SOFT

SKILLS
FOR
BUSINESS
-Sharath
Harady
(SSB)

Assistant Professor
Indian Academy Degree College
Indian Academy

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UNIT 1: ELEMENTS OF
COMMUNICATION

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Meaning of
Communication
The communication is the way of
expressing our thoughts. In other words,
communication
means
sending
or
receiving message from one end to other.
All living beings communicate to
other in different ways. They
different types of voices and
understand meaning of voice of
species.

each
have
they
their

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 Communication is an exchange of an
information, thought and emotion between
individuals of groups, in other words,
communication plays a fundamental role in
balancing

individual

and

organizational

objectives.
Communication is an exchange of facts,
ideas, opinions or emotions by two
or more
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Emphasizes four important points:

1. The process of communication involves
the communication of ideas.
2. The ideas should be accurately replicated
(reproduced) in the receivers mind.
3. The transmitter is assured of the accurate
replication of the ideas by feedback.
4. The purpose of all communication is to
elicit action.
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Significance /Importance of
communication
Helps in achieving co-ordination
Helps in smooth working
Increased managerial efficiency
Helps in decision making
Helps in maintaining industrial peace
Helps in recruitment process
Employees perform better
Mutual trust and confidence
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Elements of Communication
Sender
Ideas
Encoding
Communication Channel
Receiver
Decoding
Feedback
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Process of communication

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1. Sender:
The person who intends to
convey the message with the
intention of passing information
and ideas to others is known as
sender or communicator.
2. Ideas:
This is the subject matter of
the communication. This may be
an opinion, attitude, feelings,
views, orders, or suggestions.
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(3) Encoding:
Since the subject matter of
communication is theoretical and
intangible, its further passing
requires use of certain symbols
such as words, actions or pictures
etc. Conversion of subject
matter into these symbols is
the process of encoding.
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(4) Communication Channel:

The person who is interested in
communicating has to choose the
channel for sending the required
information,
ideas
etc.
This
information is transmitted to the
receiver through certain channels
which may be either formal or
informal.
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(5) Receiver:
Receiver is the person who receives the
message or for whom the message is meant
for. It is the receiver who tries to understand
the message in the best possible manner in
achieving the desired objectives.
(6) Decoding:
The person who receives the message or
symbol from the communicator tries to
convert the same in such a way so that he
may extract its meaning to his complete
understanding.
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(7) Feedback: Feedback is the process of

ensuring that the receiver has received the
message and understood in the same
sense as sender meant it.
Receivers of messages are likely to
provide feedback on how they have
understood the messages through both
verbal and non-verbal reactions.
The extent and form of feedback will vary
according to the communication channel
used.
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Kinds/ Classification/ Types of Communication

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Basic Forms of
Communication

One way and Two way

Formal and Informal
Verbal and Non Verbal
Written and oral
Interpersonal and Intrapersonal
Internal and External
Group Communication
Mass Communication
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Impediments (Barriers) of effective

communication
A.Physical barriers
Distance
Noise
Physical arrangement

B.Semantic barriers
Language
Jargons

C.Organizational barriers
Poor planning
Structure complexities
Status differences
Organizational distance
Information overload
Timing
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Closed Communication Climate

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D.Psychological barriers

Selective Perception
Filtering
Distrust
Emotions
Viewpoint:
Defensiveness
Lack of trust

E. Others

Cultural Barriers
Information Overload
Poor Listening
Cultural Barriers
State of health
Choice of Medium
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Seven Cs of Effective Communication

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Completeness
Conciseness
Consideration
Clarity
Concreteness
Courtesy
Correctness
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Non Verbal
Communication
It is what you say.....(Verbal)
(7%)

And what you dont Say.....(NonVerbal) (93%)

 Nonverbal communications include

all forms of communication that
are not part of the language that
we speak or write. There are many
ways that we reveal ourselves
nonverbally
This
text
will
concentrate on the three areas of
nonverbal communication that will
most
likely
affect
contract
negotiations:

Non Verbal Messages are not easily

controlled
When verbal and non-verbal
messages conflict , Nonverbal
messages are usually accurate.

Although we continually send and receive

nonverbal messages, most of us are not fully
aware of the ways that we communicate
nonverbally.

