Communication and Negotiation

Question 1

COMMUNICATION AND NEGOTIATION: What happens during a negotiation meeting?

Answer 1

• Both parties should be allowed to express their position on items being discussed and provide their justification.
• Throughout any discussions both parties should look to maintain professionalism, remain calm and act with both respect and courtesy at all times.
• Both parties should honour agreements reached and once negotiation items are agreed, they should be put in writing as soon as possible.

Question 2

COMMUNICATION AND NEGOTIATION: What process did you go through when negotiating with the Contractor at 3rd and 4th Floor, Savoy House?

Answer 2

• Firstly, I carried out research to form an opinion on the cost. This included reviewing BCIS hourly pay rates for senior mechanical and electrical trades people. This was a rate of £22.50 / hour. I then made a judgement that the work would take 2 days for 2 people (32 person hours).
• From this I formed the view that the cost should be circa £720 when the cost provided from the contractor was £1,500. I gathered this information to substantiate my opinion.

On this basis, I planned a phone call with the contractor to discuss the additional cost and find an amount that was mutually agreeable.

• Within this negotiation I ensured to act respectfully and courteously throughout as well as listening. I also practiced a partnering approach rather and an adversarial one and I fully considering the Contractor’s position and their justification.

I also outlined my position and provided justification while allowing the contractor to comment and provide their view. My aim was to do what is best for the project as opposed to seeking an individual win.

• The contractor agreed to review their cost. Thereafter they returned with a cost of £950 which represented a compromised position.

Question 3

What are different forms of communication?

Answer 3

• Verbal (in person or telephone)
• Non-verbal (body language, eye contact, gestures)
• Written (e-mails and letters)
• Graphical information (charts, diagrams and tables)
• Listening
• Video conference

Question 4

Please explain your approach when negotiating in challenging circumstances?

Answer 4

1. Undertake detailed research to form an opinion.
2. Compile supporting documents to support to support this opinion.
3. Arrange a meeting with the relevant parties to discuss the topic.
4. During the negotiation, I encourage partnering approach rather than an adversarial one.
5. My attitude and ethos is that the project must be the winner not individuals.

Question 5

What makes a successful negotiation?

Answer 5

1. Preparing and collating supporting documents
2. Each party gets the chance to present their case in a calm and professional manner.
3. Identification of bargaining positions and polite questioning.
4. A swift confirmation in writing on what was agreed at the meeting and what actions are required.
5. Conformations of next steps while negotiations close.
6. Both parties honour agreements for the benefit of the project.

Question 6

Provide an example of your oral communication skills?

Answer 6

• I have presented a number of presentations for the RICS matrix and I have hosted a CPD event on behalf of the RICS Matrix Glasgow Committee.
• I have chaired numerous progress meetings on-site ensuring that everyone’s views were heard.
• I use my oral and written communication on a day-to-day basis.