Appendix 1

Group Discussion

As you graduate from college and take job interviews, you will be frequently asked to participate in group discussions. In most of our professional lives, group discussion is an important tool to help organizations arrive at crucial decisions. GDs, as they are called, help you to develop critical thinking skills, persuasion and negotiation skills, teamwork and interpersonal communication. In this chapter, we will focus on group discussions as a part of a job selection process, and will train you to take leadership roles in them.

 

The Use of Persuasive Strategies in a GD

A group discussion is all about a group of individuals sitting around a table to discuss an issue, a topic, a problem or a situation. In selection processes, group discussions are conducted to understand the ability of a candidate to communicate in a group effectively and assertively, the candidate's ability to find multiple solutions to the given situation if the topic is a problem-oriented one, or analyse the case logically if the topic is a case study. The selection bodies believe in informing the candidates about their rules, but a few of them do not care about it. If they explain the rules, you are supposed to follow them carefully. Otherwise, you should (as a group) decide whether you are going to follow a structured group discussion model, where each participant is given a chance to speak or an unstructured one where anyone can participate at any time and members of the group need not follow a rigid sequence. Then you should decide on how much time you are going to take (approximately). In the process of discussion, you are understood and evaluated as an individual and as a team. Coming to the skills, the panels evaluates listening skills, speaking skills, analytical and problem solving skills, leadership skills, and interpersonal skills:

To make a group discussion successful, it is important to pay attention to the following points:

Content

To make an impact in a group discussion, it is important to have good knowledge of the topic given. You should have a fairly good general knowledge and awareness of the current affairs. This will prevent ideas from drying up fast and keep the discussion alive and lively. If you are entirely unfamiliar with the topic given, wait for someone else to come up with important information and facts. Then quickly formulate your stance and come in with your perspective.

Communication

Along with the knowledge of content, it is very important to know how you can communicate them effectively. It always helps to have a good grasp of vocabulary and fluency of speech. Using the right word at the right time gives clarity to the discussion and also highlights your role in generating ideas in the group. Again, remember not to exhaust your ideas at one go. Every time you contribute, make your talk brief and relevant. It is better to break into the discussion with a new idea each time rather than exhausting all your points the first time itself.

As most of the GDs today are carried out in English, you should possess good communication skills in English that will help you speak confidently and express your views convincingly. Remember, during the discussion your speaking skills are judged minutely. Adopt the following strategies to attain effective speaking and fluency:

• Use simple and appropriate words with the right pronunciation.
• Use grammatically correct sentences, concise and unambiguous expressions.
• Use simple language without exaggeration and flowery expressions.
• Speak fluently but with a moderate speed, pauses and volume.
• Use tone variation and do not let your speech become monotonous. Your tone should be pleasing and not commanding.
• Do not interact just in monosyllables such as ‘yes’ or ‘no’.
• Do not use non-word fillers such as ‘you know’, ‘you see’, ‘like’, ‘well,’ etc., too often.
• Filler-sounds like ‘aaaaaa.…’, ‘eeerrr’ and ‘ummmm …’ must be checked.
• A GD is an official interaction, so do not use slang.
• Use linking phrases to link arguments. ‘Therefore’, ‘because’, ‘and so’, ‘thus’, etc., are linking words.
• Make use of polite expressions to disagree or to interrupt others.
• Avoid using technical terms. Explain complex concepts in simple language.

Critical Thinking

Critical thinking is one of the important activities during a group discussion. During a discussion you have to listen to and understand the arguments of the other participants and at the same time decide what points you should raise and how. A good discussion always involves a lot of networking. And networking involves active thinking, building on one another's points, negotiating, persuading and collating views.

Knowledge of Group Dynamics

Employers today search for self-motivated candidates who can work in a team-oriented environment. So, group-management skills are a must for the participants of a GD. Organizers test you on whether you can get along with other people or whether you are a self-obsessed person. For this reason, participants have to understand that in a GD they will all succeed or fail together. If a member is not contributing, he/she will not only hurt himself/herself but also the group as a whole. You can manage a group well by using the following tactics:

• Generate agreement on a common viewpoint, which every member should work towards.
• Be adaptable and adjust with the other members.
• Show positive attitude towards others’ views even if you do not agree with them.
• Do not indulge in needless talk or engage in private dialogue with your neighbour as it may distract others.
• Accept criticism sportingly.
• Motivate other participants to contribute and be cooperative.
• Deal with hostile members and conflicts tactfully; otherwise, the whole team will stand to lose.
• To join the discussion, drive yourself in at the earliest suitable moment of a pause: when a speaker has completed his/her argument; when a speaker is needlessly prolonging the argument; when the discussion is in a state of confusion and chaos; when you find a weak speaker unable to contribute.
• Never enter the discussion with a disagreement. First agree with the speaker and then present your views.
• Do not make personal remarks or show anger.
• Have a shared leadership as there is no elected leader in a GD.

