ASSH2001

Strategies for Informal Group Discussions

Facilitator’s Role
When asked to facilitate or lead a group discussion, planning is important so that it becomes
animated but focused. Time is wasted if the discussion goes into detours that have no bearing on
what the discussion hopes to accomplish. Apart from wasting everyone’s time, pointless discussions
frustrate participants and make them less eager to contribute to the exchange.
To achieve a well-planned discussion, think about the cognitive, social/emotional, and physical
factors that come into play in an informal group discussion.

Cognitive Factors
1. Identify and articulate objectives
Make sure the purpose of the discussion is clear to all participants, and then form your plan
accordingly. If all members of the group understand the goal, they can focus on their thinking
better and become more willing to participate in the discussion.

2. Create an inclusive environment

Treat groupmates with respect and consideration, and do not play favorites by letting only a
few dominate the discussion. As the group leader, do not exclude others from understanding
the context of the discussion or make them feel uncomfortable. Do not use (or allow others to
use) disrespectful language, whether verbal or nonverbal. At times, it is not so much what is
said as the tone used that is rude. Encourage alternate views or counterarguments as these
make for a good discussion. Above all, be humble enough to admit your own ignorance or
confusion.

3. Plan by asking the right questions

Thought-provoking questions can be a good start to a healthy exchange of ideas. By asking
the right questions, depending on your purpose for doing so (whether to stimulate, direct,
analyze, or summarize), members can be eased into a productive discussion that meets a goal.

4. Provide direction and maintain focus

Discussions tend to be most productive when all members of the group are focused.
Summarize key issues occasionally as you go, and refocus attention if the discussion seems to
be getting off track.

5. Bring closure
Synthesizing the discussion is a critical step for linking the discussion to the original
objectives. Doing this allows everyone to see the progress done toward meeting the
discussion goals.

Social/Emotional Factors
Know the strengths and weaknesses of your groupmates and assign roles according to what they can
do best. Develop a sense of fun in the group without losing sight of your purpose. Make sure
everyone is engaged and is able to speak up, especially if you have a groupmate who likes to
monopolize the discussion and one who hardly says anything. Be sensitive to group chemistry and
what each member feels.

11 Handout 1 *Property of STI

 student.feedback@sti.edu Page 1 of 4
 ASSH2001

Physical Factors
Choose a place and seating arrangement where the discussion can take place without distraction if
you can. It is best to have no more than eight (8) members in a group. Sit in a circle, or at least have
everyone see and hear each other. Make sure that the ventilation, noise level, and room temperature
are right as these can prevent or distract you from holding a successful group interaction.

Participant’s Role
Participants in a healthy group discussion need to play an active role by taking on leadership tasks.
Remember that you are a team and that you play an important role in making the discussion a fruitful
one. Your group leader/facilitator cannot and should not do it all. As a group member, support the
leader by actively participating. Volunteer to keep time or take down notes to make the job of the
leader easier.
Be respectful by listening when others are speaking. When you disagree with what is being said,
restate the point with which you disagree first to ensure you correctly understood what was said
before calmly stating your objection. Back up point with evidence, appropriate experiences, and/or
logic.
Strategies for Formal Discussions
While informal group discussions will probably be the norm in most group interactions you will
participate in, there will be times when a bigger audience in a more formal setting with set times and
structures becomes necessary. This puts more pressure on the speaker to articulate and defend a
position thoughtfully and respectfully. For these times, being familiar with the conventions and
strategies followed for specific interactions, whether they are meetings, debates, or panel discussions,
is essential.
Meetings are vital for information-sharing and decision-making, but they can be a big waste of time
if there is no order in the way they are conducted. The number of people involved and the issues that
meetings deal with require rules and a standard procedure so everyone can be heard and decisions be
made without confusion. This is why meetings use the parliamentary procedure, which can be
adopted depending on the needs of groups or organizations.
The parliamentary procedure usually follows a fixed order of business, such as the following:
1. Call to order – a signal that the meeting is about to begin
2. Roll call of members present – an attendance sheet may be passed in place of this
3. Reading minutes of the last meeting – the minutes may be circulated beforehand for
corrections, comments, and approval to save time
4. Officers or committee reports – as needed or if part of the agenda
5. Special orders – important business previously designated for consideration at the meeting
6. Unfinished business – matter/s that need to be decided on or resolved
7. New business – issues that are up for discussion
8. Announcements – reminders or matter that everyone needs to know
9. Adjournment – formal closing of the meeting.
Members express themselves by moving motions. A motion is a proposal that the entire membership
takes a stand or action on. Individual members can:
• Second motions – to approve a motion that has been moved
• Debate motion – to give issues to be discussed or voted on
• Vote on motions – to register approval or dissent on a motion.
11 Handout 1 *Property of STI
 student.feedback@sti.edu Page 2 of 4
 ASSH2001

