COMMUNICATION. MODULE II Concept of communication: The speaker/writer and the listener/reader, medium of communication, barriers to communication, accuracy,

COMMUNICATION

MODULE II Concept of communication: The speaker/writer and the

listener/reader, medium of communication, barriers to communication, accuracy, brevity, clarity and appropriateness

Reading comprehension: Reading at various speeds, different kinds of text for different purposes, reading between lines.

Listening comprehension: Comprehending material delivered at fast speed and spoken material, intelligent listening in interviews.

Speaking: Achieving desired clarity and fluency, manipulating paralinguistic features of speaking, task oriented, interpersonal, informal and semi formal speaking, making a short classroom presentation

Group discussion: Use of persuasive strategies, being polite and firm, handling questions and taking in criticisms on self, turn-taking strategies and effective intervention, use of body language

COMMUNICATION Oxford Advanced Learner’s Dictionary defines

communication as ‘ The activity or process of expressing ideas and feelings or of giving people information ’

According to Newman & Summer “ communication is an exchange of facts, ideas, opinions by two or more persons ”

Characteristics of Communication:

(a) Process of transmitting and receiving ideas accurately,

involves two people- sender and receiver.

(b) Two way process- Information flow from top to bottom

and vice versa.

(c) It may be in written or oral form

(d) The longer the chain of communication, greater are

chances for interpretation and misunderstandings.

PARTICIPANTS IN COMMUNICATIONo Communication- written, verbal, non-verbal and audio-

visualo Involves two direct or indirect participantso Direct participants- currently taking part in

communication processo Example : someone writes a letter and someone else

reads it, someone makes a gesture to another persono Indirect participants- viewers of film, readers of a book

PARTICIPANTS IN COMMUNICATIONo Sender- Speaker/ Writer/ Gesticulator- performero Receiver- Reader/ Listener/ Interpreter- audienceo Direct and everyday communication- dynamic exchange

b/w sender and receivero Receiver’s understanding, feeling and response should be

taken to considerationo Five stages of message in process of communication

CHANNELS AND MEDIA OF COMMUNICATIONo Choice of channel and media of communication

depends on

(a) Sender-receiver relationship

(b) need and purpose of communicationo Different channels, need and media of communicationo Nonverbal

need- simplification, explanation and observation

media- face to face, charts, graphs, diagrams, OHPs and LCD projectors

o Verbal

need- one to one conversation, record is not needed, immediate response

media- face to face, telephone, mobile phones, voice mail, audio tapes, internet, teleconferencing

CHANNELS AND MEDIA OF COMMUNICATIONo Audio-visual

need- simplification and more explanation, marketing, entertainment, immediate response

media- television, cinema, video tapes, video conferencing, internet (through webcams)

o Written

need- record is necessary, immediate response is not required, communication is detailed, in depth, or complex

media- Letters, memos, reports, print, e-mails, fax, SMS on mobile phones, chatting through internet

Grid- a new medium of communicationo Share computing power and data sharing capacityo Combine the resources of about 100,000 processors

CHANNELS AND MEDIA OF COMMUNICATIONo Communication process carries messages in different

directionso Downwards Communication : Highly Directive, from

Senior to subordinates, to assign duties, give instructions, to inform to offer feed back, approval to highlight problems etc.

Limitations :

1) Distortion / Dilution

2) Delay

3) Filtering

4) Too much or Too less

CHANNELS AND MEDIA OF COMMUNICATIONo Upwards Communications : to give feedback, to inform

about progress/problems, seeking approvals.

Limitations :

1) Psychological Ombudsperson

2) Hierarchial

o Lateral or Horizontal Communication: Among colleagues, peers at same level for information level for information sharing for coordination, to save time.

o Diagonal communication : Facilitates efficiency, among persons at different levels who have no direct relationship with each other, in case of emergencies

CHANNELS AND MEDIA OF COMMUNICATION

COMMUNICATION NETWORKS Formal Communication – established and agreed

procedures Informal Communication – channels not formally

recognised – ‘the grapevine’

Grapevine

1. a secret means of spreading or receiving information

2. the informal transmission of (unofficial) information, gossip or rumor from person-to-person


Executive Director

Vice President

A.G.M.