The Process of a GD

Prior to the study of the methodology and the various components of a GD, let us first understand how a message flows in a GD:

1. A topic is declared beforehand, or a group is asked to choose a topic from the given ones. Participants may get 2 to 5 minutes to think.
2. In the usual format, anyone may initiate the discussion but a particular candidate may also be asked to express his/her views in brief, and others may follow him/her one by one so that the members get acquainted with one another's stands.
3. In the same way, any one of the members may come forward and conclude the GD or the participants may be asked to summarize it one by one.
4. The group may be asked to decide the procedure of the GD mutually or it may be given to them beforehand.
5. The discussion may take place on a topic to find a common solution to a given problem or a case study.
6. In the age of rapid advancement of communication technology, GDs can also be conducted through teleconferencing or video conferencing.
7. GDs may be conducted in the form of a case study where participants are given a case in writing. They study the topic carefully, think about its various aspects in 3 to 5 minutes, and then discuss it.

Topics for GDs

Abstract and Concrete

Topics given in group discussions can be broadly divided into two types:

1. Concrete and fact-oriented topics, which need factual content in combination with the right perspective to be successful.
2. Abstract topics where you need perceptive and creative thinking more than facts. Here, the perspective from which the interpretation is made and the themes you build into them will be more significant and valuable.

Range of Topics

The range of topics for a GD is wide and a long list of topics can be prepared. However, we can roughly classify them for our convenience into seven categories as follows:

1. Current: Corruption is the price we pay for democracy/Cut-off marks for IIT entrance examinations should not be increased from 60 to 80 per cent.
2. Social: Euthanasia (mercy killing) should be legalized/Cricket is overemphasized in India.
3. Political: Value-based politics is the need of the hour/Women's reservation is the call of the day.
4. Economic: The current economic recession has not affected India's economy/The Sixth Pay Commission is a burden on the government.
5. Management: Women are better managers than men/The rush for MBA is really a rush for big money.
6. Abstract/creative: The wheel is turning round and round/When I woke up in the morning I saw…/A white dot/Blue grass.
7. Case studies: A swine flu case/Downfall of an XYZ company.

Structuring a GD

Here are a few language tips that will help you to structure a GD:

 

Opening:	We're here today to discuss…
	Let's decide how to proceed with the discussion.
	Let's start with…
	Can you please give your views on…?
Comments:	What I think is…
	I feel that…
	The main point I wish to make is…
	I agree up to a certain point but…
	I must disagree with your opinion…
	I would question whether…
	It seems to me that…
	As far as I’m concerned…
	I don't agree with the previous speaker.
	Please don't interrupt. Let me finish.
	May I finish, please?
	I think we are moving away from the main point.
	If I may turn now to…
	Turning now to…
	I want to comment briefly on…
	I intend to speak about…
	Now, to elaborate on the first point…
	I strongly believe that…
	With all due respect…
	I’m not in a position to say anything about…
	If we look at it in another light…
	On the contrary…
	I don't think anyone could disagree with…
	I can't help thinking…
	Finally…

Leadership Skills

Employers look not only for team workers but also for leaders; so, in every GD they seek an element of leadership. They observe the participants very closely and pinpoint those who have good leadership traits. The success or failure of a GD depends a lot on the utilization of the elements of leadership. All GDs provide their participants with numerous opportunities to exhibit their leadership qualities as well as to steer the discussion to its success. Every member should try to be the first to grab the chance to show his/her leadership traits. In the sections below, we discuss various leadership traits.

Being Polite but Firm

In order to be a leader in a GD, you need to learn how to make your point politely but firmly. People often avoid being assertive because they think they will sound rude. But taking a stand, holding on to your arguments and not letting others bully you are signs of your self-confidence and will gain you respect from others. Being polite but firm essentially means that you want to win but you will not trample over others in order to do so. Here's how you can be more assertive in GDs:

• Don't apologize when you disagree with someone. Don't begin with ‘I’m sorry but…’ Apologize only when you've done something wrong.
• Don't make sentences sound like questions: If you raise your pitch at the end of the sentence, it'll sound like you're unsure of what you are saying. For example, notice the difference between ‘We shall be going’ and ‘We shall be going?’
• Avoid using tag questions, like ‘That's not fair, is it?’ Such questions make you seem unsure of yourself. Just say, ‘I don't think that's fair’.
• Don't say anything unless you've completed your thoughts; otherwise, you'll not know how to finish your arguments.
• Use the ‘I’ language, ‘I think’, ‘I feel’, especially to make negative comments. This is assertive but not rude. But never say ‘You are’: you'll be making accusations.
• Do not allow yourself to be interrupted unnecessarily. If someone keeps interrupting, you can say politely, but firmly, ‘May I please finish?’ or ‘I wasn't finished.’
• To make a statement powerful, try and drop the tone of your voice at the end of the sentence. This minor change makes a major difference.

