Professional Communication & Ethics Class Notes by Yogeesha HC.

, KVGCE

Effective presentation Strategies

A Presentation is a fast and potentially effective method of getting things done through other people. In managing any project, presentations are used as a formal method for bringing people together to plan, monitor and review its progress. Whether you are a student or an employee of a business organization, it is essential to possess good public speaking skills. Employers are demanding people with excellent communication (written, oral, and listening) skills. Presentation skills are important for every individual. To mention a few, as a team leader you may have to present before the corporate body about the product your team brought out; as top administrator of an organization you may have to present your goals, activities and achievements to an important visitor; as project manager you may have to present before a committee the results of a project and so on. In addition, if you are a student you may have to attend seminars, present papers. These situations call for effective memorable presentations. Thus, a presentation becomes an important element in delivering positive learning experiences. "Well-organized presentation" and "enjoyable content" were the two most important measures of presentation effectiveness. The ability to make effective and memorable oral presentation is the important qualities in the successful career of an individual. Constant practice is the key to acquiring these skills.

Fundamentals of Effective presentations

1. Defining the purpose The purpose of the presentation not only decides the content and style but also affects the amount of audience interaction. The purpose of the presentation may be to provide information or to analyze a situation. In this case the audience interaction will be limited manner. But if the purpose of the presentation is to persuade people to take a particular action, or to collaborate with them in solving problems, or making decisions, the interaction would be more. In this situation, the presenter generally begin by providing facts and figures that increase the audience understanding of the subject, then he may offer arguments in defense of certain conclusions and recommendations. In addition, the presenter invites them to participate by expressing their need, suggesting solutions and formulating conclusions and recommendations. This needs a lot of on-the-spot thinking skills and in-depth knowledge of the subject. Depending on the purpose, the presenter needs to be flexible enough to adjust to the new input and unexpected audience reactions. 2. Analysing Audience and Locale The next task is to consider the audience to determine how best to achieve your objectives in the context of these people. Essentially this is done by identifying their aims and objectives while attending your presentation. If you can somehow convince them they are achieving those aims while at the same time achieving your own, you will find a helpful and receptive audience. For instance, if you are seeking approval for a new product plan from senior management it is useful to know and understand their main objectives. If they are currently worried that their product range is out of date and old fashioned, you would emphasise the innovative aspects of your new product; if they are fearful about product diversification you would then emphasise how well your new product fits within the existing catalogue. This principal of matching the audience aims, however, goes beyond the simple salesmanship of an idea - it is the simplest and most effective manner of obtaining their attention at the beginning. If your opening remarks imply that you understand their problem and that you have a solution, then they will be flattered at your attention and attentive to your every word. All audiences have one thing in common. They are the receiving end of your communication. The nature of the audience has a direct impact on the strategy of the presentation. Hence it is necessary to have some prior knowledge of the audience characteristics. Know your audience What are their interests, likes and dislikes Are they familiar with the topic? Is their attitude hostile or friendly What is the size of the group? Age range? Gender distribution?

Page 1 of 18

Professional Communication & Ethics Class Notes by Yogeesha HC., KVGCE

If you know in advance how your audience is likely to react, you can structure your presentation and adapt your style to help them feel comfortable. You too are less likely to feel distressed by their reactions. We communicate to inform, persuade or entertain. Whatever may be the purpose, give the impression to your audience that you want to share your views with them. At the start of the presentation make eye contact with your audience. This will help you to assess the whether they are excited, resistant, hostile, or dull. Always begin with a smile and greet them in a pleasant tone. Remember that while a person reading a written report can review what has read, skip pages and go forward, or stop to ponder the meaning of the words. A listener can not replay what he misses when his attention wanders. Since it is inevitable that his attention wanders, you must prepare your presentation specifically for listeners. Key points should be emphasized and repeated at appropriate moments. The structure of the presentations can further be skillfully emphasized through interactions with the audience, and through changes in delivery techniques. You can also use visual aids to great effect to hold audience attention and promote understanding. If you are going to speak about something controversial or you have to break bad news perhaps, set aside some time before your presentation to chat with those who will be affected. This will help you to build support anticipate problems consider strategies Testing the waters before hand, so to speak, will help you to fine-tune your approach Speak with confidence and convection Make your points crystal clear and easy to understand Maintain an attitude of alertness and confidence. Encourage questions from audience. Audience participation gives the opportunity to clear up any misunderstanding. In addition to an overall understanding of the audience you need to find out about the locale. Every location has its unique physical environment. You may present in magnificently large auditoriums or oppressively small conference rooms. Know the physical setting, find out whether you'll have a podium or a table, whether you'll have a public address system and so on. Also pay attention to the physical conditions confronting your audience such as seating, room temperature, and lighting. Have they been seated on hard metal chairs for an hour in a freezing room? Or is the lighting too powerful to render your slide presentation ineffective? If you identify such problems in advance, you can either ask for alternative arrangements or model your materials, visual aids, and style to suit the environment. 3. Organizing contents Always prepare more material than required, as this will help you feel confident. When you get on the stage, take your time to arrange your notes. Before starting, take a couple of deep breaths. Your first words will sound louder and more confident. The extra oxygen will also help you concentrate. Make eye contact with one person for few seconds before you move up on to the next. Begin with a smile. By doing so you offer a warm welcome that helps them and you to relax. Arrange the contents of the presentation into three major parts. 1. Introduction The introduction comprises the opening statement, the aim, and the layout of the presentation. It can be a question, a sincere greeting, or a starting statement. This catches the attention of the audience and prepares them to listen to rest of the presentation. After the opening statement, state clearly and precisely the purpose of the presentation. A good introduction is a vehicle to lead the audience into the main body of the speech. 2. Main body The main body, the discussion, or the text part follows the subsequent to introduction and supports your aim or specific purpose. The major points you highlighted in your opening will be expanded upon here. Depending upon your topic, and your introduction, you can choose from any of the following patterns to organize the main body of your speech. Chronological You can have this pattern for organizing the details which you can arrange sequentially (in the order in which the events occurred or appeared before you). The entire presentation can be arranged
Page 2 of 18