If you are only aware of` a negotiator's

verbal message, you will likely miss the
major portion of the overall communication.
Being aware of both nonverbal and verbal
messages will give you an important edge.

Non Verbal Communication includes all

things, other than words and language, that
can convey meaning.
-

Independent of verbal
Verbal accompanied by non-verbal
At times contradicts
Mostly involuntary and unconscious and
difficult to control
- Can be consciously created
- Has an instant effect and less time consuming
- Best method to convey to illiterate people

Body Language
Body language means the changes
that occur in the body position and
the movements that show what the
person is feeling or thinking.
Omnipresent: Accompanies spoken
communication
Emotionally Expressive: It expresses
mainly the feelings of the speaker
and also of the listener

Dominates Interaction: It is more

communicative than words
Seems trustable: more truthful than
spoken words
It is influenced by many factorsBiological,habitual, cultuaral

Appearance
All cultures are concerned for how
they look and make judgments
based on looks and dress.
First impressions count: dressing
appropriately for the occasion and
using an open posture can
improve the visual delivery of a
speech.

The audience may judge the person on

their appearance and not really listen to
what is being said.
Dress is considered an aspect of nonverbal communication and has social
significance for the audience. Dress also
includes the things that people wear such
as jewelry, ties, handbags, hats and
glasses.

Posture
Posture is the way we hold
ourselves, the way we stand or sit.
It indicates about our feelings and
thoughts ,attitudes and health.
Stiff posture, Leaning forward and
backward conveys certain
meaning.

If you are speaking to an audience

in person, the audience will
respond to your posture. Posture is
one means of communication.
Body
movements
convey
information about interpersonal
relations and personality traits
such
as
confidence,
submissiveness and openness.

The speaker may display an

open or closed body position.
Those two positions communicate
different
messages
to
the
audience and can be desirable or
undesirable

Incongruence

Facial Expression

Positive body language

includes:
Maintaining eye contact with the person you are
speaking to.
Smiling (if appropriate) but especially as a
greeting and at the end of a conversation.
Sitting squarely on a chair, leaning slightly
forward (this indicates you are paying attention).
Nodding in agreement.
A firm handshake.
Presenting a calm exterior.
Looking interested.

Negative body language

includes:

Not looking at a person when speaking.

Tapping a foot, fingers etc.
Rocking backwards and forwards.
Scratching.
Fiddling with hair, ear lobes, jewellery, jacket, glasses,
etc.
Picking at fingers or finger nails.
Yawning.
Repeatedly looking at your watch or a clock in the room.
Standing too close to others.
Inattention to a person who is speaking.

Facial Expression
The movements of your eyes, mouth,
and facial muscles can build a
connection with your audience.
Eye focus is the most important
element in this process. he other
elements of facial expression can
convey the feelings of the presenter,
anything from passion for the subject,
to depth of concern for the audience.

 A cheerful face or a gloomy face.

Smile create happiness in the home ,
fosters goodwill in business and
enhances friendship.

 Eye contact:
Eyes can indicate interest, attention, and involvement
with audience members, while failure to make eye
contact may be interpreted as disinterested,
inattentive, or rude.
Different cultures have different rules for eye contact.
The face as a whole communicates emotional states,
such as happiness or sadness. The seven universally
recognized emotions shown through facial expressions
are fear, anger, surprise, contempt, disgust, happiness,
and sadness.

Human faces are capable of more than 10,000
different expressions.

Space
The way we use space plays a subtle
role in body language.
Individuals naturally maintain a
certain space between themselves in
various social and interpersonal
situations.
It indicates the relationship

Space
People from diverse cultures may
have different normative space
expectations. If you are from a large
urban area, having people stand
close to you may be normal. If you
are from a rural area or a culture
where people expect more space,
someone may be standing too
close for comfort and not know it.

 Body language (kinesic communication) using

facial expressions, body movements, gestures,
and posture;
Physical environment (proxemic communication)
using available space, distance from or proximity
to other people, and territorial control; and
Personal attributes such as: o Physical appearance
(art factual communication) including all options
that communicators use to modify their
appearance;
o
Vocal
cues
(auditory
communication);
and
o
Touch
(tactile
communication) particularly the handshake.

