Communication and negotiation

Question 1

Which forms of communication are you aware of

Answer 1

• Verbal
• Non verbal
• Written - emails and letters
• Graphical
• Presentations
• Video Conference

Question 2

What are the barriers to effective communication

Answer 2

• Verbal mono tone delivery
• The over use of technical language
• Emotionally charged and heated conversations when parties are unable to listen
• language barriers
• Boredom
• Prejudice
• Bias
• distractions

Question 3

Please explain your approach when negotiating in challenging circumstances

Answer 3

• 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 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
• 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 is that the project must be the winner not individuals

Question 4

What makes a successful negotiation

Answer 4

• Preparation and collating supporting documentation
• Each party should get the chance to present their case in a calm forum
• Identification of bargaining position 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

Question 5

What happens during a negotiation meeting

Answer 5

• both parties should be allowed to discuss their position on the claims items being discussed and their reasoning for their position
• All parties should look to maintain professionalism, remain calm, acting with resect and courtesy at all times,
• The meeting should take place in a calm setting

Question 6

Provide an example of your oral communication skills

Answer 6

• I have been responsible for providing a number of professional presentations
• I have held site meetings with the contractors to discuss various issues and presented monthly reports within the meeting
• I also use my oral communication and written communication skills when dealing with day-today issues on the phone, within meetings and on video calls

Question 7

What are your thoughts on using email as a form of communication

Answer 7

• Emails carry the same legal value as a letter and contracts can be created in it
• We need to be careful with content in email
• Emails are seen as informal yet have legal weight