Professional Communication & Ethics Class Notes by Yogeesha HC., KVGCE

chronologically. This method is useful for topics like 'the profile of your institute', 'the changing face of the earth' and 'history of sports'. Categorical This is one of the easiest and most commonly adopted patterns for many topics The entire presentation can be divided into various topics and sub-topics arranged on the basis of subordination and coordination. This can be used for topics like 'the role of advertising', 'environmental protection', 'importance of professional presentation' etc. Cause and effect You can adopt this method whenever there exists a cause and effect relationship Here you have to illustrate and explain the causes of the situation and then focus on the effects. It is relevant for topics like 'impact of cinema on children', 'internet-boon or bane', 'smoking in children, etc. Problem-solution Here you divide the presentation into two parts. In the first part describe and analyze the cause and effect of the problem. After the analysis you move onto the main objective of the presentation to suggest or propose a solution to the problem. It is very helpful and effective way for persuasive presentation. For topics like population explosion this method can be used. You can bolster your argument or ides by providing examples, illustrations, statistics, testimony, analogy or definitions. Resist the temptation to include too many points in the body of the speech. Restrict yourself to four or five points. Every main point is a unit of thought, an essential part of a speech. Each part should be clearly stated independent of other points. Balance the time devoted each point accordingly. Make use of transitional expressions like therefore, because, in addition to, apart from that, on the contrary, next, etc. Internal previews, internal summaries, and sign posts help not only in understanding where you are in the speech, but also the audience in grasping the topic better. 3. Conclusions Conclude the presentation by reviewing the main points. Given a signals such as to sum up, to conclude, to review,etc. As you conclude, remind the purpose of the presentation, which could be either to persuade or to inform them. Avoid the temptation to wrap up in haste or add something new in the part of the speech. If possible, conclude with a quotation or recall the earlier story, joke which you commenced your presentation to bring it a full circle. Very often, presentation is followed by question period. They provide vital feedback about the ideas presented during the presentation. If a questioner tries to trip you up with difficult questions, maintain a polite but firm attitude. Do not reveal annoyance, but as soon as possible divert to other members of the audience. 4. Preparing an outline An outline is a mechanical framework in which are fitted the bits and pieces of the presentation material. It serves as a guide to show the right path for the presentation. Example outline of the presentation of the new product presented by the project leader may contain the following elements 1. Introduction 2. Product Appearance 3. Various parts 4. Functioning 5. Facilities 6. Conclusion Under each headings, there may be sub-heading. 5. Visual Aids A picture is worth thousand words. Speeches often need strong visual support handouts, chalkboards, flip charts, overheads, slides, coputers, charts, tables, films, etc. If a picture is simple and clear to its purpose and audience it will deliver its message more accurately and quickly than a verbal explanation. The importance of visual aids Increase audience interest
Page 3 of 18

Professional Communication & Ethics Class Notes by Yogeesha HC., KVGCE

Illustrate key points Signal transition from one part of the presentation to the next Increase impact of message Help listeners retain information Help present ideas without depending on notes For those not familiar with your language or accent, turn the incomprehensible into something understandable. When choosing visual aids select those which the suit the style and content of the presentation. Ensure that it is well designed and professionally generated. Different types visual aides used in presentations are as under: 1. Overhead transparencies Use larger fonts, avoid decorative fonts Separate the each sheet using thin papers Keep them uncluttered Show only the required information Do not add multiple colours Use pointer on the screen Familiarize the operation of the overhead projector Be ready with your notes in case of power failures 2. Power point presentation Check the computer before loading Familiarize the operation of the slides Transfer files to the hard disk Rehearse the presentation Keep a printed copy for use in case of computer malfunction 3. Blackboard or whiteboard Clean the board before and after the presentation Write in large letters Stand to the side as you write Dont face the board while talking Divide the board into columns Keep contents which you want to refer to again 4. Flip charts Use different coloured markers Keep two pads of paper Write in large letters Use only one side of the chart Wait for the audience to grasp the contents before turning the page. If you feel that the audience needs explanation for your aids explain to them lest they should misunderstand it. Organize the visual aids as a part of the presentation. Fit them into the plan Emphasize the visual adds. Point to them with bodily action and with words. Talk to the audiences not to the visual aids. Look at the visual aids only when the audience should look. Avoid blocking the listeners view of the visual aids. Take care not to stand in anyone's line of vision. Refrain from removing the aid before the audience has an opportunity to absorb the material Do not talk about the visual aid after you have put it aside. Use enough visual aids to make your points clear, but don't overdo it. Dont use too many lines or figures on one aid, make sure that it's visible to one and all from all the corners of the room It should not be very light that the audience finds it hard to see. Too small an illustration will not be visible to those in the back of the audience. Keep them at an inconspicuous place, if aids are too many, or they may distract the attention of the audience
Page 4 of 18