Presenting Motions
1. Obtaining the floor
• Wait until the last speaker has finished.
• Rise or raise your hand, and address the chairperson as “Mr./Ms. Chairperson” or
“Mr./Ms. President.”
• Wait until the chairperson recognizes you.

2. Making your motion

• Speak in clear and concise manner.
• Always state a motion affirmatively. Say, “I move that we…”
• Avoid personalities, explain clearly, and stay on your subject.

3. Waiting for someone to second your motion

• Another member will second your motion, or the chairperson will call the second.
• If there is no second to your motion, it is lost.
• When the chairperson says, “It has been moved and seconded that we…,” the motion
is put before the membership for consideration and action. The membership either
debates the motion or may move directly to a vote.
• Once your motion is presented to the membership by the chairperson, it becomes
“assembly property,” and you cannot change it without the consent of the members.

4. Expanding on your motion

• The tie for you to speak in favor of your motion is at this point, rather than at a time
you present it.
• The mover is always allowed to speak first.
• Keep to the time limit for speaking that has been established.
• The mover may speak again only after other speakers are finished unless called upon
by the chairperson.

5. Putting the question to the membership

• The chairperson asks, “Are you ready to vote on the question?”
• If there is no more discussion, a vote is taken.
• Alternatively, a motion to move the previous question may be adapted.

6. Voting on a motion
How voting is done depends on the situation and the by-laws of an organization’s policy.
There are five (5) methods used for voting by most organizations:
a. By Voice – The chairperson asks those in favor to say “aye” those opposed to say
“no.” Any member may move for an exact count.
b. By Roll Call – Each member answers “yes” or “no” as his/her name is called. This is
used when a record of each person’s vote is required.
c. By General Consent – When a motion is not likely to be opposed, the chairperson
says, “If there is no objection…” The membership shows agreement by their silence;
however, if one member says, “I object,” the item must be put to a vote.
d. By Division – This is to verify a vote. It does not require a count unless the chairperson
so desires. Members raise their hands or stand.

11 Handout 1 *Property of STI

 student.feedback@sti.edu Page 3 of 4
 ASSH2001

e. By Ballot – Members write their vote on a slip of paper; this method is used when secrecy
is desired.

There are two (2) other motions commonly used in relation to voting:
1. Motion to Table – This motion is often used in the attempt to “kill” a motion. The option is
always present; however, to “take from the table” is for reconsideration by the membership.
2. Motion to Postpone Indefinitely – This is often used as a parliamentary strategy and allows
opponents of motions to test their strength without an actual vote being taken. Also, debate is
once again open on the main motion.

Parliamentary procedure is the best way to get things done at a meeting. However, it will only work
if used properly:
a. Allow motions that are in order.
b. Have members obtain the floor properly.
c. Speak clearly and concisely.
d. Obey the rules of debate.
e. Most importantly, be courteous.

Reference:
Fernandez, A. & Suarez, E. (2016). SPEAC: Speak and listen in context. Phoenix Publishing House.

11 Handout 1 *Property of STI

 student.feedback@sti.edu Page 4 of 4