Handling Difficult Questions and Criticism

One of the trickiest things to manage is how to answer questions that are directed straight at you. How you handle questions and criticism shows your ability to manage people, conflicts and control a situation. Often, questions are simply asked to stump you, and you need to appear calm through them and not become nervous. When you are a leader you are going to be challenged and criticized.

Once in a while, a group will have a troublemaker who will criticize just to make others uncomfortable and lose focus. Remember that the others, too, will not like such a person. Sometimes the best way to deal with such people is to ignore them and when you do so, the others will also join you. If that person refuses to stop talking or making personal comments, the best way is to be coldly polite and suggest that everyone sticks to the discussion at hand. ‘Do you have a point to make?’ is a question—rude, but sometimes necessary for bullies—that works effectively.

Remember: The most important thing is to remain calm. Take deep breaths whenever you feel nervous or upset and try to focus on the points of the discussion.

Questions

• Before you answer a question, always think it over. Carefully hear what is being asked and then frame the response in your head. Ask yourself if the other person is simply asking a question to challenge you, or to know what you mean. Don't be in a hurry to respond. You can say: ‘Let me get this clear: you are asking if …’
• Avoid prolonged discussions, responses and arguments with one person.
• Avoid providing detailed responses to questions that will take the focus away from the discussion at hand. Tell the person politely that you have noted the question but will take it up later. Be sure to do so. But if it directly relates to the point at hand, answer the question immediately.
• An important strategy is to pre-empt a difficult question. If you are watching your co-participants carefully, you'll know when they are about to ask you a difficult question. Developing your critical thinking skills will help you guess what questions might be asked and prepare answers to them before the GD.
• After you've responded to a person, ask them if you've answers to them them to their satisfaction.

Criticisms

How you handle criticism says a lot about you, and about who you think you are.

• The most important point is to not become nervous and defensive the moment someone disagrees with you or criticizes your views. Logically analyse the criticism: is the person attacking a flaw in your argument or is he/she disagreeing with the basic approach? If there is a flaw, quickly restate your argument, remedying the flaw. If the approach is being criticized, you need to clearly state why you have made that point, and cite data and figures to support your statement.
• Keep an open mind and try to judge your own statements objectively. If a person has made a valid point, thank them for making that point and try to fix your statements.
• Don't hold grudges against people: this will make you lose your focus and you'll begin to make mistakes—so be gracious.

Remember: If you are being criticized, it does not mean that there is something wrong with you. Handle criticism objectively and positively.

Turn-taking and Effective Intervention Strategies

A successful GD is where everyone gets an equal chance to speak about the topic. When you are a part of a GD, ensure that no one person grabs the limelight and snubs the others. Do not talk continuously yourself: let others speak.

You will emerge as a true leader if you can turn the conversation in a way that others get a chance to speak too. Here are some tips to get you going:

• If you want everyone to have their turn, you need to ensure that you don't go on speaking yourself. Play fair and keep your arguments short and precise.
• Don't speak just to interrupt someone, but don't keep quiet if you have something to say and you find others already talking a lot.
• If you see someone trying to put in a word and not being successful, you can always intervene and say, ‘I think [Name] has something to say.’
• If you need to make a point, you can say, ‘I have something to add’ or ‘There are other ways to look at this point. For example …’ ‘We also need to consider …’ You can say ‘Excuse me’ loudly to draw attention if there is too much noise and you can't be heard.
• If the GD becomes unfocused, you can intervene by saying, ‘Let's stick to the point. We were discussing …’
• If too many people are speaking at the same time, you can say, ‘Let's make our points one after another, okay? [Name], why don't you start?

Here is an example of a GD that will give you a practical demonstration of all that we've discussed so far.

The Use of Appropriate Body Language

Body language is a non-verbal communication signal that you, as a participant, transmit to the other members of the group. Your body cues help others judge your confidence, openness, composure, cooperativeness, friendliness, alertness, insecurity, nervousness, positive or negative attitude, and so forth. Remember that you should not be conscious of your non-verbal signals. ‘Energetic outside but composed from within’ is a mantra that can help you exhibit positive body language.

Some of the important non-verbal pointers that you should try to adopt are as follows.