Manager

Supervisor

Forman


Supervisor 3Supervisor 1 Supervisor 2

ManagerHorizontal Communication

BARRIERS TO COMMUNICATION

Communication becomes successful only if receiver understands what sender is trying to convey

Process of communication may be blocked due to various barriers

Generally classified as

(a) Physical Barriers: Large working areas physically separated from others.

Eg) walls, physical distance etc.. Negative environment. Eg) Background noise


(b) Psychological Barriers: Emotions- hostility, tiredness, anger, lack of confidence

etc..

(c) Linguistic Barriers: Communication failure in language Mispronounced sounds, incorrect grammar, different

accent,

lack of clarity


(d) Perceptual Barriers: Lack the perspective to see other’s point of view This leads to debates

(e) Cultural Barriers: Socio-cultural barriers Interaction with cross-cultural group

Communication Barriers1. Filtering :

The sender manipulates the information in such a way that it will be seen more favourably by the receiver. The more vertical level in the organisation’s hierarchy, there are more opportunities for filtering.


2. Noise :

It means “ Interference that occurs in a signal and prevents you from hearing sounds properly.” The word 'noise' is also used to refer to all kinds of physical interference like illegible handwriting, smudged copies of duplicated typescript, poor telephone connections etc.

3. Semantic Problems :

Semantics is the systematic study of meaning. Problems arising from expression or transmission of meaning in communication are called semantic problems.

Examples : Words like ‘Value’(What is the value of this ring?

(ii) What is the value of learning about communication?) ‘Cheap’( They gave us cheap stuff.

At this shop, they sell things cheap ) ‘Cover’ ( Will 50 rupees cover the expenses ? )


4. Emotional Barriers:

Both Encoding and Decoding of messages are influenced by our emotions. A message received when we are emotionally worked up will have a different meaning for us than we are calm and composed. The fear and mistrust that form the roots of our emotional barrier which stop us from communicating effectively with our co-workers.

5. Stereotyping :

When we have preconceived ideas about other people and refuse to discriminate between individual behaviours. It causes people to act as if they already know the message that is coming from the sender. Tendency to attribute characteristics to an individual on the basis of an assessment of the group to which they belong.


6. Language Barriers:

Communicated messages must be understandable to the receiver. Words mean different things to different people. Language reflects not only the personality of the individual but also the culture of the society.(Using Jargons, abbreviations etc)

7. Cultural Barriers:

The world is made up of diverse cultures. A cultural barrier arises when two individuals in an organization belong to different religions, states or countries. The same category of words, phrases, symbols, actions and colours mean different things to people of different countries.

8. Wrong Assumptions :

Are generally made because the sender or receiver does not have adequate knowledge about each others background or entertains certain false notions, which are fixed in their minds.


9. Wrong Channel :

Passing a message through the Incorrect channel can cause distortion of the message to occur.

10) Lack of Planning :

Message to be sent across may not be carefully planned. Some people may not care to choose a suitable time and place that are very necessary for effective communication.

BARRIERS TO COMMUNICATION11. Perceptual Barriers:

The most common problem faced these days is that of the difference in opinion between two people. The varied perceptions of every individual give rise to a need for effective communication.

12. Muddled messages :

Effective communication starts with a clear message. messages are a barrier to communication because the sender leaves the receiver unclear about the intent of the sender.

12. Information Overload :

Availability of huge amounts of data which the receiver is unable to handle effectively. Very often vital, relevant information gets mixed up with too many irrelevant details and therefore it goes ignored by the receiver.

13. Poor Listening :

The various distractions that hinder listening can be emotional disturbances, indifferences, aggressiveness and wandering attention. Poor listening accounts for incomplete information & Poor retention.

BARRIERS TO COMMUNICATION14. Distance :

Distance infact is major example of communication barrier that affect an organization. Offices located in different locations give little opportunity to people to interact in person and hence major business communication barrier exists between employees located in different offices.

