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- By
Mihir Gandhi 125
Rohitt Khaitan 126Aayush Agrawal 151
Jayati Agrawal 152
Arvind Kumar 153
Prachi Ashani 154Parth Barot 155
Subhasish Baruah 156
MEETINGS & GROUP DISCUSSION
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MEETINGS
An Assembly of People for Discussion
or Entertainment
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To accept reports from participants
To reach a group judgment or decision
To analyze or solve a problem
To gain acceptability for an idea, program or decision
To achieve a training objective
To reconcile conflicts view
Reasons for Meetings
The 3M Meeting Management Team has identified
thirteen of the most common reasons for calling a
meeting. They are as follows:
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To communicate essential information to a group
To relieve tension or insecurities by providing information andthe managements viewpoint
To ensure that everyone has the same understanding of theInformation
To obtain quick reactions
To reactivate a stalled project
To demonstrate a product or system
To generate new ideas or concepts
Reasons for Meetings
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Common Complaints about Meetings
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The agenda was not prepared or sent outprior to the meeting, hence the participantswere unclear about the meetings purpose
The wrong people were invited to attend
The time of the meeting was inconvenient
The room was to small or was not set upcorrectly
Audio-visual equipment was not available
Planning
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The leader did not follow theagenda
The leader was domineeringand attempted to imposepersonal views on the group
The leader did not facilitatecommunication among allthe participants
Leadership
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Participants were unpreparedfor the meeting
Some participants contributedtoo much at the meeting whilesome contributed too little
Some participants weredisruptive or uncooperative
Participation
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Decisions are not implemented
Assignments agreed byparticipants are not carried out
Recommendations are not
passed on
Findings are often ignored
Meetings Outcome
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Subh, The lazy bums part
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Preparations for the Meeting
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Display easels
LCD projectors
Microphone and speakers
Overhead projector
Projector screen
Laptop /computer
Internet connection
Audiovisual Requirements
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U-shaped
Center table/boardroom
Classroom
Theatre/auditorium
Room layout
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Major advantage of setting rules is
Group leader is less likely to be accused of
personal bias in decision making.
Increases leaders credibility
Everyone should know the rules in the
beginning
Setting Rules of Order
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When preparing for the meeting, find out how
the other members of the group are likely to
interact.
Collect as much information as possible about
how the meeting will be conducted, what
topics will be discussed, and who all will be
present.
Knowing the Group
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Non verbal communication, including such
concepts as proxemics, territoriality and
chronemics plays a key roles in members levelof participation, decision-making.
Non-verbal Communication
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There are three types of goals
Organization goals
Group goals Individual goals
Goals of a Meeting
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All the documents required for the meeting
should be in order.
Meetings provide useful opportunity for
sharing information, making suggestion and
proposal, taking decisions and obtaining
feedback.
Documentation of Meeting
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Notice and agenda are usually combined in
one document.
The portion at the top is know as the notice.
Notices-gives details of type, place, day, time
of the meeting,
Agenda is the list of topic to be discused in the
meeting.
Notice and Agenda
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Minutes are the record of what toke place in
the meeting.
Types of minutes
Minutes of resolution
Minute of narration
Verbatim minutes
Minutes of the Meeting
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GROUP DISCUSSION
Exchange of Thoughts and Ideas
among Members of Group
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Why Group Discussion????
Group Discussion is used formass elimination!
Selection criterias are
based on actual companyrequirements.
It is the first criteria for
screening the candidates forface-to-face interviews.
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Skills Assessed
Leadership skills
Communication skills
Interpersonal skills
Persuasive skills
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Sub-skills Assessed
Clarity of thought
Ability to work in team
Handling conflicts
Listening and Investigation
Knowledge of the subject
Openness and flexibilitytowards new ideas
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Companys Perspective
GDs
Topic- based
Factual Controversial Abstract
Case-based
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Factual topics
Factual topics are about practicalthings.
Typically socio-economic topics.
These can be current or unboundby time
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Controversial topics
Controversial topics areargumentative in nature.