Guidelines to make effective use of visual aids

Professional Communication & Ethics Class Notes by Yogeesha HC., KVGCE

Understanding Nuances of Delivery

Manner of presentation, vocal inflections, perfectly timed pauses, facial expressions, and gestures are part of an expert delivery. Even a dull and drab topic will turn out to be more interesting if presented well, whereas really interesting topic may appear to be dull because of poor delivery. Having something to say is not enough- you must also know hot to say it. Good delivery does not call attention to itself. It conveys your ideas clearly, interestingly, and without distracting the audience. Most audiences prefer delivery that combines a certain degree of formality with the best attributes of good conversation directness, spontaneity, animation, vocal and facial expressions, and a lively sense of communication. There are four modes of delivery that can be used for making presentations. They are 1. Extemporaneous 2. Manuscript 3. Impromptu 4. Memorization 1. Extemporaneous This is the most popular and effective method when carefully prepared. You must prepare and rehearse presentation but not word by word and line by line. Will sound spontaneous as after thorough preparations, you are speaking while thinking. Advantages Enough time for preparation and hence collect all relevant information and present in best structured way. Thorough preparation makes you feel secure and adaptation is possible if the need arises. Supporting material helps to present points clearly and also add weight to presentation. Appropriate selection of quotations, illustrations, statistics, etc. helps to substantiate your point. Delivery sounds natural and spontaneous as it allows to establish a rapport with the audience through more eye contact Enables to move freely, with ease. Disadvantages: If preparation is inadequate, presentation becomes dull and you feel lost and uncomfortable If you rely too much on notes and start reading from them instead of consulting them for reference, then the speech will lose it spontaneity. 2. Manuscript In manuscript presentation, material is written out and you are supposed to read it out aloud verbatim. You are not supposed to memorize the speech and then recollect it. It's there in front of you to read. But, you should be wise enough not to attempt to read a speech until you have become a proficient reader. Unfortunately most speakers are not good readers. They make it uninteresting by reading in a dull and monotonous way. However, you can overcome this problem with consistent efforts. You could maybe rehearse with a friend or colleague. For effective use of this mode, you should have gone through the material several times beforehand till you become absolutely familiar with the text. You should strive to choose material designed to achieve understanding. Do cultivate familiarity with speech/text. You should know what is written where. Advantages It's a permanent and accurate record of whatever you have to say . There is no chance of tampering with the facts and figures. The material is organized systematically. Keep m mind the step-by-step development of main points. Language gets polished because you can write and rewrite your material until you feel satisfied on all counts. Disadvantages: Since you wall be reading from the manuscript, you get less time for making proper eye contact, which is essential to feel the pulse of your audience. Since you are reading to the audience, you cannot talk to them. There is not much scope either for non-verbal communication.
Page 5 of 18

Be familiar with the basic operations of the electronic devices which you would use for your presentations.

Professional Communication & Ethics Class Notes by Yogeesha HC., KVGCE

Adaptation is rather difficult, if the need arises. To give a different twist to your material. In the absence of effective reading skills you fumble over words, lose your pace, and miss punctuation marks. This adds up to an uninteresting speech. Conversational flavour along with vocal inflections takes a back seat which is a great asset for any speaker.

3. Impromptu It is the form of speech when you have to deliver an informal speech without preparation. Dont be panic and babble something in an unmethodical way. Instead calmly state your topic and then preview the points you are to make. Support your points with whatever examples, quotes, and anecdotes you recall at that time. Then briefly summarize or restate your points and end with a smile. Be as brief as possible during the impromptu presentations. Advantages You sound very natural because you do not get time to make any elaborate preparations. You get a chance to express your thoughts You are spontaneous as you say what you feel. Disadvantages Lacks organized development of ids No supplementary material Chances of rambling are very high Frequent use of vocalized pauses Turn out to be a failure if no proficiency on the language 4. Memorization Memorize the entire speech and recall it during the presentation. Usually memorize the key points. Sppech is written out beforehand, then committed to memory and finally delivered from memory. Advantages Easy for speakers to maintain eye contact Can easily move and make use of appropriate non-verbal communication to add extra value to the speech. Possible to finish the speech in time Disadvantages Memorization requires too much of time Chances of making it dull and monotonous Even mnemonic skills fail if you have not rehearsed adequately. No flexibility or adaptability Gets frustrated if forgets a word, sentence or a whole paragraph.

Kinesics:
Kinesics is the interpretation of body language such as facial expressions and gestures or, more formally, nonverbal behavior related to movement, either of any part of the body or the body as a whole. Kinesics is the name given to the study of the body's physical movements. In other words, it is the way the body communicates without words, i.e. through various movements of its parts. As is well said by Watzlawick and his associates, You cannot not communicate'. You communicate just by being. Nodding your as head, blinking your eyes, shrugging shoulders, waving the hands, and other such physical activities are all forms of communication. Some kinesic behaviours are deliberately intended to communicate, as when you nod your head for acceptance. Understanding non-verbal cues will develop your ability to use them more effectively during your presentations. While speaking, listening, reading, or writing, we consciously use words to receive or send ideas. Why do we use words? Because they are the primary symbolic forms that convey our thoughts. On paper, words remain static; punctuation marks are used to used to convey pauses, expressions, emotions, etc. But in face-to- face communication the message is conveyed in two levels simultaneously. One level is verbal and other is non-verbal.

