PRACTICE IN BUSINESS COMMUNICATION - GROUP DYNAMICS , GROUP DECISION -lets--study

 MEANING OF GROUP

A group is an aggregate of people, from two upto an unspecified but not too large a number, who associate together in face to face relationships over a period of time. A viable number of members in the group can beanywhere between 14 and 20. 

More than that will become unwieldy or unmanageable. That is why it has been emphasised that managerial groups are small groups and are called committees some groups or committees are temporary, and other are permanent though their members may change. Member of any group get many opportunities for interaction. This is a direct manifestation of what is known as Group Dynamics. It implies continuously changing and adjusting relationships among members. The core of group dynamics is interaction among members. 

Interaction, in the broad sense is any means of communication between people. Thus communication plays an extremely important role in the group dynamics. The means of communication can be both verbal and non-verbal. Without interaction the group will become static or defunct. Moreover, no organisation can thrive on defunct or non-functioning groups.

CHARACTERISTICS OF GROUP

In a business organization a group is of great importance because in a business organization a single person does not do any work alone but many people get together to achieve predetermined objectives. A group has the following characteristics.

1. To bring participants close: In a group two or more people are brought together and united efforts are made. 

2. Aims: Only a combination of people who have definite aim can be called as a group. That is people get together to achieve determined  objectives. 

3. Growth of Participants: In a group a person holds discussions with other people and is influenced by them which bring about growth of the people in a group.

4. Spirit of change: After discussions in a group a spirit of change developed in the participants

GROUP PERSONALITY

Just as individual has personality, a group also develops what we may call its group personality. Given below are the characteristics of group personality, 

(1) Spirit of conformity: Individual members soon come to realise that in order to gain recognition, admiration and respect from others they have to achieve a spirit of conformity. Our beliefs, opinions and actions are influenced more by group opinion than by an individuals opinion, even if it is an experts opinion. If the members conform to the accepted standards of their group relationships they feel happier and better adjusted.

(2) Respect for group values: Any working group is likely to maintain certain values and ideals which make it different from others. In order to deal effectively with a group we must understand its values which will guide us in foreseeing it programmes and actions.

(3) Resistance to Change: It has been observed that a group generally does not take kindly to social changes. On the other hand the group may bring about its own changes, whether by dictation of its leader or by consensus. The degree to which a group resists changes serves as an important index of its personality. It helps us in dealing with it efficiently.

(4) Group Prejudice: Just as hardly any individual is free from prejudice groups have their own clearly evident prejudices. It is a different matter that the individual member may not admit their prejudiced attitude to other's race, religion, nationality, etc. But the fact is that the individual's prejudices get further intensified while coming in contact with other members of the always more powerful than individuals, how ever influential the individuals may be. That is why individuals may find it difficult to speak out their minds group holding similar prejudices. 

(5) Collective Power: It need not be said that groups as a whole are in groups.

There is always the risk of the one-against-many situation cropping up. All of us are in need of people who adopt a friendly attitude towards us, not really those who are out to challenge us in a group. The group as a whole always rules. The odd man out is always at disadvantage. 

The word 'discuss' has been derived from the Latin root 'discutere that means 'to shake' or 'strike.

The noun 'discussion' means an activity in which a subject or theme is thoroughly shaken, inquired into or examined in order to reach a satisfactory conclusion or decide upon a course of action. Here it is worthwhile to compare it with conversation on one hand and debate on the other. While conversation often becomes informal exchange of views, a debate can become heated or acrimonious expression of arguments for or against a motion or a given line of thinking.

It is discussion on which all purposeful meetings or decision making processes are based. 

FEATURES / INGREDIENTS OF DISCUSSION

Given Below are the ingredients of discussion. 

(1) Purpose: : The first ingredient of an effective discussion is purpose. Unless there is clear purpose there will not be any discussion. Just sitting together and indulging in a freewheeling aimless talking is not discussion. No organisation can afford to waste its precious time in aimless talking. Unless there is a clearly stated purpose the participants are likely to skip from one topic to another and that will defect the very purpose of group decision-making.

(2) Planning: Planning in advance is the second essential ingredient of discussion. We cannot rely on any random or on the spot expression of feelings or ideas. A leader or some members of a group have to initiate the process of decision making. It therefore, becomes necessary to carefully prepare the agenda, give thought to what is to be discussed, inform the members in advance, fix the date, time, venue and so on.

(3) Participation: Participation is the very life of a meaningful, effective discussion. It means that each individual member of a group is supposed to contribute to the deliberations of the group when it is meeting for a discussion. That is why a group discussion has been defined as the cooperative pooling of all available information. It is quite possible that not many members contribute to the discussion. Often a discussion is dominated by a handful of members. But, then, other members can at least actively listen. In this way they also participate in the discussion. Active listening is also participation.