Listening and Speaking

-It is our commonest mode of
communication
- Managers use 75% of their
communication time for oral
communication
- Conversations, negotiations, meetings,
interviewing, making presentations,
group discussions and conferences,
require oral communication skills
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One to one oral

communication
Criticism of the receiver is
involved
Discussion is needed
Emotions are high
Feedback is important
The sender wants to
persuade
Clarification
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Listening
It is the receivers activity in oral
communication.
Most Critical Skill required for a
manager
Listeningis the active process of
receiving and responding to
spoken (and sometimes
unspoken) messages.
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.
Steps to Listening
1. Hearing- Attends to hear the message.
Heard it if able to reproduce it-May fail
due to Noise.
2. Interpretation- depends on vocabulary,
Knowledge, experience and so on.
3. Evaluation-listener decides what to do
with the information
4. Response-May be in word or in body
language.
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Importance of Listening
Helps in taking Instructions correctly
without any errors
Solves the customers complaints effectively
From 95% of communication, 45% is of
listening
An essential management and leadership
skill
Good listening helps you to take better
decisions and make better policies in
organisation
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 On contrary lack of proper

listening can lead to embarrassing
situations because of a gap in
coordination and understanding.
To find out more information
Learn about people and how their
mind works
Raise morale of employees
Help in problem solving and
resolving conflicts
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.
.

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The 10 Principles of Listening

A good listener will listen not only to

what is being said, but also to what is
left unsaid or only partially said.
Effective listening involves observing
body
language
and
noticing
inconsistencies between verbal and
non-verbal messages

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10 Principles of Listening

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Stop Talking
Prepare Yourself to Listen
Put the Speaker at Ease
Remove Distractions
Empathise
Be Patient
Avoid Personal Prejudice
Listen to the Tone
Listen for Ideas Not Just Words
Wait and Watch for Non-Verbal
Communication
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Speaking Skills
Your voice can reveal as much about your
personal history as your appearance.
The sound of a voice and the content of
speech can provide clues to an
individual's emotional state and a dialect
can indicate their geographic roots.

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Reasons Why Public Speaking

Skills are Important

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Demonstrates knowledge.
Increases knowledge.
Develops and shows
confidence
Differentiates you in the
workplace
Helps you avoid career risks.
May make you more
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Cross Cultural
Communication
Denotes communication among persons
or groups of persons belonging to
different cultural background
Influenced by geographical and
historical circumstances- Variations of
political, economic, sociological and
legal aspects, besides difference.
With the Globalization most people find
themselves in situations that require
communication.
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 Important to have awareness and

understanding
of
cultural
differences between countries
(Cultural Competence)
Interactions with persons from
different countries
Manners and rules of social
behaviour are culture- specific
Sensitivity and with awareness of
their culture
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Probing questionsare not just

about clarifying specific details;
instead, these questionsdig much
deeper
than
the
surface.
An
effectiveprobing questionhelps to
get a person to talk about their
personal opinions and feelings, and
promotes critical thinking
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Probing Questions in Interviews

Often, we want or need more
information than we get when we ask
a question during an interview.
Probing is asking follow-up questions
when we do not fully understand a
response, when answers are vague
or ambiguous or when we want to
obtain more specific or in-depth
information

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Examples:
1. Could you please tell me more
about
2. Im not quite sure I understood
Could you tell me about that some
more?
3. Im not certain what you mean
by Could you give me some
examples?
4. Could you tell me more about your
thinking on that?
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Etiquette
Meaning:
the customary code of polite
behaviour in society or among members
of a particular profession or group
Etiquette is defined as the forms,
manners, and ceremonies established
by convention as acceptable or required
in social relations, in a profession, or in
official life.
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 Business etiquette is an integral part of different

countries' and regions' business culture. Etiquette
encompasses the prescriptive elements of culture
the things people are expected to do and say,
or to avoid doing and saying.
As

the

globalization

of

industries

and

marketplaces bring managers ever closer to

unique cultures around the world, it is more
important than ever for managers and small
business owners to understand etiquette .
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Difference between Business

Etiquette and Social Etiquette
Business etiquette is genderless, meaning

that the chivalry expected in proper social

etiquette is not appropriate in a business
setting. Business associates are expected to
be treated as peers regardless of gender.
While basic civility should not be abandoned,
business etiquette dictates that all people
are treated equally.
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Need for Etiquette

