The Right way to Communicate: Know all about Preparation for Group Discussions

Successful communication is one in which the receiver perceives exactly what the sender is trying to convey. However, it is not as easy as it appears. Even the slightest of misinterpretation can cause a lot if misunderstanding resulting in the wastage of time and also compromising the relationships.

Here is a list of 7 C’s of communication which if incorporated can bring about a significant change in both your professional and personal life:

1. CONCISE: Make sure to convey something as briefly as possible. Now here, brief shouldn’t be confused with incomplete. To be able to convey the important details in brevity is an art.
2. CLEAR: Always be clear with what you want to say. Lacking clarity can cause several confusions which would ultimately waste the time of others and yours too.
3. CORRECT: Make sure whatever you are delivering is 100% correct. This may include facts, statistics or even references. Providing incorrect information will cause a grave concern for your credibility. It is commonly seen that brands endorse themselves as №1 Brand in a particular field. Well, how can there be so many №1’s? If you feel that stats are not worthy of being shared to a wider public, then don’t share them. Providing honest statistics is always more ethical rather than tampering them and releasing false misleading results. Also make sure that the grammar and spellings are correct.
4. COMPLETE: It is rightly said, “Half knowledge is more dangerous than no knowledge”. Make a point to divulge all the necessary details to a person or group of persons.

Example:

Dear all,

Tomorrow we will have an important meeting. Everyone should be present.

The above example is a very vague message.

A complete message looks like this:

Dear all,

Tomorrow we will have an important meeting regarding client ABC at 3 pm in AV Hall. Everyone should be present.

5. CONCRETE: You should believe in what you are saying. Fickle mindedness can be disadvantageous for your profile. Don’t judge quickly, take your time and then speak. In a Group Discussion, many candidates commit this mistake. Either they are very rigid about their opinion and have no room for another perspective or they will be fickle minded and agree with everyone. So, you must think deeply before you take a stand for a particular opinion.

6. COHERENT: Your conversation should be logically correct. The content should be linked. Abruptness can distract the reader significantly.

Consider an example:

Hi David

Please send me the marketing strategy file of client PQR as soon as possible. Also, what do you think about ABC’s proposal? Do you think we should give it a try?

Hi David

Please send me the marketing strategy file of client PQR as soon as possible. After that I would like to discuss something with you.

7. COURTEOUS: Always respect other people’s views and keep an open mind while a discussion. If you disagree with someone, let them know politely. Always be gender inclusive when you are addressing a wide audience. Use humanity in place of mankind, use his/her in place of his, use chairperson or chair in place of chairman. Make sure to never hurt any community in your speech.

The Greek philosopher, Aristotle stated the essential elements of a profound communication —

• ethos (credibility)
• pathos (emotional connection)
• Logos (logic)

I know it is a lot to keep in mind while speaking. But trust me on this, practicing these habits in your communication style can make a very positive impact in your life. Start with one ‘C’ at a time.

HOW TO ACE A GROUP DISCUSSION:

A group discussion is a systematic communicative exchange of thoughts and ideas to test a person on several grounds like subject knowledge, communication skills, listening skills, leadership skills, spontaneity of thought, confidence, team work, problem solving skills, politeness, behaviour, general awareness, body language and how well you analyse a different perspective.

The format of a Group Discussion is as follows:

• 6–12 participants
• Moderator or panelist will be the judge
• You’ll have 5–10 minutes to think
• 15–30 minutes to discuss
• Topic will be given by the moderator
• To stop you from speaking beyond your individual time limit, your panelist might intervene.
• Your panelist might signal the group (by ringing the bell to end) the Group Discussion round

Practice the following well:

• AWARENESS: Be updated with all the recent national and international events of importance because it will be very difficult to have a discussion on something which you have no clue about.
• LEADERSHIP SKILLS: Either initiate the discussion or conclude it. Not only grab the opportunity but also grab attention. Begin/Conclude with a statement, quote, story, question or fact. It is important to emerge as a leader in a group of people. It is very easy for people to go off topic, as an attentive participant you must tell the speaker politely.

Example: “Your point, my friend, is very true but I feel that it can be discussed later/is slightly unrelated to the current topic”.

• GESTURE: Avoid excess of hand movements. Avoid aggressive gestures like pointing your finger at someone or thumping the table. Always have a pleasant smile and calm on your face. Don’t tap your feet as it reflects your anxiety. Be attentive to what others are speaking. Judges evaluate listening skills too. Keep a sincere and continuous eye contact.
• BODY POSTURE: Don’t slouch, it would reflect your disinterest to the other speaker. Sit tall with your back straight. Don’t cross your arms as it can be offensive. Avoid crossing your legs or showing the sole of your shoe to someone.
• HOW TO SPEAK: Use medium tone and pitch. Don’t shout. Avoid drawing too much attention to personal experiences. Never lose your temper. Remember, it is a discussion and not an argument. Avoid interrupting while others are speaking. Politely add your point by using the phrases like “please excuse me, I would like to add to your point”, “I am sorry to interrupt but there could be a different angle to this”. Think well before you speak. Link your input to what has been previously discussed by supporting or opposing it.

Practice well through mock group discussions.