15. Organisational Barrier :

All organisations have communication policies which describes the protocol to be followed. It is the structure & complexity of this protocol that usually causes communication barriers.

a) Too many Transfer Stations

b) Fear of Superiors

c) Negative Tendencies : Confliction of Ideas

d) Physical Barriers : Proximity

HOW TO OVERCOME BARRIERS

1) Overcoming Perceptional Barriers

2) Effective Listening

3) Create Synergistic Environment

4) Convey Emotional Contents of the Message

5) Use Appropriate Language

6) Use Proper Channel

7) Encourage Open Communication

8) Ensure Two – Way Communication

9) Best Use of Body Language

10) Have Clarity , Brevity and Accuracy

TIPS FOR EFFECTIVE COMMUNICATION

ACCURACYo Important factor in communication- whether information

given is accurate

Depends on How well communicators create verbal and nonverbal

messages understood by others How well the messages are recognized, comprehended,

recalled and interpreted.o Example: if a sender expresses authentic anger, the recipient

should be accurate to classify the expression as anger rather than, say, love or surprise.

Accuracy can be divided into expression or encoding accuracy, which concerns message production, and judgment or decoding accuracy, which concerns message reception.


To achieve Accuracy and Precision : Check facts for accuracy of information Revise your draft for grammar, usage, spelling and

punctuation Take care of your pronunciation, accent, intonation

and non-verbal mannerism Use simple, familiar and exact words Use words carefully with proper discretion Avoid Excessive Jargon


BREVITY Brevity is the quality of being brief but

comprehensive in expression. Shortness in expression effectively wins the attention of the reader.

specific and goal-oriented approach- clearer views, wise decisions and immediate end-results.

Ensure Brevity by :

1) Include only relevant Facts

2) Avoiding repetition

3) Avoiding wordiness

4) Organize your message well

5) Avoid exaggeration

Speak to express, not to impress!


Ensure that you do not sacrifice content at the altar of brevity.

Try to get opinions and answers. Never ignore what others have to say in the rush to

present your piece.

Too Many Words Shorter version

On the part of By

On account of the fact that Because

At the present time Now

Such as the following For example

The show came to an end The show ended

In the majority of instances Mostly


CLARITYo Quality of being well explained and easy to understand.o Clarity is vital, because without clarity the idea changes.o Acts as a tool to make thoughts and ideas expressed in

very impactful manner.

Lack of Clarityo Leads to misunderstandingso Clarity in the message holds great importance. Eg) lettero Leads to errors, frustration, conflicts.

Attain Clarityo Recognize importance of asking open questions to clarify

understandingo Quality of message- simple, direct and purposeful

Once the stage of clarity is achieved, Confidence, Advanced Vocabulary and Right attitude follows.


APPROPRIATENESS

o Ability to uphold the expectations of the situation at hand.

Give appropriate facts.

Send your message at the appropriate time.

Send your message in the correct style.







READING COMPREHENSION

Active reading is nothing more than mindset. It all depends on the attitude you have Before you start reading, try keeping a dictionary, note

paper, pen/pencils and highlighter in hand Read with a positive approach and a open mind

“Reading Comprehension means understanding an idea of a text in its wholeness”

“Reading is a complex communicative process in which a reader receives inputs through the physical process of reading, followed by decoding and understanding the text, analysis and finally a proper response”

Decoding : Ability to recognise words accurately and their meaning and pronunciation. Read letters and focuses to change the coded message into information

Comprehending : Identification of the central theme,main ideas, supporting details and writing patterns. The Reader interprets the message and understands its literal meaning

Text Analysis :Process of identifying relationships among different units within the text in order to distinguish between relevant and irrelevant information and draw inferences and conclusions.

Response : Our response to a text depends on correct understanding and evaluation of the text.


Input Decoding Analysis Response

For Effective Reading Basic familiarity with language being used Know the visual shapes of words, sound and

pronunciation of each word and its meaning Have knowledge of grammar of that language Develop the ability to read at different speeds, skip

and skim when required


Dont’s in reading moving your head, instead of eyes from side to side Indicate words on a page with finger or something

like pen or pencil Notice one word at a time while reading

TYPES / TECHNIQUES OF READING SKILLS• Scanning : Reading something rapidly for a

specific information. Concentrate on the key word and need not recall the exact content of the page.

• Skimming : Reading a text quickly to gain a general impression of whether the text is of any use . The purpose is to get an overview of the text to check its relevance.

• Word for Word : When some textual material is not readily understood and it requires a slow, careful and analytical reading.

TYPES / TECHNIQUES OF READING SKILLS• Extensive Reading : Broaden the general

understanding of a subject. Read for pleasure with emphasis on understanding the overall meaning.

• Intensive Reading : An in-depth knowledge and understanding of the finer details of the subject .

