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DISCUSSIONS,DECISIONS ANDPRESENTATIONS

P A R T I C I P A N T M A N U A L

V e r s i o n : 1 . 0

22

DISCUSSIONS, DECISIONS AND PRESENTATIONS

VERSION: 1.0PARTICIPANT MANUAL

TABLE OF CONTENTS

DISCUSSION, DECISIONS,AND PRESENTATIONS 3

4 WHY DO WE REQUIRE GROUPS

THE TOP TEN TIME WASTERS 4

ADVANTAGES OF A GROUP5 DISCUSSION

ROLES IN A STRUCTURED GROUPDISCUSSION 5

PERSONALITY TRAITS ASSESSEDBY AN UNSTRUCTURED

6 GROUP DISCUSSION

PHASES IN A GROUP DISCUSSION 6

WHAT TO DO IN6 A GROUP DISCUSSION

WHILE SUMMERIZING A GROUPDISCUSSION 7

ADVANTAGES OF GROUP7 DISCUSSIONS

DISADVANTAGES OF GROUPDECISIONS 7

STRATEGIES FOR IMPROVING7 GROUP DECISIONS

TYPES OF GROUP DECISIONS 8

GROUP DECISION9 MAKING EXERCISE

MAKING MEETING MORE EFFECTIVEAND PRODUCTIVE 9

9 PRESENTATION

INITIAL PLANNING 10

10 PREPARATION

OUTLINING 11

11 PRACTICE

LAST MINUTE TASKS 12

13 THE PRESENTATION

QUESTION TIME 13

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1.1 DISCUSSIONS, DECISIONS, AND PRESENTATIONS

Goal:

To assist the participants in understanding the basics underlying group discussions, the group

decision – making process,and

how to make presentations.

Objectives:

Understand and participate in Group Discussions.

Appreciate the nuances of the Group Decision-making process.

Understand the basics of how to make a Presentation.

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1.2 WHY DO WE REQUIRE GROUPS ?

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They combine talents to provide innovative solutions.

They have wider skill and knowledge than the individual.

They are a self-managing and self-monitoring unit; responsibility can be safely delegated.

They are motivated if involved in implementation of a decision, and understand the

implementation better.

Lower echelons become trained in solving work-related problems.

Individuals can be delegated authority safely.

By belonging to a group, the individual participates in achievements well beyond his individual

capacity.

For the individual there is enhanced self-respect coupled with low stress.

The bottom line is that the individual’s talents are better utilized in a group.

1.3 THE TOP TEN TIME WASTERS

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1.4 ADVANTAGES OF A GROUP DISCUSSION

Ideas can be generated.

Ideas can be shared.

Ideas can be ‘tried out’.

Ideas can be responded to by others.

Groups provide a support and growth for any endeavour.

Group discussion skills have many professional applications.

Working in groups is fun!

1.5 ROLES IN A STRUCTURED GROUP DISCUSSION

Initiator

Information seeker

Information giver

Procedure facilitator

Opinion seeker

Opinion giver

Clarifier

Summarizer

Social Supporter

Harmonizer

Tension Reliever

Energizer

Compromiser

Gatekeeper

Disgruntled non-participant

Attacker

Dominator

Clown

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1.6 PERSONALITY TRAITS ASSESSED BYAN UNSTRUCTURED GROUP DISCUSSION

1. Team Player

2. Reasoning Ability

3. Leadership

4. Flexibility

5. Assertiveness

6. Initiative

7. Creativity/ Out of the box thinking

8. Inspiring ability

9. Listening

10. Awareness

1.7 PHASES IN A GROUP DISCUSSION

i. Initiation/ Introduction

ii. The actual group discussion

iii. Summarization/ Conclusion

1.8 WHAT TO DO IN AGROUP DISCUSSION

Speaking is important; do not sit silent. Speak freely.

Do not monopolize the conversation or talk too much.

Give everyone a chance to speak.

Maintain eye contact with everyone in the group.

Show active listening skills to impress facilitator.

Do not interrupt anyone; let them finish their sentences.

Keep the topic on track, and don’t go into irrelevant paths.

Encourage someone who may be silent or shy, especially ladies.

Do not argue with anyone.

Do not debate with any particular person while the group looks on.

Do not repeat what has been said; try to develop on ideas expressed, or give out new ideas.

Clarify anything that you have not understood, and then talk on it.

Above all, be brief and succinct.

Do not commit grammatical errors in your hurry to speak.

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1.9 WHILE SUMMARIZING A GROUP DISCUSSION

Avoid raising new points.

Avoid stating only your viewpoint.

Avoid dwelling only on one aspect of the GD.

Keep it brief and concise.

Incorporate all the important points that came out during the GD.

