"WHERE KNOWLEDGE IS WEALTH"

Sunday, January 13, 2008

HOW TO ORGANIZE GROUP DISCUSSIONS?

ABSTRACT

Many fresher find it very difficult to face Group Discussions(GDs) when they go for professional jobs. GD has been made almost mandatory for most of the professional placements. It is also essential for joining MBA courses. The article highlights the importance and significance and the tools and techniques involved in coming out of this process successfully. The expectations of the employer are explained briefly so that the candidates would develop the same to succeed. The entire session has been divided into three sessions such as pre-session, during session and post-session. The article explained about the norms and rules along with the responsible role of moderator to conduct it professionally. It also dwelt at length about the dos and don’ts during the session. At the end it concluded that it is a very easy process and there is fun in participation.

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We discuss too many things in daily life at home or in office or in colleges on various topics. We find a few agree to us and a few disagree with us. At home if there are more family members and when they want to take a decision they talk to one another either at dinning table or at leisure time. After duration of heated or cool discussions they build a consesus and finalize a decision.

At the corporate level also there will be frequent meetings on various issues for taking a concrete and solid decision. Hence, we take decisions regularly whether in our personal life, professional life or social life by means of group discussions. Many companies are conducting Group Discussions (GDs) to prospective employees so as to check their suitability to their corporate culture. While we understood the concept of GD let us look at the objectives of the same.


OBJECTIVES OF GD:


The main objective of any GD is to provide wide range of solutions to a particular problem and then streamlining and creating a viable consensus solution by means of discussion. Discussions always provide more knowledge base. GD generates ideas by way of sharing and exchanging and at times it unlocks many things unconsciously as everyone has hidden potential. At times, new ideas flash from the subconscious mind unconsciously when provoked. It helps in eliciting the personality traits besides enhancing the knowledge base. Usually people tend to brood over problems only not on the solutions. GD helps in generating too many solutions if it is practiced properly. The corporate conduct GDs in order to find out a few qualities they expect from the prospective employees opting for executive cadre level.

EXPECTATIONS OF EMPLOYER:


Every employer expects a few qualities out of its prospective employees so as to improve and enhance value addition to its institution. There are number of qualities which are expected but a few of them are mentioned briefly.

• Initiative is essential. Without prompting the candidate should be able to take proactive stance in doing the things. He must be willing to come forward actively and voluntarily to shoulder the responsibility.
• Clarity of thoughts. Whether the candidate is able to express coherently, logically, forcefully and clearly his ideas and thoughts is assessed.
• Team building is an essential tool in the corporate world and conducting group discussion is one of the effective ways and means towards team building. If a candidate is not able to contribute towards an effective team he will become a liability. Team spirit is laid too much stress upon these days. In fact teams bring wonderful results because of many synergies and strengths.
• Content is king. Whether the candidate possesses requisite knowledge of the topic or does he beat around the bush.
• The ability to get along and adjusted socially with other colleagues is observed closely. Or whether is he socially inept.
• Emotional Intelligence is the ability to act and react to the situations without inviting any rift or conflict within the group. There is a strong need to display emotional stability and mental maturity in order to succeed in discussions.
• Leadership. It is a great trait which can be cultivated by continuous practice. The ability to lead from the front voluntarily so as to keep the interests of the group as paramount. The ability to manage divergent people with different opinions and views is essential.
• Interpersonal skills and relations is the area where every employer lays stress upon. In day to day life, everyone should learn to behave smoothly and productively for achieving organizational goals and objectives. Considerable amount of time is spent at the corporate world towards interpersonal skills.
• Ability to manage the given time and equally important is the ability to respect others’ time is more important. Many man hours are wasted because of improper time management.
• There should be burning desire and passion which is essential for success in professional life. As long as there is fire in the belly of an individual lot of results can be expected. There is growing stress on passion.
• Learnability is the ability to listen attentively and alertly to learn the things. As long as an individual possesses this trait the individual will grow personally and professionally.
• Flexibility is the ability to accept others’ viewpoints positively by considering the merits without any egoistic attitude. And also it is the ability to change oneself according to the surroundings and requirements.
• Presentation skills are essential at the corporate life. Every professional needs to deliver presentations regularly either to persuade his clients or his superiors or peers or subordinates.
• Above all, the employer looks for soft skills which are focused heavily these days.


