Communication and Negotiation Flashcards
What is communication?
The transfer of information from one person or party to another
What is informal communication? Example?
Not a need for recording
Other examples: ad hoc discussions (if you followed up in an email after then formal?)
What is formal communication? Example?
· Formal communication can be recognised where there is a need to record the information so that there are structured and defined deliverables, for example by issuing meeting minutes so there is a record and audit trail of key decisions made.
· Other examples: reports, presentations, action list, newsflash, contracts.
· Usually planned and takes some effort
What are the different methods of communication?
· Written: reports, emails, letters, text messages
· Oral: meetings & calls, conferences, video call
· Visual: presentations, diagrams, organograms, programmes, sketches, plans
What factors would you consider when selecting a method of communication?
· FOCUS - when / what / who / why / purpose
· Styles of communication – have to change approach depending on circumstance and personnel.
· The message that you would like to convey and the level of detail required.
· E.g. cashflows best displayed in a spreadsheet, not written report
· E.g. trying to explain to client reduced floor to ceiling heights across floors, easier to represent in a section
· E.g. Presenting interior design concept to client, best to have a presentation & samples rather than an email
· Also the reason WHY you’re communicating? Audit trail, records
What is your role as a PM in terms of communication with the project team and client?
· Communication is vital with the team – ensure they work together / collaboratively, engage with one another. Have clear targets & deadlines. Project directory, RACI, DRM etc.
· Avoid conflict
· Sharing key project information / updates of what is going on in the project
· Reporting
What is negotiation?
· Negotiation is to discuss a matter with a view to a settlement or compromise
· Where two parties who have differing views come together to try and establish common ground and reach an agreement. It’s about –
o Finding an area of common ground
o Recognising that both parties have some difference in goals, attitudes and values
o Both parties are aiming to achieve the best deal
Why would you want to negotiate?
· Seek to negotiate before you resort to adjudication or litigation / any formal methods
· Maintain peace for the project, maintain relationships
Tell me some good negotiation skills?
- Research and preparation
- preparing your ‘win win’ and fall back situations
- undertake a SWOT analysis
- decide what is and isn’t negotiable
- develop a partnering approach rather than adversarial
- attitude - the project must be the winner not the individuals
What would you consider when facilitating a negotiation?
· What it is that you want from the negotiation? OUTCOME
· What elements you may be able to compromise on the priorities of the other party
· What the relationship between both of your ideal outcomes may be
When would you use negotiation in your role? Examples?
- Fees – consider resource & service when trying to negotiate a lower fee. Also adapting scope of services
- Contract terms
- PI levels
- Planning negotiations (S106, affordable housing, CIL contributions)
- Negotiating terms of appointment
- Negotiated tender
Example of methods of communication you have used for the client?
On Blossom Street I issued a monthly report to the client. The report consisted of a high-level review of project progress showing current financial position, programme and key risks.
I compiled the report and reviewed on a monthly basis through a meeting with the client.
Example of how communicated progress to client?
o Budget – showed approved budget, paid to date and costs to come
o Milestone programme (visual) – dropline to show progress
o Project risks – risk, description of risk & action to mitigate the risk (shows severity & likelihood through RAG system)
· Also weekly action tracker – discussed in an informal weekly catch up
o Weekly newsflash -Bullet point update of progress over the week, Audit trail of progress
Examples of methods of communication you have used for the project team?
- Strategic programme
- Survey tracker
- Design responsibility matrix
What methods of communication do you use to report the project budget?
· On Blossom Street, I manage the project budget and communicate this to the client on a monthly basis.
· This included managing the PO system, invoicing and budget movements when required.
In the monthly capex meeting, I ran through the budget movements and advised why they were needed to the client in order to get approval to make the budget movement.
What is the capex?
It is an excel spreadsheet which tracks all project costs, showing paid to date, forecast costs and a cash flow for the duration of the project.
Example of a negotiation? What did you do?
• I negotiated fees with the communications consultant on the Whitechapel Project.
• The consultant came to me asking for more fee for out of scope services, however this was not in the project budget. I appreciated that they had been working outside of their scope so I prepared a proposal I deemed acceptable to the client.
• I held a meeting to reach an agreement with the comms consultant.
I then reported this back to the client detailing why I felt this was an acceptable solution to get client approval.
What makes successful negotiations?
- Preparation and collating supporting documentation
- Each party gets the chance to present their case in a calm forum
- Identify bargaining positions and make proposals.
- Bargain on concessions and compensation to reach final proposal
- Agree and confirm the deal; confirm who does what.
What are the key steps when preparing for a negotiation?
There are 3 stages up to negotiation
1) Claim notified / received (identify what the issue is, what needs to be negotiated,
who is involved, background research required)
2) Initial response & planning (what is stance, any bargaining power, aims, strategy &
how this fits with other party, what can be conceded, influence meeting by disclosing
information)
3) Preparing to meet (further detailed planning, negotiation team selection & role
definition)
4) Negotiation meeting
What examples of negotiations do you come across in the property industry?
- Fees – consider resource & service when trying to negotiate a lower fee. Also adapting scope of services
- Contract terms
- PI levels
- Planning negotiations (S106, affordable housing, CIL contributions)
- Negotiating terms of appointment
- Negotiated tender
What are alternatives to negotiations?
Other dispute resolution methods: e.g. mediation, adjudication
For a negotiation to be successful, it is important to understand…?
- What it is that you want from the negotiation?
- What elements you may be able to compromise on the priorities of the other party
- What the relationship between both of your ideal outcomes may be
Talk through VP tracker.
Updated tracker on fortnightly basis to track progress of negotiations for each tenant. Making sure clear and concise to be easily used and understood by everyone and relevant actions and their owners.
Talk through end of stage report.
Pulled together summary presentation for the client summarising the end of stage design, legal and third party approvals process. Making sure using visual and written communication in presentation to ensure pack was engaging and fully understood and catered to the audience.
Negotiating consultant appointments scope of services?
