Communication and negotiation Flashcards
What are the different ways to communicate with my team ?
Verbal, Written, Visual and digital
What is Verbal communication?
face-to-face, phone calls
What is written communication?
emails, letters
What is visual communication ?
charts, graphs
What is digital communication?
instant messaging, video conferencing
What is the pros of written communication?
Include providing a permanent record, clarity in complex information, and the ability to convey detailed and structured messages.
What are the cons of written communication?
include the potential for misinterpretation, lack of immediate feedback, and the absence of non-verbal cues, which may lead to misunderstandings.
What are the pros of face to face meetings?
include clearer communication through non-verbal cues, immediate feedback, and the ability to build stronger personal connections.
What are the different negotiation principles ?
include preparation, active listening, maintaining flexibility, seeking win-win solutions, and understanding the other party’s interests.
What is your own negotiation style?
consistently opting for a collaborative approach and aiming for mutually agreeable resolutions.
What are examples of non-verbal barriers?
include lack of eye contact, facial expressions, body language, gestures, and physical distance that hinder effective communication.
What do i personally consider prior to negotiations ?
I carefully consider key factors such as desired outcomes, areas of flexibility, and the availability of necessary facts and information.
When would you use negotiation skills?
I initiate discussions with contractors after completing checks on contract variations
What do i ensure to factor in when dealing with negotiations on the clients behalf?
client requirements, incorporating elements like fixed costs and provisional sums.
Why is it important to present work in and information in a clear and understandable manner?
to ensure effective communication, facilitate comprehension, and avoid misunderstandings or misinterpretations.
What drawbacks are there of the client being overseas ?
include potential communication challenges due to different time zones, cultural differences impacting understanding, and delays in response times, which may affect project coordination and decision-making.
Which forms of communication are you aware of?
- Verbal either in person or via telephone.
- Non-verbal such as body language, eye contact, gestures and appearance
- Written for example e-mails and letters.
- Graphical information such as charts, diagrams and tables.
- Presentations.
- Video conference.
What are 4 the barriers to effective communication?
- Poor call quality.
- Interruptions and distractions.
- International language barriers.
- The over use of technical language that may not be understood by lay clients.
Please explain to me your approach when negotiating in challenging
circumstances?
- In the first instance I undertake detailed research on the matters under consideration and form an opinion.
- I will then look to compile supporting documentation as substantiation to any claims.
- Following these initial steps I arrange an internal meeting with the client and project team to discuss negotiable items which can be conceded in addition to the non-negotiable items.
- During negotiations I try to develop a partnering approach rather than an adversarial one
What makes a successful negotiation?
- Preparation and collating supporting documentation.
- Each party should get the chance to present their case in a calm forum.
- A confirmation of next steps to bring the negotiations to a close.
What are the 3 key steps when preparing for a negotiation?
- Claim Notification: Notify involved parties about the claim heads and items being sought, setting the context for the upcoming meeting.
- Internal Research and Preparation: Both parties conduct research, plan strategies, identify concession and non-negotiable items, and allocate roles before the meeting.
- Meeting Organization: Arrange the time and venue for the negotiation meeting, followed by holding the actual meeting.
What happens during a negotiation meeting?
- Both parties should be allowed to discuss their position on the claim items being discussed and their reasoning for their position.
- All parties should look to maintain professionalism, remain calm, acting with respect and courtesy at all times.
- Both parties should honor the agreements reached for the benefit of the project.
- Once the negotiation items are agreed they should be put in writing as soon as possible.
Please provide an example of when you had to handle difficult
negotiations.
Sub contractor prelims
Please provide an example of your oral communication skills.
- I have been responsible for providing a number of professional presentations within my internal team.
- I also use my oral communication and written communication skills when dealing with day-to-day issues on the phone, within meetings and on video call.
What are your thoughts on using e-mail as a form of communication?
- E-mails carry the same legal value as a letter and contracts can be inadvertently created by e-mail.
- We must therefore be very careful with regards to the content and form of the e-mail communication.
- I am always sure to communicate in a professional manner even if other parties do not.
- I always make sure that I select the correct recipient and do not release someone’s e-mail addresses
without their consent.
Example of when an email is more appropriate than a phone call?
For auditing purposes
When issuing recommendations for payment
When managing tender queries
When issuing cost reports
Confirming verbal communication
How do you ensure that your client is fully updated during a project?
Telephone calls
Informal meetings
Email communication
Face to face meetings
Presenting documents i.e. feasibilities or reports
Letter
Meetings and presentations
What is negotiation?
The process whereby the parties work out between them how to resolve any issues that have arisen. Power to
settle the dispute rests with the parties.
How did you persuade the contractor to provide costs in an agreeable format?
I explained to the contractor the benefits this had to our mutual client and demonstrated that this did not provide
the correct amount of breakdown.
What are the different approaches to negotiation you are aware of?
Competitive – low balling
Principled – being open with estimate.
Example of when you have negotiated?
Variation – explaining your methodology and why the variation should be less due to agreed rates.
