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Your Own Group Discussion Handbook HRCREST Release 2012
Your Own Group Discussion Handbook HRCREST Release 2012
A RAPID READER
FREE GUIDE
BY KAUSHIK DAS
HR CREST Release 2012, 1st Edition. All Rights Reserved. www.hrcrest.com
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PERMISSION The author grants full permission to distribute this HR Guide freely, in your ezine, website, blog, forum, RSS feed or print publication and/or distribute it as a free bonus with other products, provided it is left completely intact, unaltered and delivered via this PDF file for FREE and not be sold. You are also permitted to forward this ebook to friends, families and networks. If you would like to re-print or re-purpose any of this content, please use proper attribution (Courtesy of HR CREST Release & The Author, Sudakshina Bhattacharya) and provide a link back to ( www.hrcrest.com ). You must agree to include the FULL Resource box or SIG line provided below in your distribution and to make the link active/linkable with no syntax changes. Resource Box/SIG Line: Kaushik Das, currently associated with an MBA Institute of International Repute as the Associate Vice President - Corporate Relations. He is also one of the distinguished faculty at the Institute. In addition to that, Kaushik is a contributory author for HR Crest and his posts and HRcrest youtube channel videos are highly popular amongst "In Campus" students. He has repeatedly proven his command over subjects related to Group Discussions & Interviews. He is a passionate & optimistic person with an appetite to learn and excel in life. Being a Masters of Commerce and MBA in Marketing & Finance, he is proficient in Corporate Relations and educating both management aspirants & corporates in the areas of Business & Soft skills. He has spent over 6 years in the corporate world with prime focus on Sales & Marketing in the education sector. His competencies are training people in the areas of corporate communication, negotiation skills, aptitude building and career counseling. With a natural flair for Marketing initiatives, Kaushik has been actively involved in organizing & coordinating varied industry interface activities both for management students & corporates. The author also grants full permission to republish excerpts or the full content, provided it remains in the proper context and is accompanied by an attribution link back to http://www.hrcrest.com as the originating source.
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PREFACE
This handbook is for those who are planning or have been preparing to get themselves into best of the B-schools or companies. In today's era, due to severe competition, every B-school or a company relies upon some screening tests to identify the right attitude, abilities and skills in an individual. And to identify all of them there can't be any better way than conducting GDs (Group Discussions). If you are an aspirant and wish to make it big in life then you are on the right path. As they say, preparation is the key to success. And this handbook will help you to prepare well for group discussions by exposing you to some concepts, principles and real life situations. If you believe- 'Knowledge is power' then the best thing is to start acquiring it. And there is no secret to cracking the GD. Read, learn, share and practice Follow these four words and find yourself one step ahead than others
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CONTENTS
1 Introduction- Art of Doing GD 2 Group Discussions for Careers and Jobs 3 Dos & Don'ts of a Group Discussion 4 Group Discussion FAQs 5 Conclusion 6 About the Author 7 About HR Crest
05 07
10 11 21 22 23
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A meaningful contribution implies that you have a through understanding of the topic and related issues; you are able to structure arguments logically and most importantly-you are a good communicator. Be sure to bring in diverse dimensions to the topic so that your contributions leave an indelible mark upon the moderators/observers. To come across as a team player you have to listen to others' point of view and encourage a healthy exchange of ideas. You must carry people along with you by showing them a proper direction for a meaningful conclusion of the given topic.
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So, don't get emotional, don't shout, nor get into spats. If you have noticed that someone else has tried to enter the discussion on a number of occasions and has not had the chance to do so maybe you could give him a chance the next time he tries. Your understanding of the topic, which in turn is determined by your reading habits, influences what you speak in the group discussion. If you are well-read on diverse areas then coming up with good content will not be a problem. However, if you are not having the habit of reading newspapers than at least be prepared with 'current issues in the press' for the group discussion. You should initiate the group discussion i.e. be the first to speak, only if you have understood the topic clearly. Do not work under the assumption that if you don't initiate- you lose points. On the contrary if you initiate badly you come under the negative focus of the moderator and suffer consequently. One common complaint of many group discussion participants is that they did not get a chance to speak. The fact of the matter is that in no group discussion you will be encouraged by others to speak. If you don't speak then others will capitalized on that. So, you have to create your own chances for your involvement in the group discussion. Also a widespread misconception is that- the 'Leader' gets selected, or the person who has spoken the most will crack the GD. It is absolutely wrong! Even if you speak for two minutes logically, there will be equal chances of cracking the discussion. Sometimes students make mistake of appointing themselves as a 'de facto' leader of the group. A group discussion is meant to be a free discussion. Let it proceed naturally...
