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GROUP COMMUNICATION

INTRODUCTION Importance of teamwork and group communication has increased in all organizational set ups. Members of an organization communicate in groups to achieve different aims and objectives: To share and exchange information and ideas To collect information

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GROUP COMMUNICATION

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  1. INTRODUCTION • Importance of teamwork and group communication has increased in all organizational set ups. • Members of an organization communicate in groups to achieve different aims and objectives: • To share and exchange information and ideas • To collect information • To discuss the problem/topic • To solve the problem/issue • To come to conclusion • Group communication takes various names, such as meeting, seminar, group discussion, symposium, panel discussion, conference, convention, etc. They differ slightly in terms of their purpose, structure, characteristics, and procedure. CHAPTER 6 GROUP COMMUNICATION

  2. GROUP DISCUSSION • 3 to 8 people meet face to face and originate, share and discuss the ideas to arrive at a decision through oral discussion. • Group discussion is used • for decision making and problem solving • as personality test for evaluating several candidates • to shortlist candidates for final interview • to select the employees for positions of responsibility • to select the students for admission to professional courses • The Indian defense forces were the first to tap the potential of group discussions and incorporate them into their battery of tests for recruitment of officers. CHAPTER 6 GROUP COMMUNICATION

  3. The techniques of Group Discussion • Brainstorming • method for generating a variety of ideas and perspectives and it follows the steps given below: • A group of six to twelve people sit around a table • The group leader states the problem so that participants can understand it • Members then suggest alternatives and the views can be noted down • No criticism is allowed CHAPTER 6 GROUP COMMUNICATION

  4. There are two types of brainstorming technique: • Storyboarding • Participants identify major issues, problems & brainstorm them • Used to solve complex problems • Lotus Blossom • A core/main thought is presented and participants provide eight ideas • Then each of these ideas becomes a core/main thought to be surrounded by another set of eight ideas • Later reach to solution • A process for generating ideas only CHAPTER 6 GROUP COMMUNICATION

  5. Nominal Group Technique • consists of group members who are physically present. They work/operate independently. Here the problem is presented and following steps take place: • Members meet as a group, but before any discussion takes place, each member independently writes down his or her ideas on the problem. • Then each member presents his/her idea in turn. No discussion takes place until all ideas have been recorded or noted down. • The group now discusses the ideas for evaluation. • Then group members rank the ideas discussed • The final decision is determined by the idea with the highest aggregate ranking • Advantage of this technique is that it promotes formal meeting and independent thinking. CHAPTER 6 GROUP COMMUNICATION

  6. Delphi Technique • Complex and time consuming and does not require the physical presence of group members. This technique never allows the group members to meet face to face. The following are the characteristics of Delphi Technique: • Problem is identified and members are asked to provide potential solutions through series of carefully designed questionnaires • Each member completes the questionnaire • Results are compiled and each member receives copy of results • The members are again required to offer the criticism. • The steps may get repeated till consensus is reached • Delphi Technique can be used for decision making in geographically scattered groups. This technique has its drawbacks because it is time-consuming and frequently not applicable. CHAPTER 6 GROUP COMMUNICATION

  7. CHARACTRISTICS OF GROUP DISCUSSION • Integral part of most selection processes • Groups of 6 to 8 candidates are formed into a leaderless group • Topic or case is given to analyze & discuss with time limit of about 30 minutes. • Group is asked to sit in circle, block, or U shaped arrangement. • The panel comprises of technical executives and HR executives of the company to observe, and evaluate the members of group. • The panel gives the topic or case to be discussed. • selection panel observes discussion either directly or from behind the screen. • Group discussion is an important aspect of the recruitment process especially for management trainees and executive positions. • Group discussion is simulated managerial setting. Most group discussions for selection purposes assess your individual traits, group behavior, and leadership qualities that are needed to succeed in your profession. CHAPTER 6 GROUP COMMUNICATION

  8. Basic Components for Evaluation • Knowledge 2. Communication Skills • 3. Group Behavior (Team Spirit) 4. Leadership Skills • Tips for Success in Group Discussion • Be thorough with current issues • Always participate in GD with pen and a piece of paper • Listen to the topic carefully • Note down as many ideas as you can in first few minutes • Try to dissect the topic and explore it • Organize your ideas before speaking • Initiate topic if you have something sensible to say • Try to contribute meaningfully and substantially every time you speak • Identify your supporters and opponents • Keep track of time and share time fairly CHAPTER 6 GROUP COMMUNICATION

