DEPARTMENT OF ENGLISH

SUBJECT: Professional Writing Skills in English

22ENG26 SEMESTER – I I
BATCH – 2024-25

Module-5
Professional Communication Part-II: Group Discussion and Professional Interviews, Characteristics and Strategies
of a GD and PI’s, Intra and Interpersonal Communication Skills at workplace, Non-Verbal Communication Skills and
its importance in GD and Interview. Presentation skills and Formal
Presentations by Students, Strategies of Presentation Skills.

Group Discussion

Group Discussion- Definition and What is it about?

A Group Discussion, often abbreviated as GD, is a popular evaluation technique employers use during
recruitment.

It is a structured conversation involving a group of individuals, usually between 6 to 15 participants, who

gather to discuss a specific topic or problem.

The primary goal of a group discussion is to assess a candidate's ability to communicate, collaborate, and
present their ideas effectively within a group setting.

Group discussions play a crucial role in assessing not just an individual's knowledge but also their
interpersonal skills, teamwork, and ability to think on their feet.

What happens in a GD round?

A GD is an informal discussion in which candidates with similar academic qualifications or related

educational backgrounds, discuss a topic. So, it is sometimes called a ‘leaderless discussion’. The topic of
discussion is generally provided by a panelist or a group of panelists. An ideal GD process has been described
below:

 You will sit in a room with 6-12 participants

 You will be judged by a moderator/panelist

 You will be given a topic by the panelist

 You will be given a time slot (5 to 10 minutes) to think and frame your points

 You will be given a time slot (15 to 30 minutes) to discuss the topic with your group

 To stop you from speaking beyond your individual time limit, your GD panellist might intervene.

Importance of Group Discussions

Group discussions (GDs) are a critical component of job interviews, serving as a dynamic platform to assess a
candidate's interpersonal skills, communication abilities, and problem-solving acumen.

GDs simulate real-world professional scenarios, allowing employers to evaluate how well individuals
collaborate and contribute within a team environment.
What Are The Types Of Group Discussions?

Group discussions come in various formats, each designed to assess specific skills and qualities in
participants. Different types of group discussions include:

Topic-based Group Discussion.

Case Study Group Discussion

Role-Play Group Discussion

Structured Group Discussion

Debate Group Discussion

Fishbowl Group Discussion.

Bottomline: Be proactive, not reactive.

Which Skills are Evaluated in Group Discussions?

Group discussions (GDs) serve as a comprehensive assessment tool, evaluating a diverse set of skills and
qualities in participants.

In a GD, candidates are observed for their communication, teamwork, problem-solving, and leadership
abilities.

Here are ten key skills assessed in a group discussion and how they are evaluated:

1. Communication Skills: GDs gauge a candidate's ability to articulate thoughts clearly and effectively,
ensuring that they convey their ideas coherently and listen attentively to others.

2. Teamwork: Candidates need to collaborate, respect others' viewpoints, and create a cooperative
atmosphere within the group, demonstrating their capacity to work as part of a team.

3. Leadership: Emerging leaders can guide the discussion, maintain order, and encourage participation
without dominating the conversation.

4. Problem-Solving: Participants must analyze issues, propose practical solutions, and make informed
decisions, showcasing their problem-solving abilities.

5. Knowledge and Awareness: Being well-informed on relevant topics allows candidates to contribute
meaningful insights and exhibit their awareness of current affairs or industry-specific matters.

6. Time Management: Adhering to time constraints while contributing to the discussion demonstrates
effective time management skills.

7. Persuasive Skills: Candidates may need to persuade others to accept their viewpoints respectfully,
highlighting their ability to influence and convince.

8. Stress Management: GDs can be challenging, evaluating how candidates handle stress and maintain
composure under pressure.

9. Critical Thinking: The ability to think critically and analyze information is assessed when
candidates evaluate complex issues or scenarios.

10. Adaptability: Demonstrating flexibility in adjusting to the dynamics of the group discussion and
adapting to changing circumstances reflects adaptability and openness to different perspectives.
Strategies for Effective Group Discussion Participating effectively in a group discussion can be a valuable
skill, whether in a job interview, academic setting, or other group situations.