• Speed Reading (Fixation) : In order to increase our speed we must take in more words with each fixation, rather than make our eyes move faster. Reading everything in detail but develop speed through practice.

READING SPEED

100 wpm

Low level of reading experience coupled with low comprehension and understanding.

Maximum levels of regression, sub-vocalization and mind drift.

100 – 200 wpm

Individual displaying a life-long avoidance of reading.

Characterized by high levels of regression, sub-vocalization and concentration problems.

200 – 250 wpm

Vast majority of the world’s readers are positioned

Regression of about 10% of all words read with full sub-vocalization, Occasional concentration

READING SPEED

250 – 350 wpm

Enthusiastic readers with a fair reading experience.

Occasional regressions with slightly reducedsub-vocalization.

350 – 500 wpm

Enjoyment of reading as a pleasurable activity.

Occasional regressions to compensate for mind drift and better recognition of words without full sub-vocalization.

500 – 800 wpm

Reading is pleasurable Good control over daily reading commitments

READING SPEED

800 – 1000 wpm

Word recognition and Comprehension is maximum.

Extremely Efficient reading speed with low sub-vocalization and no regressions.

1000wpm +

A speed reader who maintains skills by regular practicing and drilling.

Optimum Comprehension and complete control over all reading requirements.

READING DIFFERENT KINDS OF TEXT

1) Reading Entertaining Messages / Text : Not to receive serious information but to be entertained.

2) Reading General Messages / Texts : To broaden our outlook and widen our intellectual understanding and appreciation of things.

3) Reading Reference Materials : To obtain specific information that might be used in various academic and professional activities.

READING DIFFERENT KINDS OF TEXT 4) Reading Business Documents : Requires

attention to all parts of the document. It demands concentration, involvement and responsibility.

5) Reading Scientific and Technical Texts : We should understand not only linguistic and semantic patterns, but also discipline – specific information.

Linguistic and Semantic Patterns : Visual Skills, Perceptual Skills, Vocabulary Skills, Skimming Skills, Critical Reading Skills

Discipline – Specific information : basic understanding of the subject and familiarity

READING BETWEEN LINES

Understanding the hidden meaning or intention behind explicitly stated words is known as reading between the lines.

Many writers do not directly state what they mean but present ideas in a more indirect, round about way. ( What do you infer from these lines ? What does the author imply in lines…..? )

REASONS FOR POOR COMPREHENSION

Inability to understand a word / sentence Inability to understand how sentences relate

to one another Lack of interest or concentration Inability to understand how the information

fits together in a meaningful way

WAYS TO IMPROVE YOUR READING COMPREHENSION

Skim the passage for overall understanding and to grasp the main idea.

Use intensive reading techniques to get the contextual meaning

Use the ‘Study Reading Speed’ of about 200 – 300 WPM.

Read a variety of materials. Don't limit yourself to books.

WAYS TO IMPROVE YOUR READING COMPREHENSION

Circle unknown or unfamiliar words as you read.

After reading, recall , jot down and check for accuracy and completeness.

Answer the questions about the material after reading it.

Answer to the point even if the answer is in few words or just one word.







LISTENING COMPREHENSION Listening is an active process of receiving, interpreting and reacting

to the spoken word. Listening means trying to see the problem the way

the speaker sees it--which means not sympathy, which is feeling for him, but empathy, which is experiencing with him.

Listening requires entering actively and imaginatively into the other fellow's situation and trying to understand a frame of reference different from your own.

This is not always an easy task.

"The reason why we have two ears and only one mouth is that we may listen the more and talk the less."

LISTENING COMPREHENSION Hearing is not Listening Listening Actively- Conscious effort to focus on the

sound and determine what it is. Listener has to hear, analyze, judge and conclude. A person who listens well and engineers appropriate

body language is a good conversionalist though he/she may speak little.

This is active listening. It leads to learning

LISTENING COMPREHENSION

Listening Is With The Mind Hearing With The Senses Listening Is Conscious. An Active Process Of Eliciting Information Ideas, Attitudes And Emotions Interpersonal, Oral Exchange

PURPOSE OF LISTENING To get an overall idea of some message To understand the main points of a lecture To go through the whole material or learn it whole

heartedly To give suggestions to someone. In seeking advice to solve problem To get entertainment To understand speaker’s point of view to specific

information

LISTENING PROCESS Sensing : Listening sounds and concentrate on them in

order to receive the message. Decoding : Process of changing the coded message into

information. It also involves the recognition of false starts, pauses, stress etc.