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Does not argue excessively for own judgment Uses logic and analysis Does not agree deliberately to avoid conflict/ to reach agreement fast Does not argue excessively for own judgment Uses logic and analysis Does not agree deliberately to avoid conflict/ to reach agreement fast Does not use conflict reducing techniques such as majority voting/ averaging/trading in Views differences of opinion as a help rather than a hindrance in decision making Making people knowledgeable/ teaching/ training (does not see possessing of knowledge as individually competitive) Encouraging group members to take part in decision making Appreciating others openly if a good point is made Logically criticizing others if points made by them are illogical/non-sensible Listening to others well but becoming impatient (controlled) if points being discussed are illogical and therefore time wasting Keeping a good watch on time and guiding the group to complete the task qualitatively Very diplomatically making other people fall in his line Suave and smart handling of crisis situation Keeping his cool in every situation Overall, it is a treat to watch him discuss. He could be a role model for others.
B] Communication skills Includes: Clarity ability to communicate lucidly with others takes an effort to make sure others understand him well Listening skill: Alertness, ability to assimilate what others are saying Reasoning Ability and logical abilities Assertiveness: Confident in stating a position or claim Creativity / out of the box thinking: ability to speak from varied dimension; backed up with facts and figures. Presence of mind: ability to observe minute things and making others feel comfortable with certain remarks. C] Group skills Includes: Interpersonal skills Team building skill Polite and less aggressive behavior Non-destructive and non-interruptive behavior
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Behavioral description Care to develop rapport with other members of the group. Care to garner maximum support in his favor smartly. Talks to everyone in the group and do not develop any sub-group conversation. Has a positive body language which makes him approachable. Does not talk incessantly without making much inroads into solving the problem and thus blocks other's chances to speak. Listen to other group members effectively. Does not attack members of the group personally. Does not pick up unnecessary arguments with others in the group. If there is a group norm, does stick to the group norm. Not too dominating which might make him formidable.
D] Content Includes: Conceptualizing skills: The ability to grasp the situation, take it from the day to day mundane problem level and apply it to a macro level. Awareness of current affairs: Well- read about the contemporary topics and the ongoing issues,world over. Quality of content adds value reinforce and strengthen points raised by others. Content - logical and meaningful Non repetitive & directional
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Donts of a group discussion Don't make any personal comments or remarks Don't be loud and aggressive Don't interrupt other speakers while they are trying to speak their views Don't go overboard with enthusiasm if you are familiar with the topic Don't deprecate other speakers Don't speak first if you are unfamiliar with the topic Don't change your opinion Don't speak all the time Dont ask irrelevant questions Don't stop abruptly Don't exhibit your emotions Don't take name of the participants while addressing them Don't argue with any of your group member
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Q.2. How to enter into the room for GD and take your seat?
Firstly, understand this very precisely that Group Discussions are conducted to eliminate a candidate. So you should be very careful about every move of yours. A lot of people think that what you speak during the GD would be the deciding factor of your selection. However, in today's competitive world, a lot of other undefined areas are also being taken into consideration. For instance: the way you enter into the venue before the GD, can draw the attention of the moderator/s.