To succeed in a group discussion, consider the following tips:

1. Understand the Purpose: Begin by understanding the goal of the discussion, whether it's to assess
your knowledge, problem-solving abilities, or communication skills.

2. Research the Topic: If possible, research the topic beforehand to have a basic understanding. Being
informed will help you contribute meaningfully.

3. Active Listening: Pay attention to what others are saying. Active listening allows you to respond
thoughtfully and build upon others' points.

4. Initiate and Contribute: Don't wait for your turn to speak; initiate the discussion when appropriate.
Contribute relevant and concise points.

5. Respect Others: Treat fellow participants with respect and courtesy. Avoid interrupting and
acknowledge their viewpoints, even if you disagree.

6. Speak Clearly and Confidently: Articulate your thoughts clearly and confidently. Maintain good
eye contact and use appropriate body language.

7. Structure Your Thoughts: Organize your ideas logically before speaking. Use a clear structure,
such as introducing your point, providing examples, and concluding.

8. Use Evidence and Examples: Support your arguments with facts, examples, or anecdotes to
strengthen your position.

9. Avoid Jargon and Overuse of Filler Words: Use plain language, and minimize the use of jargon,
slang, or filler words like "um" and "uh."

10. Stay on Topic: Keep the discussion focused on the main subject and avoid going off on tangents.

11. Handle Criticism Gracefully: If someone challenges your viewpoint, respond with composure and
respect, defending your position rationally.

12. Stay Calm under Pressure: Group discussions can be intense; remain calm, maintain composure,
and avoid getting flustered.

13. Practice Beforehand: If possible, practice group discussions with peers or mentors to refine your
skills and gain confidence.

14. Reflect and Learn: After the discussion, reflect on your performance and identify areas for
improvement. Learning from each experience is essential.

15. Dress Appropriately: In a formal setting, dress professionally to make a positive impression.

Success in a group discussion is not only about what you say but also how you interact with others.
Professional Interview :
A job interview is your personal opportunity to showcase your strengths. Preparation, self-assessment, and
practice are the keys to a successful interview. Well-prepared candidates feel more comfortable and will more
effectively represent their strengths and qualifications to the interviewer. Keep in mind that the interview is
simply a conversation. It’s a time where an employer can assess your qualifications and where you can assess
the employer as well.
Types of Interview Formats:
 Individual: One-on-one interview with a single interviewer.
 Group: Multiple candidates are interviewed simultaneously by one or more
interviewers.
 Panel: A panel of interviewers assess a candidate together.
 Technical: Focuses on assessing technical skills and knowledge relevant to the
job.
 Behavioral: Explores past behaviors and how the candidate might handle
specific situations.
 Multiple-round: Involves multiple interviews with different interviewers.
 Semi-structured: Combines pre-determined questions with open-ended
discussion.
 Unstructured: More flexible and conversational, allowing for a wider range of
topics.
 Structured: Uses a standardized set of questions asked in the same order to all
candidates.

Strategies to prepare for Professional Interviews

Research
Research the organization before the interview to demonstrate your knowledge of the
position for which you are interviewing, the prospective employer, and the employer’s
industry. This should include researching the organization’s services, products,
departments, mission, locations, competitors, and reputation. Finding current event
information that pertains to the organization can also be useful-
Self-assessment
What are your top skills and strengths? Be ready to express why you are the right
person for the job. Ask the employer to provide you with a complete job description
before the interview, if you don’t already have one. Analyze the job description and
match your skills, education, experience, and interests to the employer’s expectations.
Think about actual examples that you can share during the interview that demonstrate
your abilities to fulfill the duties on the job description.
Create your own questions
Typically you will have the opportunity to ask your own questions towards the end of
the interview. Prior to your interview, consider at least 3 questions that you would like
to ask. Your questions should be designed to elicit helpful information for you and to
show the employer your ability to inquire about thoughtful topics. Consider questions
that focus not only on the job you are applying for but also show your understanding of
the larger organizational operation.
Positive first impressions
There are several ways that you can impress your potential employer before the
interview begins:
 Arrive 10-15 minutes early for the interview. Do not arrive more than 15 minutes
early, as the employer may feel rushed to see you.
 Greet everyone you meet prior to the interview professionally and with a smile.
Often, employees who are not part of the actual interview, such as front desk
staff, will be asked for their impressions of you from casual introductions.
 Most interviews call for professional attire from candidates. Even though some
organizations have casual dress policies in their work environments, dressing
professionally when interviewing with these types of organizations is still
appropriate, as your attire will show that you are taking your interview seriously.
It is recommended to dress professionally for virtual interviews as well.