The process of GD can be divided as pre-session, during session and post session so as to make it comprehensive and understandable.


PRE-SESSION:


Read number of books, journals, magazines and publications related to GDs. Also visit various websites which will provide right direction. Find out your strengths and weaknesses both at the personal and at the professional level. After taking stock try to overcome your weaknesses. Before going for the real session it is advisable to collect like minded friends and join as a team and conduct mock GDs. In fact, everyone involves in one discussion or the other in our daily life. By converting such informal discussions productively by channelising in a right direction, the art of discussion can be cultivated and inculcated.

Usually people talk of cinema and cricket and other gossips in daily life. And if the same ambience is covered and canvassed with controversial or thoughtful topics, we can make a mock GD. By practicing number of times before the real GD, we can gain wonderful expertise and experience. One may give too many theoretical guidelines and outlines but ultimately it is the practice that makes the man perfect. Through mock GDs the strengths and weaknesses can be analyzed and weaknesses can be corrected so that it becomes easy on the D-day.


NORMS AND RULES:


The total number of participants must be minimum 8 and moderate level of 10 and the maximum must be 16. Beyond this it will be difficult to manage, concentrate and evaluate. The ideal size must be 8 to 10. And the time frame fixed is between 10 to 15 minutes. If the session is extended beyond 15 minutes it would loose its impact. Make the formation of the group either circular or rectangular.


ROLE OF MODERATER:


Every GD will have a moderator who moderates the discussion. He ensures that the participants do not go out of the track. He must see to it that conflicts are averted and commotions are avoided. All efforts must be made to maintain the decency and decorum of the discussion. He should act like a leader and trigger passion amongst the participants. He should stimulate and bring out synergy from the strength of the participants. He should be free from pre-conceived notions and should not judge any participant by his appearance or academic achievements. He has to provide honest feedback to each participant without any prejudices. He must be supportive and sympathetic to the members without any favoritism.


TIPS DURING SESSION:

• Speak clearly, audibly and politely. Do not use harsh tone.
• Initiate the discussion if you are confident of the topic and if you can provide valid justification to prove your point. Or else wait for the right opportunity to express.
• Don’t look at the moderator. Do concentrate on the topic only.
• Don’t jump into conclusions. Talk about the topic, provide valid points and then offer firm opinions.
• Listen attentively to the topic and weigh its pros and cons and then comment.
• Try to carry the participants along with you.
• Don’t get emotional and do maintain calm and stability.
• Don’t declare yourself as a self-styled leader.
• Never get sidetracked from the given topic.
• Don’t agree for the sake of agreeing in order to build consensus and don’t dilute your independent thinking.
• If someone talks for a longer time, request him to make it brief and concise and also request him to provide an opportunity for others too to speak.
• Present yourself professionally to create good impression.
• Do demonstrate conceptual skills, human skills, critical skills, analytical skills, common skills, hard skills and soft skills in the entire session.
• Do not interrupt the conversation. If you strongly feel to intervene then add statements like ’if you permit I would speak. . . .’ and then offer your comments.
• How you present is more important than what you present. Application of soft skills will prove to be handy.
• Do not monopolize or hijack the discussion. Provide opportunity to non participants to air their views.
• Don’t provoke any conflict.
• Never snub the participants. Always express assertiveness in your views.
• Support and substantiate your views with facts and figures or by narrating a brief story.
• If possible open the discussion with a wonderful quotation or shocking statements or revelations to make your comments catchy.
• Don’t speak for the sake of speaking but speak for the sake of providing substance.
• Honestly accept and accommodate the comments of fellow participants to get along with the participants. Don’t gaze at a particular participant and talk, rather shift your eye ball movement towards all the participants so that they will develop interest and curiosity to listen to you.
• Demonstrate positive body language.
• Be cheerful and maintain smile.
• Do lay stress on quality of delivery not the quantity.
• You may criticize the views or opinions of other participants but not them personally.
• When you differ with the views of other person, you may say like ‘I respect your views. However I differ with your views on the topic . . .’ and offer your own views.
• Be always tactful and diplomatic especially when your views are not in tune with that of other participant.
• Use simple and straight language and don’t confuse the participants with jargon.
• Present your views logically, coherently and forcefully.
• Look at the things from others’ perspective.
• Manage your time judiciously.
• Try to build consensus, collaborate and bring different viewpoints into one main line of acceptable level.
• At the end, take initiative to synthesize and summarize what was discussed and provide conclusion. But don’t add any fresh points.