Etiquette makes you a cultured individual who
leaves his mark wherever he goes.
Etiquette teaches you the way to talk, walk and
most importantly behave in the society.
Etiquette is essential. The way you interact
with your superiors, parents, fellow workers,
friends speak a lot about your personality and
up- bringing.
Etiquette enables the individuals to earn
respect and appreciation in the society. No one
would feel like talking to a person who does not
know how to speak or behave in the society.
Etiquette inculcates a feeling of trust and
loyalty in the individuals. One becomes more
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responsible andIndianmature.
Etiquette helps

Types of Etiquette
1. Business

Telephone
Meeting
Dining
Travel
Email
Netiquette

2. Social
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BUSINESS ETIQUETTE
A good point to remember in
business etiquette is everyone
should be treated with equal
courtesy and respect. Treat people
Good manners and business
etiquette have always been based
on common sense and
thoughtfulness. the way you wish
to be treated.
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Punctuality
Greeting
Be polite, pleasant and courteous.
Appear as professional as possible
Handshakes are vital in social
situation
Eye contact is another critical
factor when meeting people.
Proper introductions help to
establish rapport.
No interruptions
Express gratitude.
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Telephone Etiquette
Telephone etiquette meansbeing
respectfulto the person you are talking
with,showing consideration for the other
person's limitations, allowing that person time
to speak, communicating clearlyand much,
much more.
Your voice must create a pleasantvisual
impressionover the telephone . Good phone
etiquette is important because we cannot
seethe facial expressions and body language
of the other person and they cannot see us.
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 Oftentimes
telephone
calls
precede face-to-face meetings
with
important
professional
contacts. When you use proper
telephone etiquette you help to
ensure that the person you are
talking to will want a face-to-face
meeting to take place.

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When placing telephone

calls:

Keep the time in mind.

Be polite to everyone with whom you speak.
Identify yourself.
Ask if this is a good time to talk
Use a friendly tone and greeting.
Speak clearly.
Always ask permission before placing
someone on speaker phone or on hold.
End calls on a pleasant note.
Do not allow cell phone interruptions.
Remember your surroundings.
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Meeting etiquette

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Be on time.
Make introductions
Have a strong agenda.
Sit appropriately.
Be a good listener.
Speak up
No interruptions
Do not have your phone out.
You can drink coffee, but you need permission for anything
else.
Never attend meetings without a notepad and pen.
Fiddling with pen or notepad is one of the major distractions
in meetings
Do not convert the meeting room into a battle ground. Speak
politely and do respect your colleagues.
Never attend meetings in casuals. Follow a professional dress
code.
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netiquette
Identify yourself:
Begin messages with a salutation and
end them with your name.
Use a signature (a footer with your
identifying information) at the end of a
message
Include a subject line.Give a descriptive
phrase in the subject line of the message
header that tells the topic of the message
(not just "Hi, there!").
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Avoid sarcasm.People who don't know you may

misinterpret its meaning.
Respect others' privacy.Do not quote or forward
personal email without the original author's permission.
Acknowledge and return messages promptly.
Copy with caution.Don't copy everyone you know on
each message.
No spam (a.k.a. junk mail).Don't contribute to
worthless information on the Internet by sending or
responding to mass postings of chain letters, rumors,
etc.
Be concise.Keep messages conciseabout one screen,
as a rule of thumb.
Use appropriate language:
Avoid coarse, rough, or rude language.
Observe good grammar and spelling.
Use appropriate emoticons (emotion icons) to help
convey meaning.Use "smiley's" or punctuation such
as :-) to convey emotions.
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A Speech is a talk given to a large

gathering
It is given on occasions such as
anniversary,
inauguration,
a
farewell or some such social
occasion.
Its
purpose
is
to
encourage,
appreciate,
congratulate or entertain. It is
usually followed by an applause. It
is an asset to be able to speak to
an audience.
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Principles of Effective
Speech

Be Natural
Make it personal
Visualise and practice
Be Confident
Serve the audience
Never Waste Time
Know the surroundings well

Venue, Occasion, Time, Organisers,

Audience

Preparing the Text

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Composition of the
Speech
Opening

The first thirty seconds of your

speech are probably the most
important. In that period of time
you must grab the attention of the
audience,
and
engage
their
interest in what you have to say in
your speech.
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 Body of the Speech

The body of your speech will
always be the largest part of your
speech.
The best way to set out the body
of your speech is by formulating a
series of points that you would
like to raise.

