Communication and Negotiation Flashcards
Please can you define what communication is?
The imparting or exchanging of information by speaking, writing, or using some other medium.
Please provide some advantages of written communication?
- Complex/technical information can be communicated with drawings, diagrams, charts, etc.
- Creates a record of communication.
- Good way to formalise verbal agreements.
- Information can be circulated to multiple parties, very quickly.
Please some disadvantages of written communication?
- It may be unclear if the recipient has received the message (letter lost in the post).
- Language/tone might not be familiar or acceptable to the recipient.
- It is much harder to ask questions and for someone to clarify the communication.
- You will not know if the recipient has understood the message.
If you chair a meeting, how do you make it effective?
- Set an agenda and keep the meeting on track.
- Prepare for it in advance, have documents, information and visuals ready.
- Be punctual for the meeting.
- Take minutes.
- Give everybody the opportunity to speak and contribute.
- Understand body language.
Name the types of body language and briefly explain?
Passive - Defeated, over-apologetic, understating, no eye contact.
- Assertive - Relaxed and balanced, firm by friendly, maintaining a comfortable distance.
- Aggressive - Tense, invading space, loud, clenched fists.
What is negotiation?
Discussions to reach a compromise or agreement. Parties through an informal or facilitated negotiation process agree to settle the dispute either at a high level or in detail.
What could indicate the success of a negotiation on a final account?
Both parties come away happy, costs agreed and within the client’s budget.
What key things do you need to think about before entering negotiations?
- To what level I’m authorised to negotiate (for example up to to £250k).
- My (and my client’s) red lines.
- Do I have sufficient facts and information.
- The character of the person I’m negotiating with.
- What I want the outcome to be.
- Areas where I’m willing to compromise.
- The structure of the negotiation.
What is your negotiating style?
It largely depends on the situation, if there is a strong case for the client then I would aim to get the best deal; however, I aim to be collaborative and endeavor to find a resolution.
When faced with a challenging negotiation, how do you conduct yourself in a fair and professional manner?
- I always stay objective and enter the negotiation with the mindset of finding a resolution.
- I carry out my work ethically and to the required standards.
- I am always respectful of the other side and endeavour to understand their position.
Give an example of when you successfully negotiated?
- I successfully negotiated the subcontractor final account on the Colchester to Norwich GRIP 4 project, I did this by assessing my position on the account and issuing comments to the subcontractor in the first instance.
- This formed the basis of discussions with the subcontractor, both presented our commercial position (in a meeting) and agreed to settle at a certain figure that was palatable for both parties.
- I formed a good working relationship with the subcontractor throughout the project, we were able to communicate clearly and respectfully with each other which aided the success of the negotiation.
What are the main barriers in negotiation?
- Lack of trust.
- Information vacuums.
- Cultural differences.
- Lack of emotional intelligence.
- Communication problems.
What is a ‘without prejudice’ offer?
In general, a party’s admission to something can be used against them in court. The without prejudice (WP) rule means that statements which are made in a genuine attempt to settle a dispute cannot be used in court as evidence of admissions against the party that made them.
