bc2 presentation

7/29/2019 BC2 Presentation

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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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