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 Conclusion
Like your Opening, the Closing of your
speech must contain some of your strongest
material. You should view the closing of your
speech as an opportunity. It is an opportunity
to:
Summarize the main points of your speech
Provide some further food for thought for
your listeners
Leave your audience with positive
memories of your speech
End with a final thought/emotion
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PRESENTATIONS

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 Companies and organizations often

utilize business presentations as a
means of selling an idea or product,
for training purposes, or to motivate
the audience.
Since a lot can ride on a
presentation, the presenter should
prepare and rehearse until hes
confident that hes ready to present.

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 Presentation Skills are Important

to Individual Success
-For many individuals the first important
presentation they deliver might be to
the selection committee
-Success rides on their presentation
outshining the competition

Effective presentation skills

reduce miscommunication, which
is likely the biggest cause of work
related stress.
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Presentation
Skills
are
Important to Business Success
Presentation Skills are
Important to Leadership

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 1. Structured Interview
Here, every single detail of the interview is
decided in advance. The questions to be
asked, the order in which the questions will be
asked, the time given to each candidate, the
information to be collected from each
candidate, etc. is all decided in advance.
Structured
interview
is
also
called
Standardised, Patterned, Directed or Guided
interview.
Structured
interviews
are
preplanned. They are accurate and precise. All
the interviews will be uniform (same).
Therefore, there will be consistency and
minimum bias in structured interviews.
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 2. Unstructured Interview
This interview is not planned in detail. Hence it is also
called asNon-Directed interview. The question to be
asked, the information to be collected from the
candidates, etc. are not decided in advance. These
interviews are non-planned and therefore, more
flexible. Candidates are more relaxed in such
interviews. They are encouraged to express
themselves about different subjects, based on their
expectations, motivations, background, interests, etc.
Here the interviewer can make a better judgment of
the candidate's personality, potentials, strengths and
weaknesses. However, if the interviewer is not
efficient then the discussions will lose direction and
the interview will be a waste of time and effort.
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 3. Group Interview

Here, all the candidates or small groups of

candidates are interviewed together. The
time of the interviewer is saved. A group
interview is similar to a group discussion. A
topic is given to the group, and they are
asked to discuss it. The interviewer carefully
watches the candidates. He tries to find out
which candidate influences others, who
clarifies issues, who summarises the
discussion, who speaks effectively, etc. He
tries to judge the behaviour of each
candidate in a group situation.
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 4. Exit Interview

When an employee leaves the company, he is

interviewed either by his immediate superior or by
theHRDmanager. This interview is called an exit
interview. Exit interview is taken to find out why
the employee is leaving the company. Sometimes,
the employee may be asked to withdraw his
resignation by providing some incentives. Exit
interviews are taken to create a good image of the
company in the minds of the employees who are
leaving the company. They help the company to
make proper HRD policies, to create a favourable
work environment, to create employee loyalty and
to reduce labourturnover.
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 5. Depth Interview

This is a semi-structured interview. The

candidate has to give detailed
information about his background,
special interest, etc. He also has to
give detailed information about his
subject. Depth interview tries to find
out if the candidate is an expert in his
subject or not. Here, the interviewer
must have a good understanding of
human behaviour.
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 6. Stress Interview

The purpose of this interview is to find out

how the candidate behaves in a stressful
situation. That is, whether the candidate gets
angry or gets confused or gets frightened or
gets nervous or remains cool in a stressful
situation. The candidate who keeps his cool
in a stressful situation is selected for the
stressful job. Here, the interviewer tries to
create a stressful situation during the
interview. This is done purposely by asking
the candidate rapid questions, criticising his
answers, interrupting him repeatedly, etc.
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 7. Individual Interview
This is a 'One-To-One' Interview. It
is a verbal and visual interaction
between
two
people,
the
interviewer and the candidate, for
a particular purpose. The purpose
of this interview is to match the
candidate with the job. It is a two
way communication.

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 8. Informal Interview
Informal interview is an oral
interview which can be arranged
at any place. Different questions
are asked to collect the required
information from the candidate.
Specific rigid procedure is not
followed. It is a friendly interview.