They are meant generatecontroversy.
These topics are given discussion,the noise level is usually high.
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Abstract topics
Abstract topics are aboutintangible things
Their possibility cannot beruled out
These topics test your lateralthinking and creativity
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Case-Based
Tries to stimulate real-lifesituation
There are no correctanswers or perfect solutions
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Reasons for having a GD
It helps you to understand a subject more deeply.
It improves your ability to think critically.
It helps in solving a particular problem.
It helps the group to make a particular decision.
It gives you to chance to hear the others ideas.
It improves your listening skills.
It increase your confidence in speaking.
It can change your attitudes.
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Observe How do other students make critical comments?
How do they ask questions?
How do they disagree with or support arguments? How do they signal to interrupt, ask a question or make a
point?
What special phrases do they use to show politeness eventhey are voicing disagreement?
Practice
Participate
Strategies for Improving GD Skills
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DO
Speak pleasantly and politely tothe group.
Respect the contribution ofevery speaker.
Remember that a discussion isnot an argument.
Think about your contributionbefore you speak. How best canyou answer the question to thetopic?
Try to stick to the discussiontopic.
Be aware of your body languagewhen you are speaking.
Agree with and acknowledge
what you find interesting.
DONT
Lose your temper.
Shout.
Use too many gestures whenyou speak.
Dominate the discussion.Confident speakers should givequieter students a chance tocontribute.
Draw too much on personalexperience or anecdotes.
Interrupt. Wait for a speaker tofinish what they are sayingbefore you speak.
Discussion Etiquette
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Introducing yourself and themembers of group.
Stating the purpose of thediscussion.
Inviting quiet group members tospeak.
Being objective.
Summarizing the discussion.
Leading a Group Discussion
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Introducing the topic and purposeof the discussion.
Making sure all members haveapproximately the same time.
Thanking group members for theircontribution.
Being objective in summarizing thegroups discussion & achievements.
Chairing a Group Discussion
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How to Face a Group Discussion ???
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How to Face a Group Discussion ???
Knowledge & ideasregarding a given
subject
Leadership and co-ordination capabilities
Addressing the groupas a whole
Exchange of thoughts
Communication
Skills
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Group Discussion
Preparationfor GD
Reading
Mocks
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Tips on a Group Discussion
Initiation techniques
Body of the GD
Summary / Conclusion
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Get an opportunity to speak
Arrest the attention of the examiner
Favorable first impression with your content & communication
skills will help you in the GD
If you stammer/stutter/quote a wrong facts & figures, the
damage might be irreparable
If you do not speak after initiation, gives the impression that you
started the GD just for the sake of starting
When you start a GD, you are responsible for putting it into the
right perspective or framework
Initiate only if you have in depth knowledge about the topic
Initiation Techniques
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Body of the GD
Quotes
Definitions
Questions
Shock statement
Facts, figures &
statistics A short story
A General statement
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Topic : Customer is King
There is only one boss: the
customer. And he can fireeverybody in the company
from chairman to down,simply by spending his
money somewhere else.
- Sam Walton
Quotes
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Start a GD by defining the topicor an important term in the topic
Topic: Advertising is a Diplomatic
Way of Telling a Lie
Advertisement:
Any paid form of non-personal
presentation and promotion ofideas, goods or services throughmass media like newspapers, TVor radio by an identified sponsor.
Definitions
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Does not mean asking a question toany candidate, hampering the flow
Ask a question & answer it yourself
Topic: Should India go to War withPakistan ?
What does war bring to a nation?We have had four clashes withPakistan. The pertinent question is:What have we achieved?
Questions
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Best way to capture immediateattention and put forward your point
Topic: The Impact of Population on
Indian Economy
At the center of the Indian capitalstands a population clock that ticksrelentlessly. It tracks 33 births a
minute, 2000 an hour, 48000 a day,which adds up to 12 million a year.That is roughly the size of Australia.