Intra and Interpersonal Communication Skills at workplace

Human beings are inherently social creatures, thriving best when they can develop connections with other
people that are both productive and fulfilling. So, how do you make that happen? You do it by developing
both your interpersonal and intrapersonal skills.
Far too often, people focus on one set of these skills and neglect the others, which limits them and subverts
their goals. When you develop strong interpersonal and intrapersonal like, you gain the tools that will help
you advance your career and find greater enjoyment in your life overall.
Interpersonal vs. Intrapersonal: What’s the Difference?
In a nutshell, your interpersonal skills help you collaborate and work with others, while your intrapersonal
skills help you recognize your own strengths and weaknesses. Both are soft skills that contribute greatly to
your personal growth, the ability to set and achieve your goals, and your overall success in both your personal
and professional lives.
What Are Interpersonal Skills and Why Are They Important?
Good interpersonal skills boil down to your power to communicate effectively, work collaborative
relationships with friends, peers, and clients. Good interpersonal skills can, therefore, ease your way both
personally and professionally.
Without good interpersonal skills, you may find it difficult to fit in anywhere or ‘read a room,” and you can
inadvertently damage your working environment or create friction that impairs your creativity productivity,
and value to your team or company.
Good interpersonal skills boil down to your power to communicate effectively, work collaboratively, and
create worthwhile relationships.
Professionals with strong interpersonal skills know how to work with other people. They’re conscious of
everything from their body language to their tone of voice, not just the message they’re delivering through
their words. Some of the top interpersonal skills you need in a collaborative environment include:
Empathy: Your ability to connect with other people’s feelings and thoughts can help you bond with
 your colleagues, boost morale, and inspire loyalty.
Inclusiveness: An important part of team building, inclusiveness builds a culture of growth and
encourages creative thinking. It helps others feel safe expressing their ideas.
Influence: Your ability to get others to listen to you and make positive changes can ensure a better
working environment and help you achieve greater results.
Responsiveness: When you respond to requests for information or concerns promptly and clearly,
you ease the frustrations of others and show that you value their time, thoughts, and energy.

What Are Intrapersonal Skills and Why Are They Important?

Your intrapersonal skills are all about the internal dialogue you have with yourself. Intrapersonal
communication skills help you manage your emotions effectively, set goals, self-motivate, cope with
distractions, strategize, and adjust your approach to any given situation as needed. Some of the most
important intrapersonal skills in a collaborative work environment include:
Productivity: Your ability to handle your workload and produce above-average results stems from
your internal strengths and core motivation.
Resilience: When you bounce back from disappointments and setbacks with ease, you showcase your
inner positivity and power.
Resourcefulness: Knowing how to optimize what you have inspires creativity and helps you generate
new ideas.

How Interpersonal and Intrapersonal Skills Work Together for Career and Life Success
Intrapersonal skills are a requirement for consistently good interpersonal skills. After all, if you don’t
understand your own needs, you can’t easily recognize the needs of others. If you haven’t taken care
of yourself, it can be impossible to put the focus on others. Your intrapersonal skills, such as self-
awareness, resilience, and positivity, allow you to better contribute to your team or company.
The confidence you build through Intrapersonal communication conveys a sense to others that you
have yourself together. People generally trust and enjoy working with other people who seem to be
full of positivity and strength, so strong intrapersonal skills tend to inspire even stronger trust and
collaboration.
Essentially, your intrapersonal skills involve self-awareness and an internal dialogue with yourself
that informs your interpersonal skills and the interactions you have with those around you. Together,
they form the emotional intelligence that can set you apart from everyone else in your field.