POST SESSION:


After completion of the session, write down your experience by going flash back in the areas where you have done well and where you have gone wrong. Such constructive and creative self analysis will pave the way for better performance next time. Continuously practice such sessions in simulated situations so as to attain perfection, competence and confidence.


CONCLUSION:


Participation in Groups Discussions is indeed fun and provides education and entertainment. Instead of depending too much on theoretical aspects it is essential to actively participate and learn the tricks of the trade. It is like learning how to swim and drive. GD teaches many lessons in life that will help become a successful and complete corporate personality.


T H E E N D

ANGER MANAGEMENT

On the other day when I was role playing in a Soft Skills Workshop organized by Infosys in Hyderabad, a person hit my spectacles and it was broken. Suddenly I got angry and I thought of hitting him back. I could not control my feelings and emotions for a moment and I was about to outburst because I did not have any spare spects at that time. But I immediately controlled my anger because it happened accidentally, unconsciously and unintentionally. The other person regretted for hitting and for breaking my spects even though it happened without any negative intention. Had the situation been intentional I would have suddenly expressed my anger and would have warned him sternly for the same.

WHAT IS ANGER?

It is a state of emotional outburst related to the psyche of the individual. Some people ascribe it due to genetic factors and some are grown up to be angry when their social upbringing was subjected to severe criticism in their childhood. Also when a section of people are neglected for a long time or suppressed or oppressed they vent out anger in multiple proportions. One thing is certain and sure that there is always danger in anger. A few people express anger frequently by their very nature.

CAUSES:

Psychology of an individual plays a crucial role in finding out the reasoning for sudden outburst. The inability to judge the people properly or due to preconceived notions or prejudices can result into anger. Whenever there is a vast gap between one's expectations and realities, the problem begins. Individuals tend to develop either sympathy or antipathy towards other individuals. If there is strong antipathy against a particular person, then again the problems crop in. When the issues are kept pending or when not addressed appropriately, that becomes a danger signal. Lack of openness and sharing can create problems. It is often the clash of egos and conflicts. Wrong inputs may lead to complications. Improper time management at the work place may result in delay and thus resulting in anger. When an individual is unable to look at the things from others' perspective due to lack of empathy, then also anger builds up.

At the work front when an individual does not reach his prescribed targets then the emotions outburst and self-criticism starts. Both the internal and external factors play crucial deciding factors. If any pressure due to external, an individual attacks on others. If any mistake because of one, one resorts to self-criticism. In this case, it becomes a psychological problem.

EFFECTS:

It is like tsunami effect for both the individual and for the individuals in and around both physically and psychologically. Heart beat increases and may result in transferring the anger to somebody and which further complicates the matter worse. There will be no concentration on the work and leading to negativism and feeling strongly that all are wrong.

At the corporate level due to the increased competition and workload, people are developing high stress levels and subsequently burning out. Long years of relations that have been tried and tested and are built based on mutual trust and confidence will break up with in no time. In corporate world, anger results in loss of clients and loss of business, which in turn leads to loss of prospects. Society does not accept people with anger and such people become socially inept. They are treated as liability not as an asset in the corporate world. It ends in loss of respect and image. Of course, there is sudden relief to mind and one feels relaxed after losing temper. One can recoup fresh energies, which is the only silver lining over the dark cloud of anger. 'Where there is anger, there will be affection' goes famous Tamil saying which is another positivity from negativity.

