4. Communication and Negotiation

Question 1

What is communication?

Answer 1

The exchanging of information.

Question 2

What are the different methods of communication?

Answer 2

Oral
Written
Graphic
Non-Verbal

Question 3

How would you select method of communication?

Answer 3

Intended message
Speed of delivery and response
Target Audience.
History of communication between both parties.

Question 4

What are the different methods of Oral communication?

Answer 4

Calls
Presentations
Meetings and Negotiations

Question 5

What are the advantages of Oral Communication?

Answer 5

Speed of delivery and response

Question 6

What are the disadvantages of Oral Communication?

Answer 6

No written audit trails - misunderstandings

Question 7

What are the different methods of Written communication?

Answer 7

Emails
Letters
Reports

Question 8

What are the advantages of Written Communication?

Answer 8

No written audit trails - prevent misunderstandings

Question 9

What are the disadvantages of Written Communication?

Answer 9

Speed of delivery is slow

Target audience -must be adapted to suit

Question 10

What are the different methods of Graphic communication?

Answer 10

Sketches and Drawings
Visualizations
Branding and logos
Maps

Question 11

What are the advantages of Graphic Communication?

Answer 11

Reinforce key themes and written methods.

Question 12

What are the disadvantages of Graphic Communication?

Answer 12

Context key to explanations

Question 13

What are the different methods of Non-Verbal communication?

Answer 13

Appearance
Body language & Posture
Eye Contact

Question 14

What are the advantages of Non-Verbal Communication?

Answer 14

80% of all communication is non-verbal.

Reinforce verbal communication.

Question 15

What are the disadvantages of Non-Verbal Communication?

Answer 15

Needs to reflect message conveyed, otherwise confusing.

Question 16

Why important to deliver reports in person?

Answer 16

Clarity through reinforcement of key points

Speed of delivering and responses to queries

Question 17

How do you successfully run a DTM?

Answer 17

Invitations in advance (time to prepare)
Meeting Agendas (brief team and time allocation)
Ask Questions to confirm next steps/actions
Review previous Meeting Actions
Minute everything accurately

Question 18

Why are Actions from Meeting Minutes important?

Answer 18

Hold team members accountable for previous actions discussed and also provide written audit trails

Question 19

What are RFIs and why are they important?

Answer 19

Request for Information from design team - requesting information required to make design decisions.

Question 20

What was the format of BTP’s weekly CPD session?

Answer 20

Provide topic - client based scenario
10 minute presentation from speaker
Q&A from attending staff members
Speak about individual experiences etc.

Question 21

How would you structure and deliver a presentation?

Answer 21

Structure:
Introduction to speaker
Inform audience of topic you will be presenting
Deliver main body of talk
Conclusion of what was discussed via summary
Allow for questions

Delivery:
Brief / Introduction
Logical order
Time allocated to different sections
Voice tone & speaking slowly to deliver message
Slides supplementary to message delivered
Questions

Question 22

How would you deliver a report at a meeting?

Answer 22

Give a summary of the key findings.
Only include vital information.
Offer to distribute the report afterwards.

Question 23

What is negotiation?

Answer 23

Discussions aiming to reach an agreement between two parties.

Question 24

What is the most important aspect for negotiation?

Answer 24

Preparation - key to understand range of issues and both parties positions, distinction of liability, time and value before determining a negotiation strategy.

Question 25

Can you give an example of when you have been involved with a negotiation?

Answer 25

22 Frognal Way - Agreeing Loss and Expense

• Reviewed contract for understanding of subject
• Reviewed contractor L&E claim
• Asked for supporting information
• Understood what items were negotiable
• Highlighted key items for negotiation e.g. staff costs
• Met with contractor to negotiate and agree

Question 26

What methods of negotiation do you know of?

Answer 26

Competitive negotiations

Principled - interest-based cooperative negotiations

Question 27

What are the keys to competitive negotiation?

Answer 27

Negotiation will make an offer that is very low, usually less than they would in fact accept. Their tactic is simple - raise offer gradually (while weaving in
other issues) in order, hopefully, to settle the matter.

Question 28

What are the keys to principled negotiation?

Answer 28

1. Separate the People from the Problem
2. Focus on Interests not Positions
3. Invent Options for Mutual Gain
4. Insist on Using Objective Criteria

Question 29

Do you know any theory’s on negotiation?

Answer 29

The Thomas and Kilman approach:

To take a more people approach to disputes, with 5 types of responses:

1. Compete - whereby you pursue your own interests.
2. Accommodate - whereby you satisfy the other parties interests.
3. Avoid - whereby you try to avoid the conflict all together.
4. Collaborate - whereby you reach and agreement to satisfy both parties.
5. Compromise - whereby you reach a mutually agreeable solution for both parties.

Question 30

How do you ensure an agreement is recorded?

Answer 30

Both parties to sign the agreement or;

Written confirmation, i.e. via email or letter