Non-verbal Communication:
During the group discussion, if you correctly show or understand the non-verbal cues, you can build
great rapport with your fellow participants and the entire discussion can go smoothly. Smiling gently,
in the beginning, can increase sociability and affinity with other members.
When there is a right mix of verbal and non-verbal communication, understanding of the message gets
better. This instills a better perspective towards what is being said. If you are preparing for a group
discussion or interview, it is essential to check and practice before you appear for the same.

It shows agreement/disagreement: Not only through your words you can show your agreement or
disagreement to a particular point, but your body language and non-verbal expressions also have the power to
demonstrate it. Nodding of the head, waving of hands, and the movement of your face can clearly tell whether
you are agreeing to some point or not.
Affirmation: Remember that you are not the only one during the group discussion to speak. There are other
people as well who are there to put forth their points. A simple nod of the head shows that you are validating
or approving someone’s point.
Hand Movements/Gestures: Suppose someone is giving a presentation, but his hands are pulled behind
tightly and closed. How would it look like? It will seem as if he has just gobbled all the information and
throwing it out. Will you feel interested in such presentation? Probably not. So, moderate hand movements
and gestures will make others feel that you yourself are well aware of the topic that you are going to present.
Paying Attention: When you maintain an eye contact, it shows that you are listening to what the other person
is saying. And when you do not maintain eye contact, it somehow shows your distracted mind during a group
discussion, which may have a negative outcome. So, whether or not you are paying attention to the point will
be visible through your body language itself.
Your Interest/Inclination: You believe it or not, but your body language speaks a lot whether you are taking
a keen interest in the discussion or not. If you are crossing your arms or not maintaining proper eye contact or
look here and there instead of paying attention to the discussion, this means you are not taking interest. So,
check that.
Your Voice Tone/Pitch: This also sets the tone of the discussion in a right or wrong manner. I met some
people whose normal voice seems like they are arguing with someone whereas some people may have a very
feeble voice and you might find it difficult to listen to them properly. Your voice is also an important aspect
as to how loud or how low your voice is.
Facial Expression: Our entire face is very expressive if we know how to utilize it in a correct way. All the
feelings including sadness, happiness, anger, disgust, fear, panic – all are visible on our face only to an extent.
Our face is capable of showing many feelings and emotions. So, your frowning and shrinking of eyebrows
will show it all whether or not you are in support of the point.
Conveys Emotions: Though there should be no place for emotional eruption during a group discussion, the
non-verbal mode of communication conveys a lot about your emotions. For example, shrinking nose, raising
eyebrows, yawning, rolling eyes, deep sigh, folded or open arms - all these non-verbal communications tell a
great deal about your present mental/emotional condition.
A Mix of Verbal and Non-verbal Communication: During a group discussion, there cannot be just one
kind of communication going on. There will be an amalgam of verbal as well as non-verbal communication
which may include facial expression, eye behavior, gestures, voice and tone, movement of head or nodding,
the pitch of the voice and overall physical appearance.
Here, this also needs to keep in mind that non-verbal cues can also be misinterpreted at times, as they have no
fixed meanings attached to it. It varies from person to person, culture to culture, and context to context. But if
you can notice them, it can add to your advantage during a group discussion. The right kind of non-verbal
cues can set your first impression very right and in your favour. It helps in understanding our customer’s
behavior, their mindset, and their inclination.

Importance of Non-Verbal Communication in Interview

Communication is essential for human development during the course of our lives. It is what enables us to
communicate our thoughts, feelings, questions, and knowledge to others. Whether you're a verbal or non-
verbal communicator, non-verbal Communication accounts for the vast bulk of our interactions.
It's widely known that communication is 7 percent verbal and 93 percent non-verbal, so in an interview,
where you have a limited amount of time to make a good impression, it is important to pay attention to your
body language.
Most applicants are preoccupied with planning what they will say and how they will respond, rather than
assessing their composure, what is acceptable for an interview, and how to enhance it so that they may present
their best self at the interview. We've looked at a few strategies to make sure your non-verbal communication
is supporting your excellent answers and giving you the greatest possible impression.