TOOLS AND TECHNIQUES TO OVERCOME:

The first and foremost thing is not to attack the person but the behavior of the person. Identify the problem why the other person went that much extreme. Once the hidden feelings or emotions are noticed then the half battle on anger is won. Firstly, the angered person must label his feelings. Secondly, there is need to express and report the root cause of such feelings. Thirdly, there is a strong need to take action before it becomes a volcano. And fourthly, there is a need to follow up the entire process in a systematic manner.

An individual must introspect and take intrapersonal feedback within himself about the causes, consequences and then about the credibility of the anger. If an individual is honest at the core he can judge himself and can come out of it successfully. Secondly, he can meet a trusted friend and explain the scenario frankly in order to verify and cross check from his judgement. If there is contradiction between the individual and the other person then the solution, which is more genuine, should be adopted.

An individual can go and talk to friends forgetting the anger and relax himself. While sympathy makes the other person better it is in fact the empathy that makes the other person stronger. Pinpointing the problem is the right method and analyzing the same from the root provides the right solution. A mature man resorts to quick correction and limits the damage. It requires extraordinary courage to go for self-analysis and introspection to manage the damage. Doing meditation and yoga can bring fresh energies to the mind. It also enhances creative energy and brings down the tempers to the lowest level. Addressing and redressing the grievances without any delay is essential.

ANGER MANAGEMENT:

The organizations are taking the concept of anger management very seriously and the concept is added in many seminars because of growing stress levels due to stiff competition. Everyone is serious and is working harder and smarter in order to prove himself. When one fails in reaching his targets or goals or deadlines at the work front then there will be strained relations with in the companies.

Drinking water when one feels that one is irritated and feels strongly that it will result into sudden outburst will prove to be handy. Counting numbers from 1 to 10 and vice versa can contain the anger. Keeping quiet for sometime is also a good thing. Or leave the room so that the tempers can be averted. It is also necessary to go separately from the scene and do inhaling and exhaling exercises as it avoids embarrassing situation and also gives fresh oxygen to mind. Be cool and go in front of the mirror and force yourself for a repeated smile.

CONCLUSION:

Amitabh Bachhan was known as an angry young man in his initial celluloid career. He put his anger in aggression and acted in selective roles and succeeded in his celluloid world. He knew his strengths and weaknesses and he intelligently converted his weaknesses into strengths by channeling his energies in a creative and stylish manner.

Globally renowned Gold sportsperson, Tiger Woods is also noted for aggression and for his razor sharp tongue. He also utilized his energies in a constructive and creative manner and is a global celebrity.

MESSAGE:

All human beings are not free from weaknesses. Channelise the hidden emotions and energies in a creative and constructive form so as to vent our feelings softly rather than harshly. We can change, transform by fine-tuning our skills and abilities. Let us all put sincere efforts to turn our scars into stars for building a society, which is full of love, peace and harmony.

THE END

CAREER DECISION SKILLS

After completion of the tenth standard, the students in India are confronted with what kind of stream they should opt for in 10 plus 2 (Intermediate). Is it commerce, science, arts or computers etc.? At the age of approx. 15 years itself students start thinking, which stream to follow? At this stage, they may not be able to decide and hence they leave their career choice to their parents to decide. The parents look at the pulse of the market and the present potential and trend in the job scenario and they advise their children to opt for a particular stream. This is the way career choice is made indirectly in the initial stage in India. Is it justified to thrust upon their children? If not, then what should be done?

It is necessary to look at the aptitude, attitude, abilities and awareness of the child and then proper choice should be made. The parents should study the progress report and find out the areas where the child is weak and strong. After weighing thoroughly his past and present performance then the choice should be offered and the child should be counseled accordingly. If this happens then the child takes interest automatically and without any external initiative from parents he will study and pass the examinations.


