Communication and negotiation Flashcards
Which forms of communication are you aware of?
- verbal through the phone or in person
- non-verbal through body language
- Written
- Visuals such as graphs
- presentations
What are the barriers to effective communication?
- lack of clarity
- poor delivery and inflection
- overuse of technological language
- Overly emotionally heated or inflammatory language
- poor connectivity
Please explain to me your approach when negotiating in challenging circumstances?
- I make sure than I fully understand the facts of the situation and make a judgement on our base position
- I will gather evidence to support that position
- I will confirm with the internal team and client what items are non-negotiables and where concessions can be made
- I find in-person meetings are much more beneficial for effective negotiating
- I start from setting out what we can agree on easily
What makes for successful negotiation?
- being well prepared with supporting documentation
- Calm discussions which allow both sides to present their cases
- confirmation in writing of agreements made and outstanding actions
What are the key steps when preparing for negotiations?
- I would research to start with understanding the legal and contractual standpoint.
- I would discuss my position with senior members of the team to test it and look at the alternative arguments that the other side might raise
- I would confirm my recommended permission with the client and get permission to proceed, confirming non-negotiable points and where concessions can be made
- Arrange the sit down meeting
What happens during a negotiation meeting?
-Both parties will present their positions on the issue of dispute in a calm and professional manner
- Both parties should be flexible in reaching an agreement
- the agreement should be confirmed in writing
Provide an example of when you had to handle difficult negotiations.
- During my case study project, towards the end of the project, a number of high-cost variations were left unagreed, from the contractor.
-I arranged a meeting with the project QS, myself a senior building surveyor and the contractor at our office where we could run through each items in turn and come to an agreement or set out the next steps needed to come to an agreement.
Please provide an example of your oral communication skills?
- I have chaired meetings and presented to colleagues.
- I also use my communication skills throughout my day to day work to communicate with colleagues and clients.
What are your thoughts on using e-mails as a form of communication?
- Emails are an invaluable way of having a written record of communication quickly; they can also be clearer to understand for people whose first language is not English or maybe neurodivergent.
- However, they can be less effective than a face-to-face conversation or telephone call.
- and you be careful with what is included in an email as it could create a contract.
What does writing in block capitals indicate?
shouting - advoid this
If you are unclear about an instruction given via telephone, what would you do?
Repeat back your understanding back to the client.
When writing a report, why would you use graphic elements such as photos and charts
they can be a clearer and quicker way of presenting visual infomation
What is a negotiation?
the process of parties coming to work towards an agreement on a item of dispute
Give example of one thing you would do to prepare for a negotiation?
- Define your goals or desireable outcomes
- identify outcomes that would be acceptable if not your first choice
- identify weaknesses in the opposing parties postion
- collate all the documentation and evidnece for your point
When delivering a presentation, give an example of how you can visualise your idea?
flow charts, graphs, videos, pictures
