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APC KYRI > Communication and negotiation > Flashcards

Communication and negotiation Flashcards

1
Q

Tell me about a time when you had to demonstrate effective communication skills?

A

Communicated to the subcontractor about an assessment I have carried out. I called to arrange a meeting, in the meeting I presented my assessment using different data and explaining step by step my methodology. As a result, the supplier was able to understand the grounds of my assessment and was able to review it sufficiently.

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2
Q

What makes effective communication?

A
  • Clear
  • Concise
  • Complete
  • Be an engaged listener
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3
Q

How have you been able to improve you oral and written communication skills?

A
  • Business meetings:
  • Working collaboratively:
  • Writing reports: ICEs
  • Emails:
  • Toolbox talk
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4
Q

What key skills are useful for effective teamworking?

A
  • Listening – to other people’s ideas
  • Discussing – team members to ask questions and interact
  • Persuading – individuals to consider their positions
  • Respect – treating team maters with respect and support their ideas
  • Helping – to encourage team work
  • Sharing – information to create a positive team environment
  • Participating – ensuring all team members get involved
  • Communication – have effective communication skills to allow team members to work together
  • Reflection and identifying strengths and weaknesses
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5
Q

What is communication?

A

The exchanging of information bt speaking, writing,or using another medium

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6
Q

What are the different methods of communication?

A

Oral
Written
Graphic
Non-Verbal

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7
Q

How would you select method of communication?

A

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

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8
Q

What are the different methods of Oral communication?

A

Calls
Presentations
Meetings and Negotiations

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9
Q

What are the advantages of Oral Communication?

A

Speed of delivery and response

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10
Q

What are the disadvantages of Oral Communication?

A

No written audit trails - misunderstandings

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11
Q

What are the different methods of Written communication?

A

Emails
Letters
Reports

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12
Q

What are the advantages of Written Communication?

A

It creates permanent record of evidence. It can be used for future reference.

It gives the receiver sufficient time to think, act and react.

t can be used as legal document.

It can be sent to many persons at a time.

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13
Q

What are the disadvantages of Written Communication?

A

Speed of delivery is slow
Target audience -must be adapted to suit

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14
Q

What are the different methods of Graphic communication?

A

Sketches and Drawings
Visualizations
Branding and logos
Maps

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15
Q

What are the advantages of Graphic Communication?

A

Reinforce key themes and written methods.

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16
Q

What are the disadvantages of Graphic Communication?

A

Context key to explanations

17
Q

What are the different methods of Non-Verbal communication?

A

Appearance
Body language & Posture
Eye Contact

18
Q

What are the advantages of Non-Verbal Communication?

A

80% of all communication is non-verbal.
Reinforce verbal communication.

19
Q

What are the disadvantages of Non-Verbal Communication?

A

Needs to reflect message conveyed, otherwise confusing.

20
Q

Why important to deliver reports in person?

A

Clarity through reinforcement of key points
Speed of delivering and responses to queries

21
Q

Why are Actions from Meeting Minutes important?

A

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

22
Q

What are RFIs and why are they important?

A

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

23
Q

How would you structure and deliver a presentation?

A

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

24
Q

How would you deliver a report at a meeting?

A

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

25
Q

What is negotiation?

A

Discussions aiming to reach an agreement between two parties.

26
Q

What is the most important aspect for negotiation?

A

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

27
Q

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

A
  • Negotiated a compensation event for additional excavations.
  • Understood what the contract requirement were
  • made my assessment using drawings, engineering reports and discussion with engineers
  • called for a meeting with the subcontractor
  • explained my assessment in a concise way
  • asked if they were any questions
  • then when they reviewed the information we held another meeting to discuss
28
Q

What methods of negotiation do you know of?

A

Competitive negotiations
Principled - interest-based cooperative negotiations

29
Q

What are the keys to competitive negotiation?

A

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.

30
Q

What are the keys to principled negotiation?

A
  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
31
Q

Do you know any theory’s on negotiation?

A

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.
32
Q

How do you ensure an agreement is recorded?

A

Both parties to sign the agreement or;
Written confirmation, i.e. via email or letter

33
Q

Give me an example of a negotiation you did?

A
  • I successfully negotiated for a value of a compensation event
  • After I made my assessment, I send my comments out to the subcontractor
  • Upon their response, we set up a meeting to discuss both parties’ comments.
  • As a result, the 2 parties were able to compromise and agree on different items
  • Both parties left the negotiating table with an outcome that is satisfactory for both.

APC KYRI (21 decks)

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