Page 6 of 18

Professional Communication & Ethics Class Notes by Yogeesha HC., KVGCE

Non-verbal form of communication is not as deliberate and conscious as verbal communication. It refers to all communication that occurs without the use of words either spoken or written. Non-verbal communication is concerned with body movements(kinesics), space(proxemics), and vocal features(paralinguistics) . Personal Appearance: It plays an important role; people see you before they hear you. As you adapt your language to an audience, you should also dress appealingly. Appearance includes clothes, hair, jewellary, cosmetics, and so on. Plan your appearance in such a way that it communicates effectively to others. Even before the speaker utter his first syllable you begin to form an opinion about him and visualize the way he is going to talk. You should clean and well groomed, conforming to the need of occasion. Posture: Refers to the way we hold ourselves when we stand. You need to analyze the effect of body shape and posture to understand their role in non-verbal communication. Stiff, unnatural positions such as big leaf send the message that you are unsure of yourself and your message. Instead, lower your hands to sides in a natural, relaxed and resting posture will encourage questions and discussions. Also being comfortably upright, squarely facing an audience and evenly distributing your weight are all aspects of posture that communicate professionalism, confidence, attention to detail and organization. Seeing is believing, so be and appear to at ease. Neither remain static nor fidget. Move occasionally to hold attention, suggest transitions and increase emphasis. a. Slumped posture low spirits b. Erect posture high spirits, energy and confidence c. Lean forward open, honest, and interested d. Lean backward defensive or disinterested e. Crossed arms defensive and not ready to listen f. Uncrossed arms willingness to listen

Gesture: It is the movement made by hands, arms, shoulders, head and torso. A well times gesture not only drives a point home but also enhances the impact and adds greater value to what is being said. Gestures clarify your ideas or reinforce them and should be well suited to the audience and occasion. There as many as 7,00,000 varied hand gestures alone. They should not divert the attention of the listeners and distract from the message. Gestures can be roughly divided as : i. Enumerative - - numbers ii. Descriptive size of the objects iii. Symbolic abstract concepts iv. Locative Location of an object v. Emphatic - emphasis Facial expression It play an important part in non-verbal communication. The face is the most expressive part of the body. A smile stands for friendliness. Raised eyebrows for disbelief. Facial expressions are difficult to interpret. The five basic expressions are Inhibited restricted and stolid Uninhibited spontaneous and impetuous Substitute happy with a long face Frozen no change in expression Blank no expression at all Eye contact The eyes are considered to be the windows of the soul. You look to the eyes of the speaker to find out the truthfulness of his speech, his intelligence, attitude and feelings. Eye contact is direct and powerful form of nonverbal communication. Your eyes are a rich source of feedback. Looking directly at listeners builds rapport. Prolonging the eye contact tells the audience that you are sincere in what you say and that you want them to pay attention. Arabs, Latin Americans and South Europeans look directly into eyes. Asians and Africans maintain less eye contact. A direct look conveys candour and openness. This is a powerful signal for confidence or sincerity.

Proxemics

Page 7 of 18

Professional Communication & Ethics Class Notes by Yogeesha HC., KVGCE

One of the terms used in non-verbal language is proxemics. Edward Hall defined proxemics in the 1950s and 1960s when he investigated mans use of personal space in contrast with fixed and semi-fixed feature space. Fixed feature is what it is fixed has in unmovable boundaries. Semi-fixed is fixed boundaries that can be moved like furniture. Proxemics can be divided in two other ways, physical and personal territory. Physical territory is like desks that are in front of the room of a classroom instead of center. An example of the proxemic concept is that of stepping behind the desk of an associate at work and invading the personal zone. But what if it is the boss; do you have the authority? If its a co-worker you probably do. A workplace where you sit is a primary tool in establishing certain communications and is his or her freedom to place that desk where and how it is a key element in personnel considerations. The cubicles dont offer the chance to allow the worker to rearrange the furniture to his or her preference, nor do they allow visitors. Extra room or the ability to move furniture in an office are both symbols of status. The personal space can be divided into four distinct zones 1. Intimate : This zone starts with personal touch and extends upto 18 inches. Members of the family, lovers, spouses, relatives and parents fall under this zone. 2. Personal : This zone stretches from 18 in to 4 feet. Close friends, colleagues, peers etc. fall under this zone. Normal talking takes place in this zone. It is quite relaxed and casual place. It permits spontaneous and unprogrammed communication. 3. Social : Takes place in the radius of 4 feet to 12 feet. Relationships are official. You tend to become more formal. Less emotions and more planning in communications. 4. Public : starts from 12 feet and may extend upto 80 feet or in the range of hearing and eye sight. The degree of detachment is very high. The audience is free to do whatever they feel like. Speaker has to raise the voice or use public address system.

Para linguistics
Your voice is your trademark. It is that part of yourself that adds human touch to your words. Voice gives extra life to your delivery. Characteristics of voice are : Quality : It distinguishes one voice from another. Each one has a unique voice and its quality depends upon its resonating mechanism. While the quality of ones voice cannot be changed, it can be trained for optimum impact. It may be rich and resonant, soft and alluring, thin and nasal, hoarse and husky, or harsh and irritating. Volume : It is the loudness or softness of the voice. Depending on the number of audience, the voice should be either high or low. Pace/Rate : It is the number of words which you speak per minute. It varies from 80 to 250 words per minute. The normal rate is 120 to 150 words per minute. Use pauses to create emphasis. Pitch : refers to the number of vibrations per second. The rise and fall of the voice always conveys various emotions. Lowness of speech can indicate sadness, shock, dullness, guilt, etc. If you are excited, joyous, and even angry, the pitch becomes high. A well balanced pitch results in a clear and effective tone. Intonation refers to the rising and falling pitch of the voice. Pitch is influenced by air supply. Articulation : Speakers should be careful not to slop, slur, chop, truncate or omit sounds between words or sentences. If all the words are not uttered properly, the flow of understanding gets interrupted and deters the listeners from grasping the meaning of the message. Lazy articulation, slurred sounds, or skipping over words will lower the credibility of the speaker. Develop the ability to speak clearly, distinctively, produce the sounds in crisp and lucid manner. Pronunciation : means speaking out the sounds in way that is generally accepted. One should be careful enough to pronounce individual sounds along with word stress according to the set of norms. Wherever there is a confusion, consult the dictionary and try to pronounce it accordingly. Voice modulation : it pertains to the way we regulate, vary, or adjust the tone, pitch, and volume of the sound or speaking voice. It brings flexibility and vitality to your voice and you can express emotions, sentiments like impatience, careful planning, suspicion, etc. in the best possible way. If you do not pay attention to the

