1. COMMUNICATION SKILLS I April 23 rd 2012

2. Today Talk about Mid-term task (Task 2, pt. 2). Further information about leading a discussion.

3. Mid-Term task (Task 2 pt.2) Leading a discussion. Dates: April 30 th, May 2 nd AND * * = outside of class time. - Schedule to come later.

4. Mid-Term task (Task 2 pt.2) Lead a discussion about the issue presented in pt. 1. Group: Leader + 4 students. Choose an ASPECT of the topic to discuss. The discussion should have a focus. - Obviously, the topics are too broad to discuss every aspect.

5. Mid-Term task (Task 2 pt.2) Through this task, you are expected to demonstrate your understanding of what we have learned about leading discussions. As a participant: You are expected to actively participate in the discussions.

6. Mid-Term task (Task 2 pt.2) Everyone will lead one discussion.

7. Mid-Term task (Task 2 pt.2) Pre-planning: Leaders will need to prepare: - find and distribute reading material that focuses on the aspect of your topic you want to discuss. - Prepare possible questions BEFORE the discussion.

8. Mid-Term task (Task 2 pt.2) Discussion format: Time allotted: 15 – 18 minutes/ discussion. Leader gives short (1 – 2 min.) presentation on the discussion topic. Remaining time for discussion: Intro of issue  discussion body  conclusions.

9. Mid-Term task (Task 2 pt.2) Requirements: Pre-discussion reading. - must focus on the aspect of your topic to be discussed. - Does not have to be too long. - distribute to group members AT LEAST one day before discussion. (must submit to me as well).

10. Mid-Term task (Task 2 pt.2) Requirements: List of potential questions. - demonstrates the leader’s “plan”. - Must submit to me at least 2 days before discussion day.

11. Mid-Term task (Task 2 pt.2) Requirements: Participants: - must read pre-discussion readings BEFORE the discussion.

12. Mid-Term task (Task 2 pt.2) Evaluation: Leadership skills. Discussion content. Time management. Participants: Participation.

13. Video What is wrong with this discussion?

14. Group discussion Important factors: 1. A discussion leader committed to open discussion. 2. Group members willing to contribute is a positive manner. 3. A comfortable (“safe”) environment.

15. Leading a discussion Discussion leader’s role = Facilitator!Terminator?!

16. Facilitator Role is to : Stimulate discussion. Keep people oriented around the issue. Generate ideas. Produce outcomes. This is a collaborative process, though.

17. Preparing To prepare for this wonderful role… There are some steps to take. NO! not this role

18. Preparing PREPARE IN ADVANCE! Make sure you understand the discussion topic well. Research, think, research, think, repeat. -Prepare your presentation of the issue (if necessary).

19. Preparing PREPARE IN ADVANCE! Think of the questions you plan to ask. - Good idea to write them down. ALSO, Consider potential answers to your questions. - This will help you prepare follow-up questions beforehand.

20. Preparing PREPARE IN ADVANCE! Have a clear agenda, and a goal that you wish to reach through the discussion.

21. During the discussion Define the purpose of the discussion at the BEGINNING. i.e., “The reason we’re here today is to discuss the distressing issue of the terrible food in the professor’s cafeteria.” “The purpose of today’s meeting is to share our ideas about how to help Prof. Merritt win the lottery. For the next 20 minutes, we will discuss various strategies.”

22. During the discussion Define the purpose of the discussion at the BEGINNING. “The reason we’re here today is to…” “The purpose of this meeting it to…For the next, we will _______. We will begin by…”

23. During the discussion Define the purpose of the discussion at the BEGINNING. It is important that everyone understands the purpose and agenda for the discussion. The leader/facilitator needs to be clear about this. (beyond “HEY! We need to get an A+)

24. Asking questions Obviously, ask questions that will prompt discussion. However, do not put heavy focus on any one question type. Especially: closed and limiting questions. You may use them to start a discussion, or use them when you need to get back on focus, or if you need to generate discussion from a shy group.

25. Discussion Make sure everyone is participating. -if you have a participant who appears too shy or timid…?? Try to move the discussion towards them. Use their name. Ask them what they think.

26. Discussion Do not get too stuck on someone else’s issues. - It is YOUR role as facilitator to keep the discussion on track and moving forward.

27. Discussion What can you do if a participant is trying to move the discussion too far off topic?

28. Discussion What can you do if a participant is trying to move the discussion too far off topic? - Take control (nicely, of course) and move the discussion forward. i.e., “Because of our time constraints, let’s visit that later. But right now, we need to move on.”