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Hence, instead of ignoring this facet, set a proper approach towards it and you never know, the way you enter, walk and proceed towards you seat/chair might be considered while evaluating your persona or defining your overall personality. Things to consider while entering into the GD venue: 1. Avoid making noise by dragging your feet while walking. Also, avoid wearing a heavy shoe, or else you will have to stomp. And as a result, you will end up making a lot of noise. Your shoe shouldn't have high heels. To walk properly without making much noise, place the heel of your foot down first and roll your foot slowly and gently towards your toes onto the ground. 2. Avoid walking with downcast eyes (I mean looking down). This reflects lack of confidence and focus in you. Hold you head high while entering into the venue/ room. 3. Carry a good smile on your face and maintain proper eye contact by looking at the moderator/s while entering in the room. 4. Don't walk too fast or in a hurried manner. Try to maintain a moderate pace. 5. Once you have entered try to look out for your name or number (if given in advance)on the chair or on the table in a relaxed manner instead of looking tensed. 6. Once you have found your place or your seat, try to settle down by pulling your chair without making any screeching noise. If the chair doesn't have any wheels attached to it then prefer lifting it instead of pulling (such noises are irritating at times). 7. If you are carrying any bag or other belonging with you, avoid keeping it on your lap once you have taken your place. You can place it beside or at the back side of your chair. Or if there is any vacant space in the room, after taking the permission of the moderator, you can place your bag or belongings there. Always ensure that you are carrying a pen and a notebook/ diary/ piece of paper into the GD room. This will make you look very systematic in your approach. So don't ever forget that.
Q.3 What If I don't get an opportunity to start the GD? How do I still score with the observers? Group discussions are all about a group of leaderless individuals coming together to discuss any topic or a point of moot. And there is no such rule or norm that one needs to start the GD to showcase the desired leadership traits. It's a myth. Well, if there are around 8 to 10 people in a group then only one person can start. Right? Leading from the front doesn't mean, initiating the talk. So relax. And don't worry if you miss the opportunity to initiate the group discussion. It's always good to be relaxed, calm and composed. If you are getting an opportunity to start then the only benefit is that you can lay a strong foundation on the topic. However,
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it's always tough to do so. A slight mistake in interpreting the topic may cost you a lot. So it's better not to hurry up and start a discussion without knowing the varied facets of a topic. There could be some situations that you may face in a GD. Let me know share one of the situations with you. Situation 1. I don't know much about the topic and I'm little confused about it. In this case, the question is how I would be able to score with the observers Relax. Don't jump into the discussion. And avoid not speaking much in the beginning. Rather, listen to some people and see what they have to say. Meanwhile, you jot down some points and try to structure your thoughts. Remember- how much you speak is not that important, what you speak is more important! It's better to keep mum in the first few minutes of the discussion if you are little confused with the topic. However, by maintaining a proper non verbal communication like your postures, gestures and eye contact with every member of the group; you can make your presence felt. In this manner, you can still score with the observers.
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9. Avoid being in a posture with one leg over the other. However, if the sitting arrangement is around a table then you can place your legs under it. And it's up to you how do you want to keep it as it's not going to be visible to others. 10. Don't stretch your legs if you want to change your posture. You can adjust your posture by moving a bit in the chair. Q.5 Should I wait for my turn to speak or speak at my will? Well, in a group discussion, there is no predefined time or sequence of speaking. You can always speak at your own will. It completely depends on the situation you are in. For instance: If you experience that all of a sudden your group members have stopped speaking and they are looking for someone to continue the discussion, then you can start speaking by sharing your views. This situation could be a nice way to understand the need to speak and share your valuable thoughts. A lot of group members may try to invite you to share your views, if you have not contributed much. Ideally, in a group discussion, no one will compel you to speak. Others can only encourage you to give your viewpoints to showcase their leadership trait. Furthermore, if you are not at all speaking and the time is running out then the moderator might intervene and ask you to contribute something. But please don't wait for the moderator to insist you to speak. This will create a negative image and you may get eliminated. Try to speak in the stipulated time. Always keep a track of the time. Speaking at your own will doesn't mean playing the waiting game. Ideally, if you have not started the GD then after some people have spoken, don't wait any longer and enter into the GD with your points. Time flies in GD as you don't get more than 20 to 30 minutes to discuss any topic.