Do not add anything more.

1.10 ADVANTAGES OF GROUP DISCUSSIONS

Groups have a greater knowledge base, since a lot of persons are involved.

More perspectives and a greater number of approaches are available.

There is increased participation by a variety of individuals, thereby increasing member

satisfaction.

There is a better understanding of the final decision.

1.11 DISADVANTAGES OF GROUP DECISIONS

The time required to take the decision is normally more.

Social pressure to conform and be politically correct in the peer group may lead to poor

decisions.

A dominant leader may control the group’s decision.

On controversial issues, there may be a compromise decision.

1.12 STRATEGIES FOR IMPROVING GROUP DECISIONS

BRAINSTORMING

NATIONAL GROUP TECHNIQUE

THE DELPHI TECHNIQUE

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1.13 TYPES OF GROUP DECISIONS

By Lack of Response – The ideas are suggested, but no discussion takes place. Whenever

any is idea accepted, it is only because others have been discarded due to lack of response.

By Authority Rule – With or without discussion, a decision is taken by the leader. Such a

decision is highly time efficient. Whether the decision is good or bad depends on what inputs

the leader had, and how the other members take it.

By Minority Rule – 2 or 3 dominant members force the group to make a decision that they

want. A suggestion is provided and quick agreement is forced on it.

By Majority Rule – By voting or polling members to find out majority viewpoint. It creates

winners and losers, and a sore minority.

By Consensus – A clear alternative appears with the support of most of the members. Even

those who oppose feel they have been heard and had a fair chance to influence the outcome of

the decision.

By Unanimity – All the group members agree on the course of action to be taken, with no dissent.

Items Individual Ranking Group Ranking

Sextant

Shaving Mirror

Five liters can of water

Mosquito Nettings

One case of IndianArmy Rations

Maps of Indian Ocean

Seat Cushion –flotation device approvedby Coast Guard

Two-liter can ofoil-gas mixture

Small Transistor radio

Shark Repellent

Twenty Square Feetof Opaque Plastic

One Bottle of 160 proofPuerto Rican Rum

Fifteen Feet ofNylon Rope

Two boxes ofchocolate bars

Fishing Kit

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1.14 GROUP DECISION MAKING EXERCISE

Lost at Sea

You are adrift on a private yacht in the Indian Ocean. As a consequence of a fire, much of the

yacht and its contents have been destroyed, and it is slowly sinking.

Your location is unclear because of the destruction of critical navigational equipment when you and

your crew were trying to control the fire. Your best estimate is that you are approximately one

thousand kilometers south-west of the nearest land.

Below is a list of fifteen items that are intact and undamaged after the fire. In addition to these

articles, you have a rubber raft with oars large enough to carry yourself, the crew, and all the items

listed below. The total contents of all survivors’ pockets are a package of cigarettes, several

packets of matches, and five fifty rupee notes.

Your task is to rank the 15 items below in terms of their importance to your survival. Place the

number 1 by the most important, and so on till number 15, the least important.

1.15 MAKING MEETING MORE EFFECTIVEAND PRODUCTIVE

1. Experiencing

2. Sharing

3. Collating

4. Applying

5. Evaluating

6. Experimenting/Innovating

1.16 PRESENTATIONS

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1.17 INITIAL PLANNING

Before you begin preparing the presentation, you’ll need to determine:

1. The type of talk you will be expected to give

2. The composition of the audience

3. The time allotted for the talk

4. Expectations for information content

1.18 PREPARATION

A talk is a one-shot attempt to make a point. . Once you have a general idea of what you want to

say, you’ll have to decide how to say it. Start early!

1. Start preparing far in advance by thinking through what needs to be said.

2. Next, identify the issues you plan to address (brainstorm, then trim back).

3. Arrange these issues in a logical sequence (which may change as you develop the talk).

4. Retention of information by the audience is reduced as a talk proceeds, so organize your

points from the most to the least important.

5. Avoid using lists; you may confuse listing systems, and give the appearance of poor

organizational skills.

6. Determine transition elements which will help your audience to follow the link from one issue to

the next.

7. Use short sentences with simple constructions, more similar to conversational styles.

8. Discard non-essential elements.

9. Don’t assume the audience will be familiar with basic concepts that form the foundation of your talk.

10. Attempt to identify problems or questions the audience may have.

11. Remember, the shorter the talk, the more difficult it will be to cover the material clearly and

completely. Include only essential information, and remove all the non-essential tidbits.

12. The most important preparation factor is to REHEARSE

13. Computer-based presentation programs (PowerPoint, Persuasion, etc.) can be wonderful time-

savers.