Evaluation : In order to evaluate a verbal message correctly, facts have to be separated from opinions, relevant from irrelevant information etc.

Response : If the message has been analyzed, interpreted and evaluated correctly, the response will be appropriate.

BARRIERS TO GOOD LISTENING

Listening partially or selectively or ignore the messages.

Reasonso Physical Distractions from other sounds or distance Example: Talking in a moving train, crowded

streeto Prejudging You automatically shut out information Prejudge- you disagree or don’t care May not like the person Differences in culture, social status, age, attitude

or environment


Tips to avoid prejudging Listen to information that is useful even if it isn’t

pleasant to hear Listen to message, not messenger Try to remove cultural, racial, gender, social and

environmental barrierso Careless Listening Listening is partial Inattentive listeningo Talking


o Psychological Barriers : Emotional Disturbance, Anxiety

o Linguistic Barriers : Improper Message Decoding, Ambiguous Language, Unclear Phrases

o Cultural Barriers : Cultural Differences, values, Social Norms

LISTENING TO WORDS SPOKEN AT DIFFERENT SPEEDS

We can speak around 120 to 150 wpm Brain is capable of processing 500 to 750 wpm Hence we waste this time on side excursions Thus we miss connection and thus takes to time to

get in track

Three techniques to keep your concentration Summarize what the speaker has said. Take notes. Try to guess where the speaker is going next Question the truth, validity of speaker’s words

LISTENING INTELLIGENTLY AT INTERVIEW

Interviews require you to listen as much as you speak Try to understand interviewers perspective. Listen with the whole body. Example: Body language

of listener, posture, facial expression Let the interviewer finish starting her/his questions Paraphrase and query to fine-tune the question and

answer

SKILLS AND TIPS FOR TELEPHONIC INTERVIEWS

Plan ahead Be punctual Concentrate on your voice modulation Speak clearly and slowly Avoid long pauses or frequent halting Use simple, direct and enthusiastic responses Always keep a glass of water handy Maintain the highest level of concentration Sit at a quiet place without background noises and

other disruptions, and be relaxed Smile through the phone, it really makes a difference Keep the conversation interesting and easy to follow

SKILLS AND TIPS FOR TELEPHONIC INTERVIEWS

Know when to talk and when to stop talking Always keep a paper and pen within reach Role-play practice may help in the telephonic

interview Always end on a positive note







SPEAKING SKILLS The purposeful process by which people, using

audible and visible symbols, communicate meaning in the minds of their listeners. It is flexible, changing, as well as complex and varied.

Is an interactive communication process that involves speaker and listener.

ACHIEVING DESIRED CLARITY AND FLUENCY Flow of words without pauses and repetition Range of vocabulary appropriately used Appropriate use of grammar Confident of the content Clarity The average number of words can be spoken

per minute is about 120-140. Correct Pronunciation The volume should be adjusted keeping in

mind the number of audience, the size of the room etc.

ACHIEVING DESIRED CLARITY AND FLUENCY

Proper Stress and Intonation

Think and organize the contents of the

message properly

Simple and unambiguous words and

expressions should be used in a speech

Recording one’s presentations may help to

know

ACHIEVING DESIRED CLARITY AND FLUENCY

Fluency Aim for clear oral communication devoid of

speech errors Practice correct pronunciation, accent, and

tone to make the speech impressive. Learn from your mistakes and make sincere

efforts to correct them Concentrate in your ideas rather than your

appearance Listen to good speakers and read material

written in good English.

ACHIEVING DESIRED CLARITY AND FLUENCY Read aloud the passages from books or

magazines that you enjoy reading Practice your speaking skills in small talks –

on hobbies, current affairs, games etc with your friends or family members.

Believe in what you’re speaking Spare at least one hour everyday for

developing your English fluency Write personal diary in English

Betty Botter bought some butter but, said she, the butter’s bitter. If I put it in my batter, it will make my batter bitter. But a bit of better butter will make my bitter batter better. So she bought some better butter, better than the bitter butter, Put it in her bitter batter, made her bitter batter better. So ‘twas better Betty Botter bought some better butter.