As a current political slogan puts it:Nothings impossible if 1 BillionIndians worktogether
Shock Statement
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Make sure to quote your facts, figures &statistics accurately.
Approximation is allowed at macro level.Micro level facts need to be correct andaccurate.
Wrong facts work to your disadvantage.
Topic: China , a Rising Tiger
In 1983, when China was still in its initialstages of reform and opening up, Chinas realuse of FDI only stood at $636 million. Chinaactually utilized $60 billion of FDI in 2004,which is almost 100 times that of its 1983
statistics.
Facts, Figures & Statistics
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Topic: Attitude is Everything
A child once asked a balloonvendor, who was selling
helium gas-filled balloons,whether a blue-colouredballoon will go as high in thesky as a green-coloured
balloon. The vendor told thechild, it is not the colour ofthe balloon but what is insideit that makes it go high.
Short Story
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To put a GD in a proper perspective
Topic: Should Sonia Gandhi be theprime minister of India
Before jumping to any conclusions likeYes, Sonia Gandhi shouldbe, orNo,Sonia Gandhi should not be, let us
first determine the qualities one needs
to be a good prime minister of India.Then we can compare these qualitieswith those that Mrs. Sonia Gandhi
possesses. This will help us reach theconclusion in a more objective &effective manner.
General Statement
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GD dont have conclusion. They are summarised.
Avoid raising new points during summarisation
as it is end of GD.
Avoid stating only your viewpoint.
Avoid dwelling around only one aspect of GD.
Be brief and concise. Incorporate all important points encountered
during GD.
Summary / Conclusions
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Be natural, be yourself.
Be vocal, evaluator wants to hear your.
Take time to think and organise yourself. Then
only start speaking. Clarify any doubt regarding subject of GD.
Work out strategies to make entry, initiatediscussion, agreeing to someones point and to
express your views.
Give valuable insights during discussion.
Mind your body language.
Dos
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Use correct language.
Be assertive and dont be dominating.
Maintain balanced tone.
Be cool. Do not take the discussion personally.
Be polite. Avoid extreme phases.
Brush up your leadership skills. Motivateothers to speak, listen to others. Dont be
aggressive.
Dos
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Alertness.
Presence of mind.
Problem-solving ability.
Team work skills.
Creativity.
Never try to interrupt others when they arespeaking. Maintain eye contact and wait for
your turn.
Judging Criteria
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Be crisp and to the point.
Be fact based and avoid being personal.
Make eye contact with participants and avoidlooking at panellists.
Try to speak for about 3-4 minutes.
How to Communicate in a GD
D t t t C i Oth & M k
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Do not drag the discussion to conclusion.
Some topics can have eternal debates andthus conclusion cannot be reached.
Objective is not to reach conclusion butprovide facts and productive inputs.
Dont try to Convince Others & Make
Them Agree to Your Point
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GD Myth: Trying to take control. Ordering
people when to speak and when not to.
Provide opportunity to silent participant.
Listen to others.
Leadership means Moderating
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Active listening can fetch extra points.
Maintain eye contact with speaker.
Respond to speaker- nodding, acknowledging.
Dont be a threat to speaker.
Listening
h d
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Be patient, dont get upset when someone objectsyou.
Dont take discussion personally.
Remember 6 Cs of communication: Clarity,Completeness, Conciseness, Confidence, Correctnessand Courtesy.
Be appreciative.
Be active and interested throughout.
Participate less if you do not know about the topic.Dont try to be leader in the particular scenario.
Emphasise on quality of content and not quantity.
Behaviour during a Group Discussion
l
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Initiator
Information seeker
Information giver
Procedure facilitator
Opinion seeker
Opinion giver
Clarifier
Tension reliever
Energizer
Summarizer
Positive Roles in a Group Discussion
i l i G i i
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Disgruntled Non-participant
Attacker
Dominator
Patronizing
Clown
Negative Roles in a Group Discussion
i k d i G
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Emotional outbursts
Quality v/s Quantity
Egoism
Not listening
Nervousness
Mistakes Encountered in a GD
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