Page 8 of 18

Professional Communication & Ethics Class Notes by Yogeesha HC., KVGCE

modulation of the voice, then your voice becomes flat. Word stress and sentence stress also play an important role in voice modulation. Pauses : It is a short silence flanked by words. It lets the listener reflect on the message and digest it accordingly. It helps you glide from one thought to another. It embellishes your speech because it is a natural process to give a break. Do not prolong the pauses unnecessarily as they will hinder the flow of your speech. Vocalized pauses like uh, ah, hm, ahem, a, aah should be substituted by silent pauses. They make the speech sound evasive and untruthful; dilute the conviction of your point. Use pauses thoughtfully and time them well as they exhibit assurance, confidence and self control.

Chronemics:
Chronemics is the study of the use of time in nonverbal communication. The way we perceive time, structure our time and react to time is a powerful communication tool, and helps set the stage for the communication process. Across cultures, time perception plays a large role in the nonverbal communication process. Time perceptions include punctuality, willingness to wait, and interactions. The use of time can affect lifestyles, daily agendas, speed of speech, movements and how long people are willing to listen. The way an individual perceives time and the role time plays in their lives, is a learned perspective. Just as there are different time zones, so too are there different perceptions of time across cultures all of which can influence global communication situations. When writing about time perspective, Gonzalez and Zimbardo comment that There is no more powerful, pervasive influence on how individuals think and cultures interact than our different perspectives on timethe way we learn how we mentally partition time into past, present and future. Depending upon where an individual is from, their perception of time might be that the clock rules the day or that well get there when we get there. Improving prospects for success in the global community requires understanding cultural differences, traditions and communication styles. Chronemics is one of those nonverbal channels of communication, and their treatment of time illustrates their perspective of time. Instead of watching the clock, they are more deeply concerned with discussing broad themes and philosophies before details of a negotiation are addressed. Above all else, they place far less value on simply reaching agreement for the sake of meeting a deadline. Rather, the place far more value on ensuring that the outcome of any agreement is good and looks good so that they can preserve face, as is the norm in the collectivist culture. Understanding these cultural differences and perspectives on time can greatly improve future negotiations in the international community. ***

Page 9 of 18

Professional Communication & Ethics Class Notes by Yogeesha HC., KVGCE

GROUP COMMUNICATION
Purpose of Group Communication To share and exchange information and ideas. To collect information or feedback on any project/policy/scheme To arrive at a decision on important matters To solve a problem which is of concern to the organization as a whole To discuss the issues related to a particular topic To elaborate upon any work undertaken or research done in order to elicit feedback Major forms of Group Communication
S. No 1. Name Meeting Purpose / Objective Convey information at one time To instruct, brief , solve problems, take decisions Structure Two or more persons Formal physical setting 2 Seminar 3. Group discussion Small group of experts or well informed persons Seven to ten Characteristics Punctuality Chairman present Introduction Problem centered Information centered Fair chance to everyone May be periodic No side conversions No hidden agenda High degree of formality Conclusion Academic in nature Close interaction with lead speaker Free discussion No named leader Rules are minimum Free oral interaction Interdependent No personalization Conclusion Formal For larger audience Procedure Notice Agenda Minutes

4.

Symposium

Present the results of original research Share knowledge, get view points Exchange information Solve problems Persuade Take decision Assess or judge personality traits Discuss different aspects of a problem for audience Interchange ideas through conversation, co-operative thinking

Presentation Discussion

Understand Discuss Conclude

Any number

5.

Panel discussion

Small number of panelists

6.

Conference

Confer with people having similar interests, to pool experiences and opinions Discuss matter of professional interest

7.

Convention

Any number of participants Subject matter wider Several sessions Rigorously structured Professional gatherings, companies, associations, societies, political parties

Moderator meant for public discussion Programmes on radio and TV Less formal than meetings Closed G.D. Wide range of activities Formal only professional matters for same profession

Each one presents one aspect Audience participate Problem/topic worded as question Panelists answer

Presentation Discussion

share views

Group discussion
Form of group communication in which particular number of people(approximately 3 to 8) meet face to face and through free oral interaction originate, share and discuss ideas to arrive at a decision or solution to a problem. They
Page 10 of 18

Professional Communication & Ethics Class Notes by Yogeesha HC., KVGCE

are widely used for decision making and problem solving. They are also used as a personality test for evaluating several candidates simultaneously. They help to shortlist candidates for a final interview, to select personnel for positions of responsibility, especially in the service sector and also to select students for admission to professional institutes.