PARALINGUISTIC FEATURES OF SPEAKING Paralinguistic communication refers to the study of

human voice and how words are spoken. Paralinguistic signals and cues refer to every

element and nuance of your speech. Paralinguistic communication can be more subtle than other forms of non-verbal communication.

PARALINGUISTIC FEATURES OF SPEAKING

Rate: How many words per minute? Some persons speak slowly and some speak very fast. It is best to vary your speaking pace. Use pauses to create emphasis. A well-paced , varied message suggests enthusiasm, self-assurance and awareness of audience.

Volume: How loud or soft is the voice? Vary your volume to make your voice audible and clear. Confidence, Assertiveness, and Boldness are reflected in louder speech.

PARALINGUISTIC FEATURES OF SPEAKING Pitch: Pitch refers to the number of vibrations

per second of your voice. The rise ( anger, excited ) or fall (sadness, shock) of the voice conveys various emotions. A well balanced pitch results in a clear and effective tone. It helps us avoid being monotonous.

Inflection: Refers to the rising and falling pitch of the voice when somebody says a word or syllable.

Intonation : Intonation refers to variations in pitch.

PARALINGUISTIC FEATURES OF SPEAKING Articulation : Speakers should be careful not to

slop, slur, chop, truncate, or omit sounds between words or sentences. If all the sounds are not uttered properly, the flow of understanding gets interrupted and deters the listener from grasping the meaning of the message.

Good Pronunciation: Pronunciation is the manner of uttering or speaking (words and sounds), and ‘ Good’ Pronunciation is the way of speaking that ordinary people find easy to understand. One should be careful enough to pronounce individual sounds along with word stress according to the set norms.

PARALINGUISTIC FEATURES OF SPEAKING Quality: Quality generally refers to those

vocal characteristics that allow you to differentiate one voice from another. It may be rich and resonant, soft and alluring, hoarse and husky or harsh and irritating. All of these represent different combinations of rate, pitch, and volume.

Intensity or Voice Modulation: Modulation pertains to the way we regulate,vary or adjust the tone, pitch and volume of sound.

Flexibilty and vitality to your voice

PARALINGUISTIC FEATURES OF SPEAKING Word Stress and Sentence Stress Pauses or Silence: A pause in speaking lets

the listener reflect on the message understand it accordingly.

Advantages : Glide from one thought to another Disadvantages : Hinder the flow of speech

TYPES OF SPEAKING

Inter-personal : When you come face to face with someone and communicate with that person it is called interpersonal speaking. However, there are occasions when it is Semi-formal and Informal.

1) Semi-Formal : Exchange of information in a classroom, Bank counter

2) Informal : Exchange of personal Information with Friends and relatives

Semi-Formal Informal

Semi – Formal Content Mostly factual Semi-formal words and

expressions Accepted rules and custom Fixed norms of behavior Always formal in style Objective approach Logically organised and

structured

Personal and Emotional content

May be emotional or factual Colloquial words and

expressions No accepted rules No fixed norms Both formal and informal

style Both objective and

subjective Not always structured

GUIDELINES FOR EFFECTIVE SPEECHES AND PRESENTATIONS

1. Break the material into main parts .Do not have more than 5-6 main ideas as it is difficult to remember more at a stretch

2. Prepare notes or outlines3. Arrange them in a logical, coherent manner4. Make your information or facts effective. You

may include statistics, illustrations and graphs if required.

5. Draw conclusions based on your main points6. Use appropriate visual aids7. Be prepared with answers to possible

questions from the audience

MAKING SPEECHES AND PRESENTATIONS

Right style

Using the correct language

Signposting

Content of presentation

CONTENT OF PRESENTATION

1. Why are you making the presentation and who will be listening to the presentation

2. Selecting the content3. Planning for the talk

i)The beginningii)The middleiii)The end

NON VERBAL AND AUDIO VISUAL ELEMENTS

1.Use of audio-visual aids 2.Eye contact 3.Intonation4. Body movement 5. Word /phrasing-The way something

is expressed in

words : order of

words to express

something

INTONATION







WHAT IS GD?

Group Discussion is a Systematic and Purposeful Interactive Oral Process.

Group Discussion is a systematic oral exchange of information, views and opinions about a topic , issue, problem or situation among members of a group who share certain common objectives for decision making or problem solving.