(4) Informality: Informality and cordiality are essential to encourage the fullest possible participation. It does not mean that the whole exercise should become informal. On the other hand, decision making in an organisation is a matter of formality. The leader-member relationship in a discussion is basically formal. But an effective leader is one who encourages informality. It makes the members comfortable and they feel at ease to speak out what they feel.

(5) Leadership: Every group discussion has to be piloted by a leader. In the absence of a leader the whole activity may run haywire. If the group is large it may also become chaotic. It is the role of the leader to steer the discussion like a ship through troubled waters. Hence a leader is indispensable for a group discussion. It is, however, to be pointed out that a leader has to be assisted by a secretary.

GROUP DISCUSSION

In any business organization there are many people who make co ordinated efforts Group efforts always require mutual interaction as among group members, known as group discussion. Discussion is held to understand business problems so that their solutions can be found. There are many problems in a business organization.

Group discussions are held to find in the best solution to th organisational problems. Meetings are held to discuss. In these meetings various people put forword their different problems and other give different solutions to these problems so that the best solution can be found. In a group discussion various things like preparing blue print for the company's work, evaluating the work done, checking the best solution. The problem was used or not are done.

Therefore in group discussion the best solution to a business problem is found.

Purpose and Objectives of Group Discussion

1. Suggestions: Through the problem is solved through ideas and advice or suggestions

2. Exchange of Ideas: The main aim of a group discussion is to get people's reactions through exchange of ideas so that the participants are encouraged to ask questions 

3. Decision making: Many people can be involved in decision making through group discussion. Therefore, in a group discussion decisions are made after the thorough interactions.

4. To write summary: After group discussion its summary must be written so that persons concerned can be communicated with the decisions taken to do the work on the basis of the summary immediately.

PREREQUISITES OF SUCCESSFUL GROUP DISCUSSION

Written communication is very important during a group discussion. In the agenda various issues that have been discussed and the time taken are recorded. For this the participants in a group discussion are given seats accordingly. It is done so that all the members can understand the group discussion process and can listen to the views expressed by other people This work process is arranged by the secretary.

He also ensures that all the members are informed about the group scussion atleast a month in advance. The necessary conditions for a successful group discussion are as follows

. 1. Exchange of ideas: In a group discussion different experts present their opinion on the problems. On the basis of this the members present get information.

2. Objective or aim: The objective or the aim of the group discussion should be clear to all those present so that the group can achieve its aim. Otherwise, there is no logic in holding the group discussion. 

3. Co-operative Environment: A co-operative environment is created in the group so that the members of the group do not experience any hindrance and can express their opinion freely.

4. Appreciative: The views presented by the members should be appreciated so that they are encouraged to give even better views. If they are not appreciated the next time that member will not present his opinion.

5. Attention: Views will be appreciated only when the members listen attentively and concentrate fully on the discussion. 6. Positive Attitude: Group discussion can be successful only when all the members have a positive attitide. 

ADVANTAGES OF GROUP DISCUSSION

1. More knowladge: In a group discussion the memebers get more knowledge as many ideas are exchanged between the member.

 2. Finding Alternative Solutions: After group discussion many solution to a problem are brought forward. And out of these the best solution is selected.

3. More Reliable: Decisions taken after consulting the members of the group are more reliable. It is because a discussion has already been held on these decision and it is taken after due care.

 4. Co-operative: A Spirit of Co-operation is created in the members thought group discussion.

5. Labour Division: In a group discussion solutions to all the problems are found on the basics of which the manager's job can be done successfully. It also makes the manager concentrate harder on this work. 

6. Proper Use of Time: In a group discussion a decision that was to be made by the manager alone is made by all the members. Because of a group discussion less time is taken in decision making and time is saved

7. Full Utilisation of Resources: After making decisions in a group discussion it should be made sure that the resources are utilized fully. Resources are of two types, human and material. Here, resources refers to both type of resources.

DIS-ADVANTAGES OF GROUP DISCUSSION

1. Disagreement: If a suitable solution is not found in a group discussion or if the discussion ends without any solution there will be increased disagreement between the members, 

2. Useless Talk: If the chairperson is not a skillful person then he can stretch the discussion too long by indulging in useless talk.

 3. Difficulties in Decision making: If due importance is not given to a member's opinion or if his view is not accepted, he may feel insulted and block other people's decision.

4. Expensive: Group Discussion is a very expensive process for a business organisation. Sending notices to members, fixing a place for the meeting, distributing subject matter among the members are some of the things that are to be done by the organization to hold a group discussion. A lot of money is spent on doing this.. 

5. Emergency Situation: Group Discussion is of no use in an emergency situation. It is because the organisation needs to take quick decisions in such situations.

6. Sending Notices: For holding a group discussion notices are sent to the members to inform them about the group discussion.In the notice information like time, date, place for the discussion is given. Such noties causes wastage of a lot of time.