Categories of G.D.
1. Organizational G.D. 2. G.D. as a part of a selection process

Organizational Group Discussion

In organizations, GDs are mainly used for group decision making. Members of the group take the responsibility of explaining their views and arriving at a consensus. They help to reduce the many problems inherent in the traditional interactive groups. Techniques 1. Brain storming It is a method for generating variety of ideas and perspectives. It is as uncritical as possible because the criticism inhibits the free flow of ideas. Steps involved A group of six to twelve people sit around a table The group leader states the problem in a clear manner Members then suggest as many alternatives as they can in a given length of time and write down them on a blackboard, whiteboard, flip chart or a piece of paper No criticism is allowed and all alternatives are recorded for later discussion There are two types of brainstorming techniques Story boarding : In this technique, participants identify major issues and brainstorm each of them. It is often used to solve complex problems. Lotus blossom : In this technique, a core thought is presented and participants provide eight ideas surrounding it like the petals of a lotus blossom, as it were. Then each of these ideas becomes a core thought to be further surrounded by a set of eight ideas and so forth, until participants can no longer generate ideas or until decision makers feel that they have good grasp of the problem and potential creative solutions. 2. Nominal group technique It restricts discussion during the decision making process and hence the term nominal group. In this case, although members are physically present, they operate independently. Steps are as follows Members meet as a group, but before any discussion, each member independently writes down his ideas on the problem Each member then presents a single idea. No discussion takes place until all ideas have been recorded The group now discusses the ideas for clarity and evaluates them Each member silently and independently rank orders of the ideas. The final decision is determined by the idea with the highest aggregate ranking This technique permits the group to meet formally but does not restrict independent thinking. 3. Delphi technique It is more complex and time consuming alternative in group decision making. It is similar to the nominal group technique that it does not require the physical presence of the group members. Steps involved are as under: 1. The problem is identified and members are asked to provide potential solutions through a series of carefully designed questionnaires. 2. Each member anonymously and independently completes the first questionnaire. 3. The results of the first questionnaire are compiled at a central locations, transcribed and reproduced. 4. Each member receives a copy of the results. 5. After viewing the results, the members are again asked for their solutions. The results typically trigger new solutions or cause changes in the original solutions.
Page 11 of 18

Professional Communication & Ethics Class Notes by Yogeesha HC., KVGCE 6. Steps 4 and 5 are repeated as often as necessary until consensus is reached.
This technique insulates the members from the undue influence of others. It does not require the physical presence of the participants. It can be used for decision making in geographically scattered groups. But it is time consuming. And not suitable where is a speedy decision is required. It may not develop the rich array of alternatives.

Group Discussion as part of Selection process

Group discussions have become an integral part of most of the selection processes.

Characteristics
Groups of 8 to 10 candidates are formed into a leaderless group Given specific topic or situation for discussion within a given time limit of 30 minutes The group members may either choose their seats or asked to take the seat allotted by the selection panel The rules of GD such as time limit, panels expectations, etc are explained by the panel The selection panel observes the discussion directly or indirectly Each candidate is supposed to voice his opinion and offer supporting and counter arguments if required. The objective of the selection GD is to mainly check team playing skills. Most GD assess individual traits, group behavior and leadership qualities that are needed to succeed in profession. Evaluating Components 1. Knowledge Refers to the depth and range of knowledge as well as analytical and organizational abilities. You should be able to grasp the situation and analyze it not just at a mundane level, but from the widest perspective The originality of your ideas, knowledge and initiative, and your approach to the topic or case contribute to your success in GD The greater the knowledge of the subject, the more interested, enthusiastic, and confident you will be and also the more fluent and forceful your contribution to the discussion The panel will observe the number of ideas you put forward, their originality, the depth of analysis, and their relevance to the topic. Problem solving skills are essential . Do not afraid to propose novel solutions. This is a high risk , high return strategy. 2. Communication skills During a GD, you will be assessed in terms of Active listening : o Important as speaking o The selection panel may pose questions at the end to find out whether group members are good listeners. Clarity of expression o Use right tone, voice and articulation o Fluency of speech and good delivery are also expected o Slang, jargon and artificial accent are to be avoided Apt language o Language should be accurate, free of grammatical errors, direct, clear and precise o Do not use long winding sentences. o Remember complication does not create impact, content does. o Create an impact and that too in a positive manner Appropriateness of body language o Gestures and manners are more likely to reflect your attitude that what you say. o Emotions such as anger, irritation, frustration, warmth, excitement, boredom, defensiveness and competitiveness are all conveyed through body language. o Selection panel observes your appearance, frequency of eye contact, postures, gestures, and facial expressions. o Try to be as natural as possible.
Page 12 of 18

Professional Communication & Ethics Class Notes by Yogeesha HC., KVGCE

3. Group behaviour Emotional maturity and balance promotes interpersonal relationships You are expected to be more people centric and less egocentric requires co-ordination and co-operation How silent members are treated, who talks to whom, and who keeps the ball rolling, etc. are important. Ability to analyze the problem and persuade others to see it from multiple perspectives without offending group members is important Do not speak just for the sake of doing so. Try to build up your argument from the point where the last speaker left off. Your ability to convince others is important towards achieving success in a GD 4. Leadership potential The candidate who possesses both functional ability and coordinating ability will emerge as a leader. Functional ability involves knowledge, mental and physical energy, emotional stability, communication skill, integrity, and emotional intelligence. Coordinating ability involves traits such as group adaptability and motivation Group adaptability is the ability to adjust with other individuals, to serve as cohesive force that binds the group into a unit. Group motivation means the ability to motivate and influence others, bring out the best participation from the members, to nurture co-operation understanding, and team spirit among the team members. Some leaders are authoritative in nature Some leaders are amiable. They try to avoid conflict Some others are democratic. They include everyone in the discussion Selection panel will look for democratic style. Leaders should know how to handle hostility

Approaches to Topic and Case studies

GD based on topic o More difficult handle when the topic is unfamiliar o The panel may or may not allow time for thinking o The dynamics in the first couple of minutes is generally chaotic o Start speaking as early as possible o As a rule of thumb do not speak unless you have content for a speech of atleast one minute. o Listening carefully to what other participants have to say will trigger off fresh ideas. o A healthy discussion can takes place only when there is an exchange of ideas and these ideas are subjected to analysis. GD based on a case study o Case studies are easier to handle if your analytical skills are good o Cases are discussions of situations, calling for an appraisal of past action, a decision on future action, or both. Virtually every case calls for both analysis and decision making. Logical analysis and a firm grasp of the facts are crucial. Understand the situation from different viewpoints Work out alternative courses of action Make a decision Work out an implementation plan Work out a contingency plan to be used in case the first implementation fails.

