GROUP DISCUSSIONS AND
MEETINGS

BLOCK 02 UNIT- 03

This unit discusses the following topics:

• Group Discussions (GDs)
• Meetings
• Reading: Role of Participants
• Vocabulary

Group Discussion

• Group discussion can be a discussion with friends about the value of a course, about a film or a book, the pros, and cons of politics, and so on.
• In the process of discussion, we have to learn others’ points of view and agree or disagree with others.
• Group discussions always help us to understand situations and problems and find out solutions for the same

A group discussion is a means of interaction within a team or between various teams in an organization.

• It is a common procedure in competitive exams and job interviews.
• Through such group discussions, the interviewer looks for the candidates’
  1. Knowledge and awareness about a topic.
  2. Creative aptitude.
  3. Ability to work as a member of a team
  4. Ability to lead a team, especially as an opinion leader.
  5. Conferencing skill

• To become successful in group discussion we have the following qualities
  1. should have good listening skills,
  2. have an approach to contributing ideas,
  3. Show a positive interdependence.
  4. Need to convey your thoughts meaningfully.

What are the purposes of group discussion?

1. To generate ideas (in preparation for something such as a film or a seminar)
2. To summarize
3. Assess levels of skill and understanding
4. Reexamine ideas presented earlier
5. Review a situation
6. Compare and contrast theories, issues, and interpretations
7. Brainstorm applications of theory to life

DIFFERENCE BETWEEN GENERAL GROUP DISCUSSION AND GROUP DISCUSSION FOR JOB INTERVIEW

GD in an organization or classroom	GD in interviews
The main purpose is to generate thinking on a particular topic.	The main purpose is to see who communicates well in a group.
The role of an observer maybe given to a member of the group.	The interviewers took the role of the observers.
In a class discussion, the instructor also observes the group interaction and gives feedback	The observers may not give any feedback to the candidates, except the interview result
The roles of a group captain, a recorder, an encourager, or a reflector is already decided by the group members or by the instructor.	The roles of group leaders are not defined before the discussion. Candidates come up according to their abilities
The topics are decided based on the organization’s interests, related to the group’s work and requirements in a classroom.	topics are usually selected from general subjects like current affairs.
The members know each other fairly well, so there is no introduction required at the beginning.	Usually, the members introduce themselves when they speak

Essentials of a Group Discussion

• There are certain conditions that we have to follow to become successful in group discussions.
• Some of these conditions depend on the task, but there are some general points or conditions we have to remember in order to be successful participants.

The following are the essential conditions of Group Discussion

1. There is only one topic for discussion.
2. All the members must express their views only on the same topic under discussion.
3. Members must take their turns and talk about the topic.
4. Each participant must listen to one another, talk to one another, and respond to one another.
5. Participants must put forward more than one point on the topic.
6. Members of the group must also follow certain rules for the success of the group discussion. These are the essential conditions of a group discussion.

Essential Rules of a meeting.

a) Equality, freedom to express, and respect for participating members. The participants are all treated as equals and must have regard for the opinions of each member of the group. The participants are free to offer their opinions without fear or anxiety, pressure, ridicule or embarrassment.

b) Reasonableness, orderliness, and truthfulness. All the participants must come to the group discussion with an open mind. They are not to be prejudiced. They all must listen and accommodate others’ views on the subject. The participants must observe order and take turns to talk. The participants must speak about what they believe to be true.

MEETINGS

A meeting is an event where two or more people come to gather to discuss a topic or to fulfill one or more objectives. It is useful when: taking a decision on an issue, solving a problem, explaining important things before taking a decision to settle conflicts, to communicate sensitive information.to generate new ideas.

A meeting has a more controlled structure than a group discussion. The following components form the structure of a meeting:

1. A chairperson,
2. An agenda,
3. A process for making decisions,
4. A well-managed discussion,
5. A productive physical set-up.

Agenda of a Meeting

The agenda is the most important component of any meeting. It gives the details about the meeting, like the time and place of the meeting, the names of the participants in the meeting, the time when the meeting starts and ends, and the issues to be discussed in the meeting.