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 9. Formal Interview
Formal interview is held in a more
formal
atmosphere.
The
interviewer
asks
pre-planned
questions. Formal interview is also
calledplannedinterview.

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10. Panel Interview

Panel means a selection committee or
interview committee that is appointed for
interviewing the candidates. The panel may
include three or five members. They ask
questions to the candidates about different
aspects. They give marks to each candidate.
The final decision will be taken by all members
collectively by rating the candidates. Panel
interview is always better than an interview by
one interviewer because in a panel interview,
collective judgement is used for selecting
suitable candidates.
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preparing for an interview

Be prepared.
Research the firm or organisation for
which you are being interviewed and
find out about the position for which
you are applying.Use the internet,
friends and relatives or contact the
organisation to get information about
them and the position. Be prepared
totalk about the organisation and why
you want to work there.
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 Dress for the job.

Wear the most formal attire that
you would likely need to wear in
that position. Show the employer
how you could represent their
organisation.

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 Be aware of your skills,

abilities and experiences.
Be able to talk about how you
could contribute to the
organisation. Show that you
believe you can do the job by
referring to your skills, abilities
and experience.
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 Be ready to ask relevant

questions.
The interview is not only for the
employer. The interview is also for you
to learn about the position and see if it
really is for you. If you are properly
prepared, you should generally know
about the position and can ask
questions relevant to you if your
application is successfu
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 Take relevant material to the

interview.
For example, copies of your
resume, certificates, references or
names and contact details of
referees.

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 Don't be late for the interview.

Plan your time to arrive early and
compose yourself before the
interview.

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 Don't Panic.
An employer will not be trying to
trip you up during the interview.

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 Don't lie about your skills and

experience.
It is important to be truthful and
positive about your skills, abilities
and experience but do not make
things up. Show the interviewer
who you really are.

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 Don't post too much on

Facebook and other social
networking sites.
Employers now use social
networking sites to gather
information on prospective
employees. Be careful what you
pos
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 Don't be discouraged if you do not

get the job.
Remember that there are probably
many applicants and only one will get
the job. Try to get feedback about why
you did not get the position. Learn from
the experience and aim to be better at
the next interview.
CareerOne, The Advertiser, December
2010
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 Research the Company

Research the Company Prior to a Job Interview.
Before you go on a job interview, it's important to find out as
much as you can about the company. Company research is a
critical part of interview preparation. It will help you prepare
to both answer interview questions and to ask the
interviewer questions. You will also be able to find out
whether the company and the company culture are a good fit
for you.
Take some time, in advance, to discover as much information
as you can about the company. Spend time, as well, tapping
into your network to see if you know someone who can help
give you an interview edge over the other candidates.
Here's more advice on

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 Analyze the Job

Analyze the Job Posting Prior to Your Interview.
Copyright Getty Images Trinnett Reed
An important part of interview preparation is to
take the time to analyze the job posting, or job
description, if you have it. As you review the job
post, consider what the company is seeking in a
candidate.
Make a list of the skills, knowledge, and
professional and personal qualities that are
required by the employer and are critical for
success in the job.
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 Make a Match
Match Your Qualifications to the Job Requirements. Copyright
Getty Images John Cummings
When you have created a list of the qualifications for the job,
make a list of your assets and match them to the job
requirements.
Create a list of up to 10 assets, including skills, certifications,
experiences, professional qualifications and abilities, computer
skills, and knowledge bases and have it at the ready to share with
the interviewer. Be sure your assets correlate directly with the
skills and abilities required by the company.
Review your list, and the job requirements, prior to the interview
so you're prepared to share them during the interview.
This preparation will help you be ready to answer job-specific
interview questions designed to determine if you have the
knowledge and skills needed to perform the job.
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 practice Interviewing
Practice Responding to Common Interview
Questions.
Taking the time to practice answering the
interview questions you will probably be
asked during a job interview will help give
you a framework for your responses and will
also help calm your nerves, because you
won't be scrambling for an answer while
you're in the interview hot seat.
Practice interviewing with a friend or family
member ahead of time and it will be much
easier when you're actually in a job interview.
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Meetings
Meaning :
an assembly of people for a
particular purpose, especially for
formal discussion.
In ameeting, two or more people
come together to discuss one or
more topics, often in a formal
setting.
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 A meeting is a gathering of two or

more people that has been
convened for the purpose of
achieving a common goal through
verbal interaction, such as sharing
information or reaching
agreement.