Tips for Success in Group Discussion

A group discussion can be categorically divided into three different phases: i. Initiation/ Introduction ii. Body of the group discussion iii. Summarisation/ Conclusion

Page 13 of 18

Professional Communication & Ethics Class Notes by Yogeesha HC., KVGCE

Initiation Techniques Initiating a GD is a high profit-high loss strategy. When you initiate a GD, you not only grab the opportunity to speak, you also grab the attention of the examiner and your fellow candidates. If you can make a favourable first impression with your content and communication skills after you initiate a GD, it will help you sail through the discussion. But if you initiate a GD and stammer/ stutter/ quote wrong facts and figures, the damage might be irreparable. If you initiate a GD impeccably but don't speak much after that, it gives the impression that you started the GD for the sake of starting it or getting those initial kitty of points earmarked for an initiator. When you start a GD, you are responsible for putting it into the right perspective or framework. So initiate one only if you have in depth knowledge about the topic at hand. There are different techniques to initiate a GD and make a good first impression: i. Quotes ii. Definition iii. Question iv. Shock statement v. Facts, figures and statistics vi. Short story vii. General statement Quotes : Quotes are an effective way of initiating a GD. If the topic of a GD is: Should the Censor Board be abolished?, you could start with a quote like, 'Hidden apples are always sweet. For a GD topic like, Customer is King, you could quote Sam (Wal-mart) Walton's famous saying, 'There is only one boss: the customer. And he can fire everybody in the company -- from the chairman on down, simply by spending his money somewhere else.' Definition : Start a GD by defining the topic or an important term in the topic. For example, if the topic of the GD is Advertising is a Diplomatic Way of Telling a Lie, why not start the GD by defining advertising as, 'Any paid form of non-personal presentation and promotion of ideas, goods or services through mass media like newspapers, magazines, television or radio by an identified sponsor'?. For a topic like The Malthusian Economic Prophecy is no longer relevant, you could start by explaining the definition of the Malthusian Economic Prophecy. Question : Asking a question is an impactful way of starting a GD. It does not signify asking a question to any of the candidates in a GD so as to hamper the flow. It implies asking a question, and answering it yourself. Any question that might hamper the flow of a GD or insult a participant or play devil's advocate must be discouraged. Questions that promote a flow of ideas are always appreciated. For a topic like, Should India go to war with Pakistan, you could start by asking, 'What does war bring to the people of a nation? We have had four clashes with Pakistan. The pertinent question is: what have we achieved?' Shock statement : Initiating a GD with a shocking statement is the best way to grab immediate attention and put forth your point. If a GD topic is, The Impact of Population on the Indian Economy, you could start with, 'At the centre of the Indian capital stands a population clock that ticks away relentlessly. It tracks 33 births a minute, 2,000 an hour, 48,000 a day. Which calculates to about 12 million every year. That is roughly the size of Australia. As a current political slogan puts it, 'Nothing's impossible when 1 billion Indians work together'.' Facts, figures and statistics : If you decide to initiate your GD with facts, figure and statistics, make sure to quote them accurately. Approximation is allowed in macro level figures, but micro level figures need to be correct and accurate. For example, you can say, approximately 70 per cent of the Indian population stays in rural areas (macro figures, approximation allowed). But you cannot say 30 states of India instead of 28 (micro figures, no approximations). Stating wrong facts works to your disadvantage. For a GD topic like, China, a Rising Tiger, you could start with, 'In 1983, when China was still in its initial stages of reform and opening up, China's real use of Foreign Direct Investment only stood at $636 million. China actually utilised $60 billion of FDI in 2004, which is almost 100 times that of its 1983 statistics."

Page 14 of 18

Professional Communication & Ethics Class Notes by Yogeesha HC., KVGCE

Short story : Use a short story in a GD topic like, Attitude is Everything. This can be initiated with, 'A child once asked a balloon vendor, who was selling helium gas-filled balloons, whether a blue-coloured balloon will go as high in the sky as a green-coloured balloon. The balloon vendor told the child, it is not the colour of the balloon but what is inside it that makes it go high.' General statement : Use a general statement to put the GD in proper perspective. For example, if the topic is, Should Sonia Gandhi [Images] be the prime minister of India?, you could start by saying, 'Before jumping to conclusions like, 'Yes, Sonia Gandhi should be', or 'No, Sonia Gandhi should not be', let's first find out the qualities one needs to be a a good prime minister of India. Then we can compare these qualities with those that Mrs Gandhi possesses. This will help us reach the conclusion in a more objective and effective manner.' Summarisation Techniques : Most GDs do not really have conclusions. A conclusion is where the whole group decides in favour or against the topic. But every GD is summarised. You can summarise what the group has discussed in the GD in a nutshell. Keep the following points in mind while summarising a discussion: Avoid raising new points. Avoid stating only your viewpoint. Avoid dwelling only on one aspect of the GD. Keep it brief and concise. It must incorporate all the important points that came out during the GD. If the examiner asks you to summarise a GD, it means the GD has come to an end. Do not add anything once the GD has been summarised.