29. Discussion At the end of the discussion: - Briefly summarize what was discussed. - Draw some conclusions (or suggestions for the future) from what was discussed.

30. A few tips (from Brown University!!) 1. Paraphrase Paraphrase what a participant has said so that he or she feels understood and so that the other participants can hear a concise summary of what has been said.

31. A few tips (from Brown University!!) 1. Paraphrase i.e. “So, what you’re saying is that we need to go slowly in changing our organizational structure.”

32. A few tips (from Brown University!!) 2. Check for meaning Check your understanding of a participant’s statement or ask the participant to clarify what he or she is saying.

33. A few tips (from Brown University!!) 2. Check for meaning i.e., “Are you saying that this plan is not realistic? I’m not sure that I understand exactly what you mean.” “Could you be a little more clear on that? You mean that these plans are not realistic?”

34. A few tips (from Brown University!!) 3. Give positive feedback Compliment an interesting or insightful comment. i.e., “That’s a good point. I’m glad that you brought that to our attention.” “That’s a valid point. Thanks for bringing it up.”

35. A few tips (from Brown University!!) 4. Expand Elaborate on a participant’s contribution to the discussion with examples, or suggest a new way to view the problem.

36. A few tips (from Brown University!!) 4. Expand i.e., “Your comments provide an interesting point from the employee’s perspective. It could also be useful to consider how a manager would view the same situation.”

37. A few tips (from Brown University!!) 5. Increase the pace * Energize a discussion by quickening the pace, using humor, or, if necessary, prodding the group for more contributions.

38. A few tips (from Brown University!!) 5. Increase the pace * i.e., “Oh my, we have lots of tired people at this meeting! Here’s a challenge for you. For the next two minutes, let’s see how many ways you can think of to increase cooperation within our department.”

39. A few tips (from Brown University!!) 6. Devil’s advocate Disagree (gently) with a participant’s comments to stimulate further discussion.

40. A few tips (from Brown University!!) 6. Devil’s advocate i.e. “I can see where you are coming from, but I’m not sure that what you are describing is always the case. Has anyone else had an experience that is different from Jim’s?”

41. A few tips (from Brown University!!) 7. Relieve tension Mediate differences of opinion between participants and relieve any tensions that may be brewing.

42. A few tips (from Brown University!!) 7. Relieve tension i.e., “I think that Jisu and Jeonghoon are not really disagreeing with each other, but are just bringing out two different sides of this issue.”

43. A few tips (from Brown University!!) 8. Consolidate Pull together ideas, showing their relationship to each other.

44. A few tips (from Brown University!!) 8. Consolidate i.e., “As you can see from Jinhee’s and Jihee’s comments, personal goal setting is very much a part of time management. You need to be able to establish goals for yourself on a daily basis in order to more effectively manage your time.”

45. A few tips (from Brown University!!) 9. Summarize Summarize (and record, if desired) the major views of the group.

46. A few tips (from Brown University!!) 9. Summarize “I have noted four major reasons that have come from our discussion as to why Prof. Merritt can’t win the lottery: (1) no money to buy a ticket, (2) fear of failure, (3) no idea where to buy a ticket, and (4) no winning strategy.”

47. Concluding a discussion Usually, a group discussion has a purpose or goal. Sometimes the goal is set from the beginning. Sometimes the goal is created through the discussion. Often, it is a combination of these. (Discussions are organic) With no conclusion…what is the point?!

48. Concluding a discussion Near the end of the discussion - The leader should summarize the points discussed. - Do not emphasize your own viewpoints. - highlight the important points. - Avoid bringing up new points. - Keep the conclusion concise (short and sweet).

49. Concluding a discussion - Avoid emphasizing one aspect of the discussion over others. - Participants: Do not contradict the conclusions unless you see a flaw in them.

50. Concluding a discussion To start the conclusion: “Let’s try and wrap this up.” “I’d like to go over what we have discussed here today.” “Let’s have a look at the points we’ve covered.”

51. FOR NEXT CLASS Go to the website. “Wednesday Class” link. Read the instructions. This is IMPORTANT

52. FOR NEXT CLASS Also. Check the “topic 2 issues” section, and rank your TOP 10 issues you want to discuss. Send me an email by Tomorrow. i.e., 1. company outcasts 2.smart phones 3. 4. 5. 10.