Here are some tips to help you improve your meaningful communication.
Dressing for Success:
Your appearance, whether good or awful, is critical in making a positive first impression. Do not strictly
follow fashion trends, but rather dress decently.
Take Control of Your Body Language:
During the interview, keep your mind and body alert, and remain cool while waiting for your turn. Never get
tired or start using the phone. Be attentive and have professional composure. Maintain a professional
demeanour while paying attention.
Be ecstatic rather than desperate:
In your speech, your facial expressions reflect your feelings. Demonstrate your passion and excitement for the
job. Believe in your ability to complete the task and contribute to the company's success. Every move you
make throughout the interview should show a positive mental attitude.
4. Eye-to-Eye Contact:
Make sure your eyes are frequently in contact with the interviewer. Avoid glancing around the room or up at
the ceiling or floor. This shows a lack of trust or interest in the dialogue. Pay attention to the interviewer's
non-verbal cues; if he appears distracted or bored, use more relevant words or topics.
5. Be Well-Prepared:
Bring all of the items you'll need for the interview. Keep all of your essential paperwork organized in a file.
Avoid stuffing them into your pocket, bag, or old envelope. Non-verbal communication is also influenced by
your assets. Any significant item missing from the dossier could result in a point deduction.
6. At the End of the Interview, Non-verbal Communication
In this perspective, the interview's conclusion is unquestionably the most crucial point. In most cases, the
candidate's final gesture is sufficient to determine whether or not you will be chosen. Lastly, remember the
silent message you give. Don't rush out the door. Thank everyone for coming, smile at the entire panel, and
walk out of the room with confidence.
The power of non-verbal communication outweighs the power of spoken communication. Prepare thoroughly
for the interview. In front of the mirror, practice. Doing video recordings can be helpful during editing.

What are presentation skills?

Presentation skills are the abilities and qualities necessary for creating and delivering a compelling
presentation that effectively communicates information and ideas. They encompass what you say, how you
structure it, and the materials you include to support what you say, such as slides, videos, or images.
Why are presentation skills important?
Delivering effective presentations is critical in your professional and personal life. You’ll need to hone your
presentation skills in various areas, such as when giving a speech, convincing your partner to make a
substantial purchase, and talking to friends and family about an important situation.
Whether you’re using them in a personal or professional setting, these skills make it easier and more effective
to convey your ideas, convince or persuade others, and experience success. A few of the benefits that often
accompany improving your presentation skills include:
 Enriched written and verbal communication skills
 Enhanced confidence and self-image
 Boosted critical thinking and problem-solving capabilities
 Better motivational techniques
 Increased leadership skills
 Expanded time management, negotiation, and creativity
The better your presenting techniques, the more engaging your presentations will be. You could also have
greater opportunities to impact business and other areas of your life positively.

Strategies for Effective Presentation

Public speaking is an art form of sorts, and just like any other type of art, this is one that requires practice.
Improving your presentation skills will help reduce miscommunications, enhance your time management
capabilities, and boost your leadership skills. The following offers a few tips to help you improve these skills:
Work on self-confidence.
When you’re confident, you naturally speak more clearly and with more authority. Preparing your
presentation with a strong opening and compelling visual aids can help you feel more confident. Other ways
to improve your self-confidence include practising positive self-talk, surrounding yourself with positive
people, and avoiding comparing yourself (or your presentation) to others.
Develop strategies for overcoming fear.
Many people are nervous or fearful before giving a presentation. A bad memory of past performance or
insufficient self-confidence can contribute to fear and anxiety. Having a few go-to strategies like deep
breathing, practicing your presentation, and grounding can help you transform that fear into extra energy to
put into your stage presence.
Learn grounding techniques.
Grounding is a technique that helps you steer your focus away from distressing thoughts and keeps you
connected with your present self.
Learn how to use presentation tools.
Visual aids and other technical support can transform an otherwise good presentation into a wow-worthy one.
A few popular presentation tools include:
Practice breathing techniques.
Breathing techniques can help quell anxiety, making it easier to shake off pre-presentation jitters and nerves.
It also helps relax your muscles and get more oxygen to your brain.
Gain experience.
The more you practice, the better you’ll become. The more you do anything, the more comfortable you’ll feel
engaging in that activity.