Group Communication

What is Group Communication?

A group means a number of people who interact with each other for a common purpose.
When people talk, discuss, share ideas, or take decisions together, it is called group communication.

A group may meet:

• once (for a specific purpose), or
• regularly (like committees, departments, or teams).

Key Features of a Group:

• More than two people
• Interaction among members
• A common goal or purpose
• Cooperation and discussion

Examples of groups:

• Classroom discussion
• Office meeting
• Committee meeting
• Conference
• Group discussion in interviews

2. Importance of Group Communication

Group communication is very important in education, offices, and organizations.

It helps to:

• understand problems clearly
• share different opinions
• take better decisions
• develop leadership skills
• improve confidence and communication skills

In modern organizations, most decisions are taken through meetings and discussions, not by individuals alone.

3. Problems of Group Communication

Group communication is useful, but it also has some problems.

Common Problems:

1. Lack of participation
   Some members do not speak or take part in discussion.
2. Fear and hesitation
   Some people feel nervous or afraid to speak in front of others.
3. Dominating members
   A few people talk too much and do not allow others to speak.
4. Lack of control
   If the leader does not control the discussion, it becomes confusing.
5. Wasting time
   Meetings may take too long without reaching a conclusion.

These problems can be reduced with good leadership and preparation.

4. Meaning of a Meeting

A meeting is a formally arranged gathering of people to:

• discuss an issue
• solve a problem
• take decisions

Meetings are an important part of business and professional communication.

Types of Meetings

Meetings can be classified based on formality and purpose.

A. Based on Formality

1. Formal Meetings

• Follow rules and procedures
• Examples:
• Company board meetings
• Parliament meetings
• University senate meetings

2. Semi-formal Meetings

• Some rules, but not very strict
• Examples:
• Committee meetings
• Advisory meetings

3. Informal Meetings

• No strict rules
• Friendly and relaxed
• Examples:
• Group discussions
• Brainstorming sessions

B. Based on Purpose

1. Decision-Making Meetings

• Purpose: to take important decisions
• Example: Board of Directors meeting

2. Executive Meetings

• Executives discuss policies and actions

3. Reporting Meetings

• Information is shared
• Example: Briefing sessions

4. Negotiation Meetings

• Two groups discuss to reach agreement
• Example: Management and workers meeting

5. Group Discussion

• Informal discussion
• Used in:
• interviews
• classrooms
• training programs

6. Conference

A conference is a large meeting where:

• many people participate
• ideas, problems, and solutions are discussed

Features of a Conference:

• Large number of participants
• Divided into smaller groups sometimes
• Participants may come from different organizations

Conferences help in learning, sharing experiences, and policy making.

C. Committee Meettings

A committee is a small group of people selected to:

• perform a specific task
• give suggestions or decisions

Types of Committees:

1. Ad-hoc Committee
• Temporary
• Formed for a specific problem
2. Standing Committee
• Permanent
• Works continuously
3. Special Committee
• Formed for special purposes
4. Sub-committee
• Smaller group formed from a main committee

Advantages and Disadvantages of Committees

Advantages:

• Decisions are more democratic
• Many ideas are shared
• Responsibility is shared

Disadvantages:

• Takes more time
• Expensive
• Decisions may be delayed

Advantages and Disadvantages of Meetings

Advantages:

• Exchange of ideas
• Better understanding
• Multiple Points of View
• Democratic decision-making
• Improves teamwork

Disadvantages:

• Time-consuming
• May be costly
• Sometimes unproductive

CONDUCTING A MEETING

 Conduct of a Meeting

A meeting of any kind is conducted by the convener, leader, or moderator.
These three persons have slightly different job descriptions.

• A convener is one who calls and arranges for the meeting.
• A leader or moderator is someone else appointed by the convener.
• The convener may conduct the meeting himself or may ask someone else to conduct it.

The organization’s rule book for the meeting and maintaining correct procedure is usually followed.
In case of court meetings and the chairman has to give a ruling and may have a casting vote.

A leader or moderator generally conducts the meeting or conference session.

Chairman’s Responsibilities

A person acting in any of the three capacities needs to be a skilful leader of discussion.

Whether appointed by statute or elected for the occasion or elected from among the group, the leader has to:

• carry out the function of guiding discussion
• keep the meeting on track
• arrive at a useful conclusion at the end of the given time

The leader must work up the agenda before the meeting and check that:

• all requirements are made available in the meeting room
• necessary staff is in attendance to assist at the meeting

Duties of the Chairman During the Meeting

The chairman must be tactful, courteous, and impartial.