TECHNIQUE OF GROUP DECISION

Generally, following are the techniques used to take group decisions

(1) Committee Meeting Technique: Group decisions are mostly more advantageous than individual decisions. That is why it is a common practice in organisations to form groups for decision making. These groups are face- to face interacting groups and are generally called committees. A committee can be defined as a group appointed by the parent organisation which meets to investigate a problem and later to formulate its report and recommendation.

Committees are of various types standing committees, executive committees, advisory committees, adhoc committees, and so on. They all have their own terms of reference well laid out. A standing committee is a permanent committee empowered and entrusted to take management decisions. Its members may periodically change according to the constitution adopted by the organisation.

An advisory committee comprises experts in particular fields or persons deemed to be qualified or experienced enough to advise the organisation in crucial decision making. Its terms of reference are laid down by the organisation that is the parent body to which it is supposed to report periodically. An adhoc committee is constituted. An adhoc committee is constituted for a particular purpose after the fulfilment of which it is dissolved

The working of a committee can be divided into the following stages 

(1) Get a clear perspective or collect data.

(2) Explore attitudes and sentiments of the members 

(3) Combine the logical and psychological elements

(4) Arrive at a decision in the light of the above and

5) Have a faithful record of the deliberations and decisions arrived at .

(2) Command Meetings: It is very different from a committee meeting, although it is also supposed to be a process of group decision making. It is used to describe a meeting between a manager and his subordinates. In a command meeting the manager alone is responsible for decisions and the subordinates are supposed to give him the benefit of their opinion. The manager himself decides where and when to hold the meeting and what procedure to follow. Many subordinates go to the meeting with the idea of sharing their feelings and ideas.

In this way they feel morally committed to the decisions taken. But, then, the spirit of industrial democracy is missing here. The sole aim of such a meeting is the manager's attempt to share information with his subordinates, clear up misunderstandings, state policies of the company, and spell out instructions.

(3) Brain Storming Sessions: Developed in 1939 the brainstorming technique is how widely used by business organisations and government institutions given below are the guiding principles of a brain-storming session:

(1) No ideas are criticised 

(2) Free-wheeling is encouraged- the newer the idea, the more welcome it is. 

(3) The emphasis is on the quality of ideas Brainstorming is a clever device to overcome the compulsive nature of conformity that obstructs the development of creative ideas

In a typical brainstorming session, six to ten people sit around a table. The group leader states the problems and then the group members free wheel as many alternatives as they can put forth within a given length of time. Without any criticism, all alternatives are recorded for discussion and analysis.

(4) Nominal Group Technique: The nominal group technique restricts discussion or inter personal communication. The group members are only present as in any other committee meeting, but they operate independently. In a nominal group the following steps are taken : 

(i) Members meet as a group, but each member independently writes down his ideas.

 (ii) Then each member presents his idea to the group either by writing on a flip chart or on chalk board. No discussion takes place until all ideas have been recorded.

 (III) The group then discusses the ideas for clarity and evaluation. 

(iv) Each member silently rank orders the ideas.

(v) The final decision is taken. On the basis of the idea with the highest aggregate ranking.

This technique permits the group to react formally without restricting independent thinking

DELPHI TECHNIQUE

Delphi technique is almost like the brainstorming technique except in that it does not require the physical presence of the group's members. It, in fact, does not allow the group members to meet face to face.They may be situated apart from each other far & wide across country or even in different countries. The steps of this technique are as follows:

(1) The problem is identified and members are asked to provide solutions through a series of carefully designed questionnaires.

 (2) Each member anonymously and independently completes the first questionnaires.

 (3) Results of the first questionnaire are compiled at a central location and reproduced.

(4) Each member receives a copy of the results. 

(5) After viewing the results members are agairuasked to give their solutions. The results trigger off new solutions and cause changes in original position.

(6) Steps '4' and '5' are repeated as often as necessary until consensus is reached. The greatest advantage of Delphi technique is that it avoids the problem of getting the executives together at one place and thus it saves the huge amount of money spent on travel, etc.. It is extremely time consuming. This technique is not suitable where a speedy decision is needed.

SUITABILITY OF DIFFERENT GROUP DECISION-MAKING TECHNIQUE

Each and every method of group decision has its pros. and cons. The suitability of a particular technique depends upon the overall objective of the firm. Earlier, the group decision were taken by the members sitting face to face that were of great help in establishing relations and harmony Through Brain storming, independent thoughts are motivated and the social pressure kept at the minimum. The nominal group technique induces independent thinking and reduces group as well as social pressure.

Under Delphi technique the chances of differentiation among personne are very less. Along with it this method is suitable when the members of the group are scattered among themselves.

OTHER TECHNIQUES OF GROUP DECISION-MAKING

The above mentioned techniques and their results must be property implemented by the organisation. There are certain other techniques b which the information is collected and evaluated at large, but their conclusion or decision does not bind the firm. These other techniques include conference, press conference seminar, workshop, etc.

The implementation of results obtained depend on will, not on orders.

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