You must be focused on making your business better by improving the performance of your
team.

There is something that can be done better. It might seem like perfectionism, but the focus
on constantly improving is the difference between a good company and a great company.

(Source:https://www.singaporecompanyincorporation.sg/blog/22-qualities-of-great-
business-leaders/)

The leadership skill be developed in the following methods:

1. Mentoring others
Mentoring is an important way to improve your leadership skills. Mentoring involves
passing on knowledge, skill from experienced staff to newer staff. The mentors should be highly
skilled in communicating, listening, analysing, negotiating with less experienced persons.

Structuring mentoring relationship

(a) The relationship between the mentor and mentee may be both formal and informal.
You may have a formal, structured relationship with specific goals and topics to be
covered.
(b) Frequency: How often you will contact with the mentee (other staff).
(i) How often you will meet.
(ii) The length of each meeting.

(c) Method: Will you meet face-to-face or over phone or by e-mail.

(d) Confidentiality: What level of information you can share?

2. Delegating
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 Delegation is an important thing that you can learn to develop your leadership skill. When
managers delegate some of their functions and authority to their subordinates, it is called
delegation. Delegating is a skill; the manager will examine his workload and also the skill of
his subordinates. Some amount of risk the manager is able to take when he is planning to
delegate. But it is an opportunity for the team to develop themselves.

5. DEVELOPING MOTIVATION SKILL

Motivation is a general term that applies to the entire class of drives, desires, needs, wishes
and similar forces. Motivations are those things which induce an individual to perform.

Motivational factors constitute the inner urge present in an individual which continuously
demands from him to do something new and unique as also to perform better than others.

McClelland identified three types of basic motivating needs. These are-Need for power,
Need for affiliation and Need for achievement.

If the entrepreneur is to succeed and build an effective organization, he should be

motivated as well as motivate the team. There are several motivational practices available at
the hands of entrepreneur. These are presented following Desai (2011).

1. Rewards: The most powerful motivators are rewards which in themselves include four
types: membership and seniority, job status, competency and performance.
2. Job Design: It is the process of assigning tasks to a job. It can be an effective tool to
motivate employees
3. Job enlargement: This is the process of combining two or more tasks into a single job
to increase motivation. A moderate degree of complexity and novelty can be
introduced in this manner. Boredom and alienation can be removed by job
enlargement. Morale and productivity can go up.
4. Empowerment: Empowerment is another motivational practice. Empowerment
makes employees believe that they own the jobs.
5. Goal setting: It is also a powerful motivational practice. Performance goal, if properly
set, will motivate employees considerably.

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 6. Quality of Work Life (QWL). According to Lloyd Suttle, Quality of work life is the
degree to which members of an organisation are able to satisfy important personal
needs through their experiences in the organisation. It has four essential elements:
1. The programme seeks to promote human dignity and growth.
2. Employees work collaboratively.
3. They determine work changes participatively.
4. The programmes assume compatibility of people and organisational goal.

QWL, in short, refers to the level of satisfaction, motivation involvement and commitment
individual's experience with respect to their lives at work.

6. DEVELOPING PROBLEM SOLVING SKILL

A problem is a situation or condition of people or organization that will exist in the future
and that is considered undesirable by members of the organization.

Problem solving skills are important in every business or industry. Improving the problems
solving skills will give you a distinct edge both in management job and in other position in the
company.

There are a number of stages of solving the problem:

1. Evaluating the problem

(a) Clarifying the nature of a problem
(b) Formulating questions
(c) Gathering information systematically
(d) Organising data
(e) Condensing and summarizing information
(f) Defining the desired objective
2. Managing the Problem
(a) Using the information gathered effectively
(b) Breaking down a problem into smaller, more manageable parts.
(c) Using brainstorming technique and consider all possible options.
(d) Analysing these options in greater depth
3. Decision making

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 (a) Deciding between the possible options for what action to take.
(b) Deciding on resources (time, funding, staff etc.) to be allocated to this problem
4. Resolving the Problem
(a) Implementing action
(b) Reviewing progress.

5. Examining the results

(a) Monitoring the outcome of the action taken

(b) Reviewing the problem and problem solving process to avoid similar situation in
future.

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