The agenda is normally prepared by the chairperson or the convener. It is the chairperson who first takes up an issue and expresses his or her views about it. He has the responsibility of directing the entire discussion based on the agenda.

The agenda is not supposed to be large. If the agenda is too large, meetings may not be effective and cannot fulfill their objective. A hidden agenda also makes meetings a waste of time. It results from personality clashes and private conflicts. It is a responsibility of a chairperson to handle such situations.

Agenda is the most important thing that determines the success of a meeting. Therefore, when we prepare an agenda, we have to keep certain things in our consideration.

1. Agenda has to be decision-oriented.
2. It has to prevent mistakes
3. It has to promote diverse thinking
4. It has to encourage the attendees in decision-making
5. The secretary usually presented the agenda to the chairperson of the group/ committee and approved it by the chairperson.

Preparing for a Meeting

Remember the following things have to take care of before you attend a meeting:

1. Read the notice and understand the purpose or objective of the meeting.
2. Decide what preparation is required: e.g. make necessary arrangements at your office while you will be in the meeting.
3. Inform the convener in advance if you cannot attend the meeting.
4. Read all materials or information in advance of the meeting.
5. 4) Prepare answers to any questions that may be asked during the meeting.
6. Prepare a list of points that must be covered in the meeting.
7. Prepare a list of questions that you want to be answered during the meeting.

Role of participants in a Meeting

1. Follow etiquette while attending a meeting.
   • Never be late for a meeting. This not only disrupts the meeting but also is a barrier to the continuity of the discussions.
   • Arriving late is a sign of disrespect to the Chairperson and other members.
   • Therefore, be punctual for meetings.
2. Prepare Well for the Meeting.
   • Before you attend a meeting, examine the agenda carefully and familiarize yourself with the issues to be discussed.
   • Collect information that you think may be useful for the meeting.
   • Form an opinion or view on all the issues that would be discussed in the meeting, but that should not be rigid.
3. To become a good listener.
   • A meeting is a place where different people express their views and opinions.
   • Here, each member has to listen and respect others’ views irrespective of the speaker’s age, race, cultural background, appearance, or sex.
   • Maintain eye contact with the speaker.
   • Think of the questions that you may ask other participants.
4. Don’t Interrupt: interrupting is not a good practice and always allows a speaker to finish what he has to say.
   • You may disagree with his views. Make notes and vocalize them once the speaker has finished. This is a responsibility of a chairperson to interrupt a speaker.
   • Frequent interruptions in meetings not only lead to a waste of time but also put the meeting off track.
5. Follow the Agenda:
   • Never try to bring up issues that are not listed on the agenda.
   • If the meeting goes beyond the agenda, the meeting will be meaningless.
6. Be an Active Participant:
   • Your participation should be a meaningful one.
   • Talk whenever they give time. Keep courtesy while talking in a meeting.
   • Apart from this, cooperate with other participants and the chairperson in the meeting.
   • Always keep a pen and paper to note down important points and decisions.
7. Don’t Monopolize the Meeting:
   • Don’t dominate the meeting.
   • Give freedom to each participant to take their own turn.
   • Speak briefly and coherently.
   • Do not interrupt while someone is talking.
   • Waite for an appropriate time to express your opinion.
   • Emotional outbursts will have to control as it is to interrupt the progress of the meeting and also cause unpleasantness.
8. Resolve Conflicts:
   • if any conflict arises in decision-making, be a facilitator and a mediator to resolve the issue.
9. Pay attention to Non-verbal Communication:
   • Non-verbal communication has a significant role in face-to-face communication.
   • People may express their agreement and disagreement through facial expressions and body language. So be more particular about non-verbal communication when expressing your opinion.
10. Maintain Meeting Decorum:
    • Keep courtesy when you attend a meeting.
    • Do not use your mobile phone while attending a meeting.
    • Either put your phone on silent mode or, if possible, switch it off.
    • Maintain order and discipline in the meeting.