Dress and Appearance

Dress and appearance matter a lot in creating a first impression about yourself even before you have spoken a single word. You should be careful about your dress as well as your looks. The following tips may help:

• Your dress should be sober, neat and well-stitched. It need not be costly, new or fashionable as newly acquired clothes can make you self-conscious, cause discomfort and affect your performance. A well-dressed participant feels confident.
• Your footwear should be formal, polished and clean. Men must make sure that their socks are drawn tightly up their legs, and not rolled down.
• Your hair should be cut neatly in a style that suits your personality and combed properly.
• Your nails should be clean and well-kept.
• Take care of personal hygiene, but don't wear an overpowering perfume that gives everyone a headache!
• Dark trousers, a light-coloured matching shirt with a sober tie is an ideal dress for men, while women may wear formal trousers and shirts or formal Indian attire. Avoid wearing jeans and a T-shirt.

Eye Contact

Eye contact is the most important of all non-verbal cues in group discussions. When you are speaking, you should remember that every member of the group is equally important, so give that impression to all the members. Make eye contact with each person in the group. When another participant is speaking, you are supposed to look straight into his/her eyes (but don't stare or make them uncomfortable). Maintaining an eye contact shows that you are listening attentively. Moreover, when you look in to the eyes of a speaker, there is always a chance that you can interrupt him if he is going overboard.

Facial Expressions

First and foremost, you need to remember that a GD is a formal forum and requires formal etiquette. Being polite is very important, and expressing that through facial expression is essential. Showing negative emotions like anger, irritation and frustration clearly sends alarming signals to the members, so avoid revealing them. Wear a pleasant, warm, confident and friendly facial expressions.

Hand Movements

It is not advisable to lean on the table or play with things on the table. You should use your hand appropriately while speaking to the audience. But when someone else is speaking, do not move hour hand unless it is very urgent. Don't touch the other participants. Don't put your hands in your pockets or sit with your hands crossed over your chest: these show defensiveness. Don't fiddle with things such as your pen, wristwatch, bangle, buttons, tie and hair. Above all, don't point your index finger at others while speaking, as such a gesture is considered rude.

Posture

Seat yourself comfortably and show assertion in your posture, that is, do not throw your body forward or be rigid. Relax your shoulders. Sit straight with your head held erect and do not lean on the table or the sides. Don't shake your legs or cross them.

Distance and Angles

Don't sit either too close or too far away from the person next to you. If you're sitting too close, you are seen as aggressive and if you're too far away, you will be seen as a cold and aloof person.

Voice Modulation

Pace

Speaking fast has two disadvantages. One, it blurs the clarity, and two, it puts unnecessary pressure on you. Speaking too slowly also has two disadvantages: A slow speech is boring to listen to, and there is a chance that you may lose the thread of your argument yourself. So, it is best to maintain optimum speed.

Pitch

Analyse the size of your group and that of the table, and speak in an audible and pleasant pitch. You should be heard clearly by all but you should not drown out everyone else's voice.

Tone

Tone refers to your approach and attitude towards the topic at hand, and is conveyed through your voice. The tone should be polite, pleasant and serious.

Pronunciation

Go through the section on pronunciation in Chapter 6. Don't ‘eat up’ syllables or words in a sentence. For example, when you say ‘preparation’, take the time to pronounce all the syllables, instead of saying ‘prapration’.

Enunciation

Moderate speed, right pitch, appropriate tone, and intelligible pronunciation give clarity, i.e., correct enunciation to the speech. Thus, you should express self-confidence, optimism, sincerity, and a friendly personality through your verbal and non-verbal communication. While appearing before the group, remember that your first impression is extremely important and to make an effective first impression, being courteous, helpful, polite, well-dressed and assertive are very important.

Here's a quick look at the important do's and don'ts in a GD.

 

Do's	Don'ts
1. Seat yourself comfortably.	1. Be in a hurry to start discussing.
2. Listen to the topic carefully.	2. Be silent.
3. Organize your ideas before speaking.	3. Dominate vocally/physically.
4. Speak at the earliest opportunity.	4. Assume the role of the chairman.
5. Be polite.	5. Take an extreme stance.
6. Identify your supporters and opponents.	6. Enter into an argument.
7. Allow your supporters to finish their arguments.	7. Make value judgements.
8. Keep track of the time.	8. Look at the faculty.
9. Share time fairly.	9. Shout at inert participants.
10. Listen to others' points.	10. Move excessively in your chair or lean on the table.

ACTIVITIES

Word meanings:

commute: to travel regularly over a long distance to get to work.

disillusioned: to be disappointed at having lost one's belief in something that was previously considered good or right.

dissatisfaction: a feeling of not being satisfied.

dog-eat-dog: a situation in which people fight for themselves and hurt other people while pursuing their self-interest.

dwindl: to gradually become less and less.

invigorating: a feeling of rejuvenation due to generation of a lot of energy.

perceive: to think of something or someone in a particular way.

redundant: not necessary.

ruthlessly: to do something in a determined way such that one does not care if others get hurt.

self-aggrandizement: the act of increasing one's importance, power, etc.

suffocated: to feel as if one is not free or as if there isn't enough space.