COMMUNICATION AND NEGOTIATION Flashcards

1
Q

Which forms of communication are you aware of?

A
  • 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.
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2
Q

What are the barriers to effective communication?

A
  • Verbal mono tone delivery or unclear delivery of speech.
  • The over use of technical language that may not be understood by lay clients.
  • Emotionally charged and heated conversations when parties are unable to listen.
  • International language barriers.
  • Disinterest and boredom.
  • Prejudice.
  • Bias.
  • Interruptions and distractions.
  • Background noise pollution.
  • Poor call quality.
  • Poorly maintained and adversarial relationships.
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3
Q

Please explain to me your approach when negotiating in challenging circumstances?

A
  • 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.
  • If needed I will prepare a SWOT analysis to support decision making.
  • During negotiations I try to develop a partnering approach rather than an adversarial one.
  • My attitude and ethos is that the project must be the winner not individuals.
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4
Q

What makes a successful negotiation?

A
  • Preparation and collating supporting documentation.
  • Each party should get the chance to present their case in a calm forum.
  • Identification of bargaining positions and politely making proposals.
  • A swift confirmation in writing on what was agreed at the meeting and confirmation on what items still need to be actions and by whom.
  • A confirmation of next steps to bring the negotiations to a close.
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5
Q

What are the key steps when preparing for a negotiation?

A

The key steps I have undertaken previously have included:-
* 1) Claim notification – Where the heads of claim are notified to the parties involved with notification out what claim items are being sought with general setting of the scene prior to the meeting.
* 2) Internal research and preparation – Where both parties undertake research and planning with initial responses being issued. Concession items and non negotiable items are usually identified internally within each team with planning of strategy & role’s being allocated prior to the meeting.
* 3) Organisation of the meeting - The time and venue for the negotiation meeting will be arranged followed by the actual meeting itself.

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6
Q

What happens during a negotiation meeting?

A
  • 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.
  • The meeting should take place ideally in a calm setting.
  • 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.
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7
Q

Please provide an example of when you had to handle difficult negotiations.

A

This will be specific to your own experience.
* As an example:
o On the Birmingham Brindley Place project, a design item contained within a tender pack was not priced by the contractor.
o During the works, this became apparent as a missed item by the contractor but was not clearly referenced within the design information.
o The Contractor claimed 100% for the costs for work.
o I negotiated to a 50/50 position as the contractor should have priced the design item however this should have been more clearly identified within the design pack.
o Rather than expending time calculating the difference we reach a common ground to maintain relationships.

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8
Q

Please provide an example of your oral communication skills.

A
  • I have been responsible for providing a number of professional presentations.
  • I have held site meetings with the contractor to discuss various issues & presented monthly reports within the meeting.
  • 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.
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9
Q

What are your thoughts on using e-mail as a form of communication?

A
  • 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.
  • When issuing e-mails it is easy to become complacent as they are perceived as being informal.
  • 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.
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10
Q
A
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