Communication and negotiation Flashcards
How do you approach communication within a team, and what are the advantages of different methods?
I use various communication methods, including oral, written, and graphical formats. Each method has its strengths: oral communication is immediate and interactive, written communication provides a record and clarity, and graphical formats can simplify complex information. Tailoring communication to the situation ensures that all stakeholders understand the content effectively.
How do you handle communication in final account meetings?
In final account meetings, I focus on clear and effective communication by preparing detailed reports and addressing all key points. I ensure that information is presented concisely and that I am ready to answer any questions or clarify details to facilitate agreement and resolution.
What is the difference between soft and hard negotiation styles, and which do you use?
Soft Negotiation: Emphasizes collaboration and relationship-building, aiming for mutual satisfaction and long-term partnerships.
Hard Negotiation: Focuses on achieving the best possible terms for oneself, often at the expense of relationships.
My Style: I prefer a collaborative approach, aiming to build positive relationships and find solutions that satisfy all parties involved.
How do you prepare for negotiations with contractors?
Before negotiations, I review all available information thoroughly and request additional data if needed. This preparation helps ensure that I am well-informed and can effectively negotiate contract variations or provisional sum adjustments.
Can you provide an example of how you adapted your communication for a specific client?
On the Citi Tower project, I adapted my communication for an American client base by presenting financial information in both British Pounds (£) and US Dollars ($), using an exchange rate agreed upon with the client. This approach ensured clarity and alignment with the client’s preferences.
Can you explain the strengths and limitations of different communication methods (oral, written, and graphical) in the context of project management?
Oral communication is effective for real-time discussions and immediate feedback, but it can lack a lasting record.
Written communication provides a permanent record and allows for detailed information sharing but may be misinterpreted without tone or context.
Graphical communication simplifies complex ideas but might not convey all nuances.
How do you ensure clarity and conciseness in your communication, especially when conveying complex information to stakeholders?
I use clear, simple language, avoid jargon, and structure information logically. Summaries and bullet points help convey complex information succinctly, ensuring stakeholders understand key points without getting overwhelmed
What steps do you take to ensure that meetings are productive and contribute to project progress?
I set clear objectives, create an agenda, and invite only relevant participants. Post-meeting, I send out minutes to ensure alignment on decisions and next steps, ensuring that meetings drive project progress.
Can you give an example of a situation where written communication was more effective than verbal communication, or vice versa?
During a project, written communication was more effective when detailing technical specifications because it allowed stakeholders to review and refer back to the information. Conversely, verbal communication was better suited for addressing immediate concerns during a team meeting.
How do you determine which communication method is most appropriate for a given situation or audience?
I assess the audience’s needs, the complexity of the information, and the urgency of the message. For example, I might choose a written report for detailed data or an oral presentation for a quick update to engage stakeholders directly.
How do you prepare for and structure meetings to maximise their impact on team collaboration?
I prepare by understanding the agenda, setting clear objectives, and anticipating potential issues. Structuring the meeting with time allocations for each topic helps maximize collaboration and focus.
Can you elaborate on the principles you follow during negotiations, particularly those that emphasize clear communication?
I prioritize clear communication, transparency, and mutual respect. These principles help build trust and facilitate a collaborative atmosphere, even during tough negotiations.
How do you balance the need for collaboration with the need to secure a favorable outcome for your client during negotiations?
I seek to understand the other party’s needs while protecting my client’s interests. Finding win-win solutions often involves creative problem-solving and flexible thinking.
Can you describe a situation where a meeting played a critical role in resolving a project issue? What was your role in facilitating that meeting?
In a project issue meeting, I facilitated discussions that allowed all parties to voice concerns, leading to a collaborative solution. My role included moderating the discussion and summarizing key points to keep the meeting on track.
How do you manage meetings where there are conflicting viewpoints or strong personalities?
I manage conflicts by fostering a respectful environment, encouraging each party to present their views, and focusing on common goals. I steer discussions toward solutions rather than debates.