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Fortune, Forbes, Harvard Business Review, The Economist, The Indian Management, The Pitch etc... 2. Take up any topics and practise with your friends at least once or twice in a week. If you don't practise, you won't ever get it right. The style, mannerism, and momentum can only be built once you practice. So no matter how many lessons you have leant about GDs, nothing will come good to you unless you practice. 3. Start watching TV shows based on Debates, Business Forums and so on...Watching these programmes will build both your soft skills and the power to form opinions.
Q.10 What if I do not have any idea and knowledge about the topic that comes for my GD? How do I participate then?
This situation may arise many a times to you. As you don't know which topic is likely to come. Also, you may not have idea about all the topics. The best thing to do in this scenario is to keep mum for sometime and observe your fellow colleagues what they have to say. Steps to be followed to handle this situation in a GD: 1. Don't start the GD as you don't have any idea about the topic. 2. You remain silent for sometime and see how others handle the topic. 3. Note down some points in your notebook on the basis of what other people have to say. 4. Maintain a positive body language and don't let's anyone realize that you don't have any idea about the topic. Try to act as if you are willing to give the opportunity to others first to speak their views before you start sharing your views.
Q.11 What if I still have points left to discuss but the time gets over?
It's important to stick to the time assigned for the GD. It's a time bound activity. It's quite possible that you might have missed some key points during the discussion and due to the time constraint, you can't share them anymore. In such a situation, you can quickly speak those points by using some good words or expressions and say that due to the shortage of time you couldn't cover them. By doing this, you are making a strong statement that you had lots to share, but as every aspect can't be shared in such a span on time, so you couldn't share them at length.
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Hence, the best practice is to call your fellow participants as ' My dear friend'.
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2. Take a deep breadth and try to calm down 3. Try to become a part of the discussion even if you are not speaking. You can maintain eye contact with people who are speaking, nod your head to support their points and so on...this will soothe your nerves and you will feel more confident and a part of the group all the time. 4. You can support someone's points by adding a few lines to it. This will help you to be a part of the discussion all the time. If you are nervous, you may not be able to come up with new ideas. So the best thing is to support your colleagues' points by adding one or two examples. Q.16 What is a proper Group Discussion Etiquette? 1. Don't call your fellow colleagues by their names 2. Don't try to outwit others by showing your supremacy 3. Avoid personal comments 4. Avoid pin pointing fingers at others 5. Always be calm and composed and appreciate the viewpoints of others. 6. Carry a pen/pencil and a notebook with you. 7. Don't scream or shout. It's not a debate competition. You should focus on modulating your voice to emphasize your points. But avoid shouting. 8. Don't disrupt people much when they are speaking. You can do so when someone has deviated from the topic or has given some wrong or contradictory views. *** And there are many that you will come across while reading other questions. Q.17. How to dress appropriately for a GD? Dressing matters a lot at any selection process. It doesn't become the deciding factor of your performance, but surely it can create a lasting image and help you to become the top of the mind recall. S0 don't ignore the importance of dressing well. Here are some dressing tips for you: For MALE candidates: 1. Wear a proper suit which is a good fit to your body. 2. Prefer colors like black, blue or grey colored suit. Wear a light color shirt with a dark suit. 3. Prefer colors with shades of blue and white. 4. Choose a tie which is good in quality and matches the color of your shirt. 5. Tie the collar button of your shirt and don't keep it undone. 6. Be clean shaven and comb or gel your hair properly. Your hair strands shouldn't fall on your forehead. 7. Don't use a strong cologne or perfume. 8. Your shirt, tie and suit should be properly ironed. 9. Wear a belt with a nice buckle. It shouldn't be very fancy. Ideally, the color of your belt should be black. 10. If you wear glasses then ensure that there are no smudges on the glasses. 11. Wear cotton socks matching the color of your pant. If the color of your pant is black then you should wear black socks. 12. Prefer wearing black shoes. Avoid wearing brown shoes or any other color. A formal