USE OF PERSUASIVE STRATEGIES

Use of following tips may be helpful Do your homework and be acknowledgeable

about the topic of the discussion. Show maturity before reacting to others. Listen carefully and then react. Always use evidence to justify your views. Establish mutual respect. Win confidence of others. Be considerate. Always be friendly and respectful during GDs

STRATEGIES FOR IMPROVING GD SKILLS

(I) Content Initiative Leader Remind Goal, Procedure Contribute Systematically - Good General

Knowledge & Awareness of the Current Affairs

Keep the discussion alive and lively If the topic is unfamiliar, wait till someone

come up with important information Create Conducive Atmosphere – tending to

promote or assist Promote Optimal Participation Moving the Discussion Along Handle Conflict Effecting Closure

(II) Communication Use simple and appropriate words with right

pronunciation

Use grammatically correct sentences, concise

and unambiguous expression

Use simple language without exaggeration

Speak fluently but with a moderate speed,

pauses and volume Use tone variation and do not let your speech

become monotonous

Do not interact just in monosyllables

Do not use non-word fillers too often- uh, um,

er ,ah

Filler sounds must be checked

Do not use slang

Use linking phrases to link arguments

Make use of polite expressions to disagree or

to interrupt others

Avoid using technical terms

III) Critical Thinking : A good discussion always involves a lot of networking. Networking involves active thinking, building on one another’s points, negotiating , persuading and collating views.

To improve Critical Thinking : 1) Restraining your emotions2) Looking at things differently3) Analysing information4) Asking Questions5) Solving Problems

IV) Knowledge of Group DynamicsTo manage a group well : Generate agreement on a common viewpoint

Be adaptable

Show positive attitude

Do not Distract others

Accept Criticism sportingly

Motivate other participants

Deal with hostile members and conflicts tactfully

Join the Discussion

Never enter the discussion with a disagreement

Do not make a personal remarks

Have a shared leadership

Process of a Group Discussion

Topic is declared beforehand or can choose from the given ones

Anyone can initiate discussion or a particular candidate

One person may conclude or a particular member Group can decide the procedure or follow as per the

instructions Discussion may take place on a topic to find common

solution GDs can be conducted through teleconferencing also GDs may be conducted in the form of case study

Topics for Group Discussion : Abstract - Perceptive and creative thinking more

than facts. Example: Black is beautiful Concrete – Need factual content in combination with

the right perspective. Example: Deforestation is harmful

Range of Topics : Current, Social, Political, Economic Management,

Case Studies, Abstract / Creative

LEADERSHIP SKILLS(I) Being Polite but Firm : Do not apologize when you disagree with someone Do not make sentences sound like questions Avoid using tag questions Do not say anything unless you’ve completed your

thoughts Use the ‘I’ language Do not allow yourself to be interrupted To make a statement powerful, try and drop the

tone of your voice at the end of the sentence. Be assertive and not aggressive. If we feel suggested ideas by other member may

not go well with the organization, we need to express our view firmly but politely

II) Handling Difficult Questions and CriticismQuestions Before you answer a question, always think it

over Avoid prolonged discussions, responses and

arguments with one person Avoid providing detailed responses to

questions that will take the focus away Pre-empt a Difficult question After you’ve responded to a person, ask them

if you’ve answered to their satisfaction

Criticisms Not to become nervous and defensive the

moment someone disagrees ( approach / flaw)

Keep an open mind and try to judge your own statements objectively

Do not hold grudges against people

III) Turn –Taking and Effective Intervention Strategies

Taking turn Being ready to speak when one finishes is taking

one’s turn.

Holding the turn There may be members in a group who do not wish

to give turns to others to speak. These type of members in fact lose by coming

across as bad listeners.

Yielding the turn When we give a hint that we are concluding our

remarks and others can take up the discussion further, we are yielding the turn.


Interferences are necessary in GDs as for correcting error, controlling unruly behaviour, adding some detail, or asking a question for clarification.

Interrupt somebody when only when there is a valid reason and also using appropriate phrases while doing so.


Do not go on speaking yourself. Keep your arguments short and precise.

Do not speak just to interrupt someone. If you need to make a point , you can say Always intervene to help someone to say Do not allow Group Discussion to become

unfocused If too many people are speaking at the same

time, you can intervene