CHOOSING THE RIGHT CAREER:


Usually the students go for conventional careers where the risk is minimal and nominal. The conventional careers means not swimming against the current but rather sailing with stream and trend. For instance, there is an excellent trend towards engineering, medicine and management profession these days. It is mostly because of availability of plenty of jobs. Both the students and parents want to play safe by opting for hot cake section. Where as in the unconventional careers the risk is higher and prospects are not clear like fashion designing and entertainment industries. These are the roads less traveled and there will be high risk and high returns. One has to swim against the current. According to American author, Dale Carnegie there are six types of fears human beings face such as fear of criticism, fear of old age, fear of poverty, fear of ill health, fear of death and fear of failure. It is basically the ‘fear of failure’, which is the root cause for not opting for unconventional careers.


SWOT ANALYSIS:


SWOT is the acronym for Strengths, Weaknesses, Opportunities and Threats. It is a powerful tool regularly used by corporate to find out the implications and effects of strategic decision making. And whenever the companies are going for mergers and acquisitions or take overs, then also it is conducted and evaluated by an independent body headed by a person who is known as corporate planner or a strategist. The same tool can be applied vis-a-vis career decision. What are the strengths and weaknesses of taking up a particular career? Whether the student possesses the personal qualities and competencies. If not possessed and the students wants to pursue, he can overcome the weakness by thorough practice and training. Any skill or competency can be acquired if there is will power to attain the same. The cherished career must have wider opportunities so as to minimize and eliminate the risks. The probable threats involved both from internal and external angles should be examined thoroughly. The internal threats arise out of the individual incompetence while the external threats arise which are beyond the reach and control of the individual. One should be able to anticipate and discount internal threats and, overall, one should be wary of threats related to the career.


FALL OUT DUE TO WRONG MOVE:


What happens if an individual makes a wrong move and opts for a wrong career? He will never enjoy his work and he will be in a continuous hell. He will have everything but no mental peace and develop stress levels. In some cases people fail in their careers and they keep doubting their confidence levels. Self-esteem decreases. At the work place they will be subjected to ridicule, laughter, insult and humiliation.


CAREER STRATEGY:


According to Md.Mubeen Shaikh, the faculty of Arkay College of Engg. & Tech, Bodhan in Andhra Pradesh, “At the age of 15 years the student is not able to decide any specific stream of his choice. Therefore, there should be no stream specialization or selection just after 10th class itself. Rather it should be postponed to after 10 plus 2 (Intermediate) level”. By the age of 17 the students will be mature enough to select the stream of their choice which could be free from family or teacher or parental influence. One can give out his best when one enjoys what he is doing.

Presently people opt for medical and engineering after 10 plus 2(Intermediate) and the career options are limited, as these two are considered professional. If computer or commerce is also made like professional qualification by application of computer or management related subjects respectively, the students will take more interest in those areas also and they can be easily absorbed into jobs. By converting non professional qualifications as professional and the base for professional courses get widened.


ROLE OF CAREER CONSULTANTS:


When the students are caught between the devil and deep sea they can approach the career coach. Now a day there is professionalism around everywhere. Taking the help of career consultants will be of great use. Usually it is the parents who provide the career support. If not, then the teacher should provide such support. When students approach the career counselors, they view it from career perspective and can provide right tools and techniques towards right career decision.


CONCLUSION:


Students should know that jobs don't grow on trees and there is right seed for the right career. Choose a career that is a sure shot passport to your success. In few cases, it is observed that students scale the ladder of success and realize at the end that the ladder is on the wrong side of the wall. The onus lies with parents and teachers to see that the ladder is placed on the right wall. When one gets a job of his choice and spouse of his choice he is said to be the luckiest. Set your priorities rightly based on the life the way you want according to your tastes and temperaments such as your job satisfaction, work life balance, monetary aspects etc., Rank all your priorities in the scale of 1 to 5 from three dimensions, such as personal level, social level and professional level. And choose the career after weighing all the pros and cons. Once the right career decision is made work hard to achieve your goals for ensuring all round peace, progress and prosperity.

T H E E N D