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shoe always comes with shoe laces. Shoes are the reflection of your image. So polish it well before going for any selection process. *** Still if you are confused with your dressing on the day of your selection; be it Group Discussion or a Personal Interview, don't be afraid. This is what the best you can do... Wear a black suit, a full sleeve white shirt with proper collar, and a red tie. This is what the US president wears on any formal occasion. For FEMALE candidates: 1. You can wear a, blue, grey, beige or cream colored suit with a proper fitting. The best is is to get it stitched. 2. You can choose a shirt on the basis of the color of your suit. For girls, colors like: white, pink, blue, black will do. But it completely depends on the contrast. 3. Wear a scarf which goes well with the color of your shirt. It's not compulsory though. 4. Manage your hair well. Ensure that the hair strands don't fall on your forehead while speaking. You can either tie your hairs or leave it the way they are. 5. Don't put a lot of make up on your face. 6. Avoid applying dark lipsticks with high intensity. 7. Choose your perfume well with a mild fragrance. 8. If not a trouser, you can wear a nice pencil skirt with stockings. 9. Wear a belt with a nice buckle. It shouldn't be very fancy. 10. Avoid wearing fancy shoes or sandals. The definition of a proper corporate shoe is the one that covers your feet. Also, avoid wearing very high heels. 11. Don't carry a clutch. You can carry a nice leather bag that compliments your dressing. For girls, dressing can vary as there are a lot of options for them. However, dressing depends on which region you belong to and what's the culture there. For instance: In India Saree is considered to be formal attire.
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Speaking aloud is not the solution to making your presence felt. Try to modulate your voice by emphasizing on every word that you speak. Or you can speak some words aloud which are important and then can bring down your voice decibel. In this way, you can sound very different and not at all monotonous. Also, avoid repeating you points by following the power of brevity. Speak to the points and try to use some good examples to support your points. If you make generalized statements then your views may not be appreciated or taken. Remember, GD is not a fish market- an analogy Often, group discussions end up like a fish market. This phrase indicates that in the discussion there was full of commotion and people were not willing to listen to one another and fought for their points. All these are absolutely against the norms of GD. If your group discussion ever turns out to be the one like a fish market then the entire group may get eliminated from the selection process. Thus, follow the norms precisely. And if you ever experience that during a discussion people are trying to snatch opportunities from others, shouting excessively and all are trying to speak at a time then that's where you can make a strong statement by guiding your fellow colleagues by reiterating the norms of GD. This will bring you at the centre of the discussion. Group Discussions are ways of evaluating an individual's abilities and skills. And if discussions end up on a wrong note with a big fight then the consequences may not be in your favor even if were not at fault.
GD IS NOT A FISH MARKETAN ANALOGY
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CONCLUSION
Group discussions are likely to remain one of the best ways to eliminate candidates who are not equipped with some basic skills; prerequisite to perform any job or pursue any professional education. This remains the litmus test for all aspirants as they need to prove their mettle based on varied parameters. A concrete performance in such discussion will open up a lot of opportunities for any candidate as it is one of platforms through which you can showcase your talent and skills to your prospective employers or your dream management school. It's always challenging as it includes so many parameters of selection. Preparation, presentation, presence of mind, leadership qualities, group skills, and knowledge- perhaps every aspect of selection is taken into consideration. So if you prepare and master it then you are just a step away from getting ahead in your career. I hope this handbook has given you some real life exposure towards handling Group Discussions. To learn more about how to effectively handle situations in a Group Discussion, you can visit www.hrcrest.com
TO YOUR SUCCESS.
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ABOUT HR CREST
HR Crest has been founded by Sudakshina, an HR professional and her partner, Krsna. HR Crest is a preferred destination for people who want to gain knowledge. It is a repository of articles and videos on many a topic of your interest, to name a few: Interview Tips HR Manager Tips In - Campus effectiveness Public Speaking Book Reviews Performance Reviews Career Guidance With a healthy subscriber base, increasing traffic and articles, HR Crest is on a growth trajectory. With regular contribution from the readers in the form of comments, articles, views and suggestions, the site promises to be the one -stop - shop for all career and job related advices apart from retaining the niche in Human Resources. Sudakshina has recently launched her new book named Your Career, Build It Your Way. This book has been reviewed as an authentic Career building guide for all professionals starting or building their careers.
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