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.
