Communication and Negotiation Flashcards
Please provide some advantages of written communication?
- Complex/technical information can be communicated with drawings, diagrams, charts, etc.
- Creates a record of the communication.
- Good way to formalise verbal agreements.
- Information can be circulated to multiple parties, very quickly.
Please provide 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.
Give examples of good written communication?
The message is short and praise.
Clear and easy to read/understand.
Well-structured with intro, substance then conclusion.
Use of charts/diagrams/pictures to enhance meaning.
The recipient understands the message without ambiguity.
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 everyone the opportunity to speak and contribute.
Understand body language.
What is the difference between effective and efficient communication?
Efficient communication - information presented in a clear and concise manner, reducing effort and waste.
Effective communication - to accomplish a purpose; producing the intended or expected result.
What are the barriers to communication?
Difference between verbal and non-verbal - you say something, but your body language does not g off the same signals.
Individual perceptions.
Body language can distract people meaning they miss vital parts of what you are saying.
Language or cultural differences.
Different time zones or locations.
Name the types of body language and briefly explain?
Passive - Defeated, over-apologetic, understating, no eye contact.
Assertive - Relaxed and balanced, firm but friendly, maintaining a comfortable distance.
Aggressive - Tense, invading space, loud, clenched fists.
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 the other side and endeavour to understand their position.
What are the main barriers in negotiation?
Lack of trust.
Information vacuums.
Cultural differences.
Lack of emotional intelligence.
Communication problems.