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EFFECTIVE COMMUNICATION FOR MANAGERS AND

EMPLOYEES

Staff meetings allow employees to be a

part of the decision-making process of
the organization because employees can
communicate their opinions, ideas, etc.,
in a structured, yet commonly, accepted,
means for doing so. While final authority
and decision-making belongs to the
leadership of an organization, leaders
often reach out to their employees for
their valuable input.
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Some common characteristics of an

effective staff meeting are as follows:

Regularly Scheduled Meetings

Meetings Starting on Time
A Prepared Agenda
Mandatory Attendance
Professionalism.
A Need to Cancel Staff Meetings
A Good Place to Discuss Ongoing
Issues
Communication is Key
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Objectives of Meeting
To facilitate exchange of
information
To make elaborating ideas
To co ordinate activities
To create involvement and interest
Commitment of org goals and
objectives
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Types of Meeting
1.Ad hoc meeting Meeting for special purpose
2. Board meeting Board of directors of an org
3.Investigative meeting Conducting a pre interview, exit
interview among the investigators
4.Kickoff meeting Meeting with project team and client
of the project to discuss the role of each team member
5.Management meeting meeting among the managers
6.one-on one meeting meeting b/w two individuals
7.Pre Bid meeting Meeting of various competitors and
to inspect jobsite for future project
8.Staff meeting meeting b/w manager and sub ordinate
9.Team meeting meeting among colleagues on various
aspects
10.Work meeting meeting which produce result such as
decision

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GROUP DISCUSSION
Adiscussion groupis
agroupof individuals with similar
interest
who
gather
either
formally or informally to bring up
ideas, solve problems or give
comments. The major approaches
are in person, via conference call
or website.
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 Group discussion is an important activity

in academic, business and administrative
spheres. It is a systematic and purposeful
interactive
oral
process.
Here
the
exchange of ideas, thoughts and feelings
take place through oral communication.
The exchange of ideas takes place in a
systematic and structured way. The
participants sit facing each other almost in
a semi-circle and express their views on
the given topic/issue/problem.
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What is Group Discussion?

It is essentially a
verbal -oriented
performance where
participants have to
talk their way out
It is a technique
or
a method used
for screening
candidates
as well as
testing
their potential

What is
Group
Discussi
on?

It is used as a tool to
assess candidates in a
group at one go in order
to select the best in

It is also called
leaderless
discussion as it
aims to find out
the natural
leadership level of
candidates

Why is a group discussion an

important activity at college level?
As a student, it helps you to train yourself to discuss and
argue about the topic given, it helps you to express your views
on serious subjects and in formal situations. It improves your
thinking, listening and speaking skills. It also promotes your
confidence level. It is an effective tool in problem solving,
decision making and personality assessment. GD skills may
ensure academic success, popularity and good admission or
job offer. Thus it is important to be able to take part in a GD
effectively and confidently. Participants should know how to
speak with confidence, how to exhibit leadership skills and
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achieve
the goals.
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Importance of Group Discussion

Recruitment
Group discussion has become an
1
1 inevitable
part
of
recruitment
process.
It
measures
certain
attributes of candidates that are
otherwise difficult to identify & time
consuming to assess
Admission to B-Schools
Group Discussions are an important
2 part of the short-listing process for
admission to B-Schools as working
with groups is one of the most
important parameter of success as
a manager

A number of people
who can communicate
their ideas well and
discuss effectively with
others in a one-on-one
situation
become
tongue-tied in a group
situation.
A
Group
Discussion will identify
people who have such
group communication
skills and people who
do not possess such
group communication
skills

Importance of Group Discussion

More often than
not, it helps the
group reach
a decision and
solve a particular
problem

It helps
understand a
subject more
deeply and
improves ability
to think critically

It helps
participants gain
confidence by
being vocal about
their thoughts /
opinions

It improves
listening skills and
also gives a
chance to listen
other participants
view points

Types of Group Discussion

Topic
Based

Case
Studies

Group
Tasks

Based on specific topics

Could be Factual, Controversial, or Abstract topics
Normally used during recruitment process in
organizations
Tries to simulate a real-life situation with an objective
to get you to
think about the situation from various angles.
Information about the situation is given and
participants are asked
as a group to resolve the situation. There are no
incorrect
answers / perfect solutions.
This type of GDs are normally used by management
These are an extension of case studies where
institutes
specific objectives
are to be achieved as a group.