  9. Tips for Success in Group Discussion • Have an open mind set and listen to others’ views • Maintain eye contact • Do not indulge in parallel conversations • Use and add sense of humor • Display the spirit of cooperation and an accommodative nature • Find out the silent members and encourage them to speak • If things go chaotic, take the initiative to restore order • Attempt to arrive at a consensus or conclusion CHAPTER 6 GROUP COMMUNICATION

  10. MEETINGS • Meetings are an important part of corporate life today. 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. • Informational Purposes • To share the information • To communicate important or sensitive information • To explore the new ideas and concepts • To provide feedback • To present a report • To gain support for an idea, or project • Decision Making Purposes • To persuade with analysis • To reach a group decision • To solve problem • To reconcile a conflict • To negotiate an agreement • To win the acceptance for new idea, plan or system CHAPTER 6 GROUP COMMUNICATION

  11. Preparation Preparation of meeting includes Objective Timings Agenda Participants Place Set up Sample (Circular) Atmiya Institute of Technology & Science, Rajkot Circular for Meeting 08:08:2009 You are invited to attend the fifth meeting of HODs of institute to be held at 10:00 am on 15:08:2009 in Auditorium 1 Agenda 10:05 Minutes of last meeting 10:15 Recruitment of New Teachers 10:30 Planning of Examination 10:45 Any other pending issue (D D Vyas) Principal CHAPTER 6 GROUP COMMUNICATION

  12. Points to be taken care in meeting • Provide Good Start • Encourage Participation • Join the Discussion • Manage Emotions • Deal with Latecomers • Manage Conflict • Inject Humour • End the meeting • Follow Up • After the meeting is over, the head of the meeting needs to work on the minutes of the meeting. Minutes are a record of what happened at a meeting. They serve as a useful tool to remind the participants what actions they need to take as a result of the discussion. In general the head takes notes during the meeting and prepares the minutes to be read out and signed by the chief of the company. CHAPTER 6 GROUP COMMUNICATION

  13. Sample (Minutes) • Atmiya Institute of Technology & Science, Rajkot • Minutes of the 5th Meeting held on 15:08:09 in Auditorium • Present Mr D D Vyas (Principal) • Mr C K Gohel (HOD-CE/IT) • Mr A D Ved (HOD-EE) • Mr P S Puranik (HOD-MECH) • Absent Mr R S Desai (HOD-MCA) • Nearly 20 teachers are required to be appointed in different departments. Preparation work would start by each department • Examination work would be handled by CE/IT Department and will take help of EE Department • The MECH Department would prepare a planning to organize the seminar in October CHAPTER 6 GROUP COMMUNICATION

  14. Evaluation It is important to evaluate the quality of the meeting so that future meetings will be more productive. Sample (Evaluation Form) Meeting Evaluation Form Please fill in this form by providing the necessary details or encircling your preferred option: Date ____________________ Meeting Objectives ____________________ ____________________ Parameters Not at all(1) Not really(2) Somewhat(3) Very much(4) 1. Was the meeting necessary? 1 2 3 4 2. Was the purpose clear? 1 2 3 4 3. Were people involved in discussion?1 2 3 4 4. Was the meeting successful? 1 2 3 4 CHAPTER 6 GROUP COMMUNICATION

  15. CONFERENCES • It is a type of discussion or sharing of information. The level of formality of conference varies according to its size and purpose. The purpose of conference is to confer with people having similar interests and to pool their experiences and opinions. Conferences generally result in a set of suggestions or recommendations on the topic or theme of conference. Conference includes formal lectures, exhibitions, and audio video presentations. • Significance/Importance • Conferences play a significant role in developing an analytical and questioning attitude among the participants. • The participants in a conference make an attempt to define the topic in depth, and related factors. They discuss all the factors and offer solutions or suggestions. CHAPTER 6 GROUP COMMUNICATION

  16. Planning and Preparation • Organizing a conference is a challenging task. The following are a few guidelines to help you in planning a conference: • Decide the theme/topic and related issues • Decide the date • Prepare the list of prospective participants • Identify the chief guest and get his consent • List out the topics, sessions, chairperson and speakers per session • Estimate the budget • Prepare the brochure • Prepare the covering letter • Form the various committees & take the follow up • Prepare the conference evaluation form CHAPTER 6 GROUP COMMUNICATION

  17. Procedure • Transport • Accommodation • Reception • Timings and duration of sessions • Identifying volunteers • Seating • Projection facilities • Rapporteuring • Lunch-tea breaks • Invitations for inaugural & valedictory functions • Preparation of souvenir • Printing of certificates, banners • Kit selection • Production of required material • Venue CHAPTER 6 GROUP COMMUNICATION

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