Meetings
Meetings are an important facet of corporate life. A group of people from an organization participate in a meeting because people performing different functions may have to come together to get a specific task done. There is an ever greater need for people in an organization to cooperate and share knowledge. Meetings serve as vehicles for individual advancement and organizational achievement. They act as a showcase for managerial talent, a forum in which employees get to audition before peers and senior management. They give participants an excellent opportunity to become opinion leaders in their organization, irrespective of their position in the hierarchy. Meetings also fulfill the human need for socializing and communicating. They help employees to bond with one another and communicate the values of organization letting the employees know what behaviour is allowed and what is considered unacceptable. They reflect the organizational culture. Purposes of meeting Every meeting is called for a purpose and it is this purpose which gives form to the meeting. In general the purpose of the meeting is either informal or decision making. Meetings for informal purposes: To communicate important or sensitive information To explore new ideas and concepts To provide feedback To present a report To gain a support for an idea, or project An informal meeting is called so that the participants can share information and possibly coordinate action. This involves individual briefings by each participant or speech by the leader followed by questions from the participants. Decision making meetings are mainly concerned with persuasion, analysis, and problem solving. They often include a brainstorming session which is followed by a debate on the alternatives. Meetings for decision making purposes: To reach a group decision To solve a problem To reconcile a conflict
Page 15 of 18

Professional Communication & Ethics Class Notes by Yogeesha HC., KVGCE

To negotiate an agreement To win acceptance for a new idea, plan or system

Preparation for the meeting

Before calling a meeting, ask the following question What is objective of the meeting Is the timing right How much will the meeting cost? If decision is made for calling the meeting, then determine the following Time Duration Agenda Participants Venue Setup Time : Following guidelines can be followed for considering the timing of the meeting Choose a time during which participants are at their best Start at an unusual time and end at a natural break point Allow ample time for preparation Avoid surprise meetings. Duration : The appropriate length of the meeting depends on the type of the meeting and on the number, complexity, and sensitivity of the agenda items. The greater the number of participants, the shorter the meetings should be. In a small meeting, high level of interaction is possible and makes the time pass quickly. In a large meeting, interaction is restricted. When scheduling long meetings, allow sufficient time for breaks. Agenda : A written agenda, the list of the individual items that need to be discussed in the meeting, should be distributed in advance. It keeps the meeting on course and helps to ensure that the stated objectives are accomplished. It also serves as a planning tool for participants and a control tool for the leader. Guidelines: Limit the number of agenda items to three to six and separate the need to know from nice to know. Dont dwell on the past Present opportunities not problems Allocate ample time Include sufficient detail o Name of the organization o Number of meeting o Date, time and venue o Items to be discussed If possible deliver the agenda to participants one week before the meeting Participants : One of the primary causes of unproductive meetings is not having the right people in attendance. Invite those people, with sufficient knowledge on the subject, with power to make decisions, responsible for implementing decisions, affected by the decisions made and who need information in order to perform their job effectively. Venue and Settings : The choice of meeting room has a significant impact on the overall quality of the meeting. Consider the size, lighting, ventilation, acoustics, sound systems, distractions, presentation equipment, projection screens, electrical outlets, storage space, chairs, etc while selecting the venue. A meeting room should enhance productivity, encourage communication, promote creativity and make participants feel relaxed. There are different layouts for arranging seating in the rooms such as boardroom style, conference style or tear-drop style. Responsibilities of the Chairperson to make the meeting effective Getting the meeting off to a good start Encouraging participation Drawing silent types into the discussion
Page 16 of 18

Professional Communication & Ethics Class Notes by Yogeesha HC., KVGCE

Joining the discussion Managing emotions Dealing with late comers Managing conflict Injecting humour Ending the meeting

Conferences
A conference is also a type of business meeting. The level of formality of meeting varies according to its size and purpose. The purpose of a conference is to confer with people having similar interests and to pool their resources i.e. experiences and knowledge. In this collaborative thinking process, discussion generally results in a set of suggestions or recommendations on the topic/theme of the conference. Significance: Conferences play a significant role in developing an analytical and questioning attitude among the participants. The participants make an attempt to define the issue and ascertain in depth, scope, and related critical factors. Since all the speakers are expert in their field, they suggest alternative solutions, which lead to the best decisions. Conferences have education value in business and also in other fields where negation, collaboration, and collective thinking are essential. Within organization, conferences are held to give training to employees. They are also used for modifying attitudes, opinions, and feelings of the participants. It can provide necessary information on the policies, procedures, customs, traditions, and objectives of the organization to the conferees. Conferences lead employees think more effectively and more often about the objectives and challenges of the organization as a whole. Conference sessions are very important as they can bring about a change in a conferees attitude. Planning and Preparation Decide on the broad area and then narrow down to a specific theme Identify related issues that have adequate scope Identify and prepare a list of prospective conferees. Decide the date Identify the chief guest and get his consent Work out the topics for various sessions and session chairperson and lead person Prepare a list of invitees Estimate the budget Prepare a brochure containing the following o The theme of the conference o Name of the sponsors, date o Name of the organization o An introduction to the theme o Related issues on which papers can be presented o Travel accommodator o Registration form, deadline for submission of abstract, o Address of the conference coordinator Prepare the format for the covering letter Form an organizing committee and an advisory committee Allocate work to individual task groups Plan well ahead Meet the committees regularly Prepare a conference evaluation form Procedure Transport Accommodation Reception Timing and duration of the session Seating
Page 17 of 18

Professional Communication & Ethics Class Notes by Yogeesha HC., KVGCE

Projection facilities Identifying volunteers Lunch and tea breaks Invitation for inaugural and concluding sessions Venue Preparation of souvenir

Page 18 of 18