14. Determine which elements would benefit by being presented with visual aids.

15. When in doubt about which presentation medium to use, choose the format which is the least

complex

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1.19 OUTLINING

The primary purpose of a presentation is to provide information which the audience will then

remember at a later date.

Instead of modeling your presentation after formats associated with scientific papers or history

texts, consider using formats more often associated with mystery novels; it will be easier for

the audience to become involved in the presentation.

It is important to develop a realistic view of how much material is appropriate, and the ability to

be ruthless in eliminating non-essential material.

Pre-determining the content in relation to length is always a problem. Remember, the practice

talk will be about 20% faster than the real presentation.

Don’t try to reduce the length of a presentation by speaking more quickly and reducing the

number of words used. Both produce a false economy.

Be very selective about what you want to say – and say only that.

1.20 PRACTICE

Practice is the single most important factor contributing to a good presentation.

Read through the text before you begin. Work at being relaxed.

Practice making eye contact with your imaginary audience.

Avoid looking at your notes when you don’t need to do so.

Stick to the general outline of your notes. Don’t memorize your text.

A tape recorder or videotape are the most useful tools for feedback.

Look for distracting mannerisms – avoid them.

What you say should be readily understandable by the audience. Pay strict attention to

diction; it is essential that you speak clearly and distinctly.

Avoid using jargon whenever possible.

A poorly presented talk reflects upon both you and your attitude towards the material and

audience.

You can waste a tremendous amount of time by practicing all the wrong parts of your talk.

Seek some outside feedback to make sure you are on the right track.

Running through the talk once or twice isn’t enough. If the presentation is important, treat it

that way. Practice.

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1.21 LAST MINUTE TASKS

1. Before the day begins, run through your talk once more.

2. Take a tour the room you’ll use for the presentation early in the day. Look for potential

problems.

3. If you need specialized equipment, make sure it is available ahead of time.

4. Determine who will be controlling equipment for you.

5. Computer presentations introduce a whole host of potential issues:

Is the host software compatible with your presentation?

Is there a sound card in the host computer?

Back-up your presentation before you leave using an alternate medium, and bring it with

you.

Alternatively, e-mail it to your host and ask that the file be downloaded and tested on the

computer you’ll be using - BEFORE you depart for the trip!

Did you include all the required files and resources for your presentation?

Keep in mind that failures of technology can be devastating.

6. Letting your presentation slides, disk, CD, etc. out of your sight before the presentation begins

can lead to disaster.

7. If the room is large, or your voice small, use a microphone.

8. Check to see that accessories are present; chalk, eraser, markers etc.

9. Avoid standing behind a lectern or desk during the presentation. Stand to one side of the

projection screen or blackboard, and closer to the audience if possible.

10. Moderate movement and hand gestures are OK, but avoid pacing and flapping.

11. Don’t be afraid to insist on a few minutes to yourself prior to the talk; 15 to 30 minutes is

standard.

12. Remember to check carefully zippers, buttons and other closures - before you enter the

presentation hall.

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1.22 THE PRESENTATION

1. State your objectives at the start of your talk, then restate them again at the end of the talk.

2. Unless you have had experience, avoid making jokes. The results can be disappointing, and

may suggest an unprofessional attitude.

3. Choose a natural, moderate rate of speech and use automatic, moderate gestures.

4. Monitor your behavior, and avoid habitual behaviors (pacing, fumbling change in pocket, twirling

hair).

5. Laser pointers are wonderful pointing devices, but remember that they are also very distracting

devices.

6. Likewise, and for the same reasons, avoid using the cursor as in pointer in your computer

presentations.

7. Converse with your audience. Involve them in the process of the presentation by posing

questions and making eye contact.

8. Keep an eye on your time, and don’t run over your limit. Ever.

9. Be prepared for interruptions.

10. If you must turn down the room lights, don’t turn them off entirely.

11. Don’t apologize for any aspect of your presentation.

12. Strive to have a prepared and memorable summary.

1.23 QUESTION TIME

1. Always repeat each question so the entire audience knows what you’ve been asked.

2. Before you answer, take a moment to reflect on the question. If you are unsure, restate the

question or ask for a clarification.

3. Above all, wait for the questioner to finish asking the question before you begin your answer!

4. The only exception is when it becomes necessary to break in on a vague, rambling question.

5. If a question is asked during the talk, and it will clarify an ambiguity, answer it immediately.

6. Postpone questions aimed at resolving specific problems until the end of the talk.

7. Avoid prolonged discussions with one person, extended answers, and especially arguments.

8. If you can’t answer a question, just say so. Don’t apologize. Then:

Offer to research an answer, then get back to the questioner later.

Suggest resources which would help the questioner to address the question themselves.

Ask for suggestions from the audience.

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