The chairman should:

• keep the meeting moving
• maintain discipline
• ensure that discussion does not go beyond reasonable time

Time is an important factor in communication.
Long and boring meetings tire out participants and create a sense of wasted time.

The meeting usually runs a bad effect if:

• the leader arrives late
• the leader is not prepared

If the meeting requires note-taking, the leader may ask someone to take notes.
If no one is available, the leader himself can make notes on the chairman’s order.

1. Opening the Meeting

The opening of the meeting is very important because it sets the tone of the meeting.

A good opening:

• marks a productive beginning
• creates optimism

The chairman or leader must:

• outline the goal and objectives of the meeting
• explain the procedure to be followed
• clarify the break-up of the discussion topic
• specify the time allowed

The chairman’s introductory remarks should be:

• limited to two or three minutes
• addressed to all participants

2. Running the Meeting (Discussion Stage)

Running the meeting requires tact, patience, and control.

The chairman must:

• address a general question to the group
• if discussion does not work, address a specific question to a particular person

Some leaders take the discussion lightly and allow free talk, but:

• discussion should not exceed 20% of the total meeting time
• the leader’s job is to guide the discussion, not to take part in it

The leader should:

• avoid acting as an expert or authority on any matter
• ensure maximum participation from all members

If someone talks too much:

• the leader may intervene tactfully

Example from the book:

• “Mr. Agarwal, how would your section be affected by this?”
• “What has been your experience in this, Mrs. Mehta?”

If the discussion goes off track:

• The leader may interrupt politely
• Bring the discussion back to the main issue

If only a few people talk repeatedly:

• The leader must involve silent members

 Dealing with Differences of Opinion

Differences of opinion are natural in a meeting.

The chairman should:

• remain neutral
• avoid personal bias
• Focus on the subject, not on individuals

If necessary:

• The chairman may summarize different viewpoints
• encourage compromise

3. Closing the Meeting

When the meeting has slowed down or the topic has been fully discussed:

• the chairman should summarize the discussion
• restate the conclusions and decisions

The chairman should:

• ensure clarity about decisions taken
• Mention any follow-up action required

Finally, the chairman should:

• Thank the participants for their contribution
• officially declare the meeting closed

 Post-Meeting Activities

After the meeting:

• Conclusions must be recorded
• The chairman may write the report or get it written
• Minutes may be circulated to participants

Information like:

• letters
• office notes
• instructions

may be sent to concerned persons to implement decisions.

 

RESPONSIBILITIES OF THE PARTICIPANTS

Every participant has a stake in the meeting.

In fact, the alert participant finds a meeting an opportunity for continuing education in business management.

If participants actively participate, they gain:

• up-to-date information
• new viewpoints
• better understanding of the department or organization

The meeting also:

• develops the participant’s thinking ability
• improves presentation skills
• gives practice in expressing ideas clearly

Responsibilities of a Participant

The following are the suggestions for effective participation in a meeting:

(i) Be Prepared

• Never fail to do homework.
• Study every item on the agenda.
• Read all papers distributed with the agenda thoroughly.

(ii) Keep an Open Mind

• However well-prepared you may be, there is a possibility that:
• you may be wrong
• others may have better information
• Be prepared to:
• learn
• correct mistakes in thinking or information

(iii) Do Not Disturb Others

• Do not disturb other participants by:
• talking on the side
• shuffling papers
• unnecessary movements

(iv) Offer Helpful Suggestions

• If your idea or suggestion is defeated in the discussion:
• be graceful
• help clarify weak ideas of others

(v) Show Respect to Others

• Show interest in what others say.
• When someone makes a good point:
• show appreciation
• This encourages healthy discussion.

(vi) Disagree Politely

• Never personalize a difference of opinion.
• If disagreement is necessary:
• state your opinion clearly
• summarize the other person’s point
• explain why you disagree

(vii) Speak When Necessary

• Speak up if you have something useful to say.
• Especially speak on topics where:
• you have knowledge
• you have comments to contribute
• Avoid making lengthy speeches.

(viii) Control Emotions

• Do not get carried away by emotions.
• Problems cannot be solved by:
• jealousy
• revengefulness
• spite
• Willingness to examine ideas objectively is essential.

(ix) Be a Good Listener

• Be a good listener.
• You will learn:
• about matters
• about human behaviour
• Careful listening improves understanding.

(x) Be Courteous

• Be courteous at all times.
• Remember:
• manners must be as good as your ideas
• you are either the host or a guest

 Work Cited

Rai, Urmila, and S. M. Rai. Business Communication. Ninth Revised ed., Himalaya Publishing House, 2020.