Process of Group Discussion

8-10 students
are taken as a
group, though
in some
cases, up to
16 people
may be
included in a
group. The
GD lasts for

For a topicbased GD, 2-3

minutes of
thinking time
may be given;
though the
group is often
told to start
right away. For
case studies,

Evaluation is
done by
experts,
usually
professors
from B-School.
These people
are experts
and observe
all details,

Candidates
may be
seated in a
circle or in a
rectangular
arrangement,
with/out a
table. Seating
arrangement
s may be

Discussion
may be
stopped at the
set time / even
earlier.
Conclusion
may be asked
for. A written /
oral summary
may be asked

Evaluation Criteria for Group Discussion

Content
Combination of knowledge & ability
to create logical arguments on the
basis of that knowledge
Communication Skills
Besides listening, evaluators observe
your ability to express ideas clearly &
concisely, build on others' points, sum
up the discussion made by the entire
group
Group Dynamics
The evaluators observe participants'
willingness to listen & discuss
various points, ability to appreciate
good points made by others, ability
to disagree politely & summarize
Leadership
Evaluators evaluate on basis of who
initiates the discussion, allows others
to express their views & channels

Content

Leadership

Communicatio
n Skills

Group
Dynamics

Preparing For Group Discussion

1. Content
Develop subject knowledge
on
current affairs, general
awareness
& business trends.
Structure arguments [for &
against]
on selected topics,
3
considering both
2
sides to the argument.
Plan for short and crisp
points.

Preparing For Group Discussion

Display Behavioral Traits

Leadership trait by showing
direction to the
group whenever group moves away
from the
topic, coordinate the effort of
participants.
Assertiveness is displayed when
you put your
point to group in a very positive &
confident
manner.
Listening skills
3 can be displayed by
striking a
2proper balance between expressing
your ideas
& imbibing suggestons.
Creativity is reflected when you put
across
new idea, such that it is discussed at
length by
the group.

Preparing For Group Discussion

Practice
GD skills cannot be learned from
books.
Get into practice groups.
Get skilled people to observe and
give
feedback.
Spend a lot of time analysing
each GD
performance. Plan specific
improvements

2
1

Preparing For Group Discussion

We hear discussions in the college canteen, in the
train, at the bus stop, during a meeting or anywhere
where people come together.
Before starting a Group Discussion lets remember to
Can
we disagree without being
ask ourselves:
disagreeable?
Can we be analytical without being critical?
Can we be assertive without being
aggressive?
Can we listen and not just
speak?

Group discussion techniques and group discussion

rules

Practice: Practice makes a man perfect. The

more you practice the less stress you feel. Keep
on practicing within yourself or with your
friends.
Dress Code: Make an impression to your judges
through your look. Dress formally and maintain
it.
Understand the topic: Without rushing into
the topic directly first make space in your mind
and understand the topic completely and frame
ideas.
Quick note: If possible make a list of ideas or
points. Take some time and formulate your
ideas.
Initiate GD: First
impression is the best
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impression I recommend. Be the first one to

 Eye contact: The most important in GD round and this

was also the most forgettable aspect by most of the
participants. Make eye contact with your fellow partners.
Body language: maintain your gestures freely. Not too
stiff or too loose. Your body gestures should express your
feelings and ideas. Avoid disturbances.
Good points: Avoid unnecessary points and come to the
point without wasting much time.
Speak clearly: Take care that your voice is audible and
clear so that everyone should exactly know what you are
talking about.
Dont be too aggressive: Keep calm and complete your
work. Dont be aggressive and dont raise false ideas in GD.
Listen carefully: Most important part in GD. Along with
your ideas keep an eye on what your partners are saying.
This will helpful in raising many other ideas to you.
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BRAINSTORMI
NG

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Meaning
Brainstormingis a group creativity
technique by which efforts are made
to find a conclusion for a specific
problem by gathering a list of ideas
spontaneously contributed by its
members. The term was popularized
by Alex Osborn in the 1953 book
Applied Imagination.
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