Communication and Negotiation

Question 1

Can you please define what communication is?

Answer 1

The giving or exchanging of information by speaking, writing or using some other medium.

Question 2

What are your views on email communication?

Answer 2

Need to take great care when sending e-mails.

It is easy to release sensitive information to incorrect parties.

Always take care to double check the recipients prior to issue.

Even though e-mails appear less formal than written letters they can still have the ability to create contracts and form written instructions.

Question 3

What is a negotiation?

Answer 3

Discussions which are held to reach a compromise or agreement.

Parties through an informal or facilitated negotiation process agree to settle a dispute.

Concessions and non negotiable items of each party are discussed.

Question 4

What would you do following a negotiation meeting where a verbal agreement was made?

Answer 4

I would look to formalise the verbal agreement as soon as possible.

This would be achieved through issue of written correspondence setting out what was discussed and agreed at the meeting.

Within the written communication I would request that the other party confirm agreement by written reply.

If confirmation was not received I would follow up with a verbal call reminding them to confirm back in writing .

Question 5

What process makes a successful negotiation?

Answer 5

Good preparation and discussion prior to the meeting with the client about the concessions and non negotiable items.

Good record keeping and presentation of written instructions / costed breakdowns that have been received and recorded during the project.

The meeting should be held in a calm environment where both parties are given the opportunity to speak without interruption.

Take regular comfort breaks and time to review discussions in private with the client particularly in heated parts of the negotiation.

Following the agreements within the meeting I would look to formalise these in writing as soon as possible to avoid any confusion around what has been agreed.

Question 6

What is a good process for negotiation?

Answer 6

Preparation.
Discussion.
Bargaining.
Agreeing.
Excecuting.

Question 7

What are some common negotiation techniques?

Answer 7

Accommodating.
Collaborating.
Competing.
Compromising.

Question 8

What Stages of a construction project might involve negotiations?

Answer 8

Tendering and procurement
Agreeing Variations
Agreeing Final Accounts
Extensions Of Time. Payment Terms
Loss and Expense
Basically anything that will make an adjustment to the contract sum.

Question 9

What are the tools of a negotiator?

Answer 9

Expertise or knowledge
Charisma
Having alternative solutions prepared
Using past events as a precedence

Question 10

How would you conduct a negotiation?

Answer 10

Rehearse my opening ask the opening question to control negotiation
Convey confident, congruent communication
Match body language and terms used, maintain eye contact
Manage expectations
Trade at low value, do not give a concession without trading it with reluctance
Be respectful but persistent
Assess offers on the spot and be courteous.
Questioning. Ask open and closed questions to exert control.

Question 11

What is a a win-win situation?

Answer 11

When the agreement reached cannot be improved further by any discussions. Outcome cannot be improved for your benefit, and similarly, the agreement for the other party cannot be improved further for their benefit either. There is no value left on the table and all creative options have been thoroughly explored and exploited.

Question 12

How would you prepare for a negotiation?

Answer 12

Understand why the negotiation was taking place
Clarify the impact e.g. the importance of the relationship vs the outcome
Define what is negotiable and what is not
Define a win-win and fall back positions.
Understand or estimate the other parities win-win and fall back positions
Identify areas of common ground
Prepare evidence and rationale to support my case.

Question 13

Give me an example of your oral communication skills.

Answer 13

I have held site meetings with the contractor to discuss various issues & presenting monthly reports within the meeting.
I also use my oral communication skills when dealing with day to day issues.

Question 14

Explain how different forms of communication can be more suitable than others, in different situations.

Answer 14

A legal matter of anything that may be required to be referred to in future would benefit from a paper trail such as emails etc.

On the other hand in the other party is particularly confrontational a phone call may be a better option to protect and safeguard the surveyor.

Question 15

Explain a situation when a visual presentation would be beneficial to your client.

Answer 15

When visually attempting to present design options or in risk management workshops.

Question 16

What type of negotiator do you believe you are ?

Answer 16

Competition (win-lose)
Collaboration (win-win)
Compromise (split the difference)

Question 17

Explain some typical negotiation skills.

Answer 17

Preparation and collating supporting documentation
Each party gets the chance to present their case in a calm forum
Identify bargaining positions and make proposals
Bargain on concessions and compensation to reach final proposal
Agree and confirm the deal; confirm who does what

Question 18

How do you change your style of communication and negotiation when dealing with clients, contractors and colleagues?

Answer 18

I act professionally in every facet of my life, My style does not alter as such but I do not necessarily need to record conversations with colleagues in writing unless it is project specific and or has legal ramifications.

Question 19

What would you consider before delivering a technical presentation to a client team?

Answer 19

I have the facts
I am able to answer questions
I have sought advice and support for the limitations in my knowledge

Question 20

What current challenges is Covid and/or Brexit bringing to Communication & Negotiation?

Answer 20

Cost of labour, cost of materials, timescales due to limited supply, unprecedent demand and lack of supply.

Question 21

How do you prepare for your meetings? / How do you manage meetings?

Answer 21

I review the previous meeting notes and also review any relevant documents such as drawings or specifications and emails so that I understand the purpose of this meeting. Consider any action points.

Question 22

What do you do to ensure your clients understand the technical aspects of your report?

Answer 22

The RICS Home survey Standard (professional Statement) 2019 states that where possible technical jargon should be kept to a minimum unless not possible and it which case, I will clearly explain what the technical terms mean on a separate page so the client can refer to the meaning. I inform all my clients that I will make myself available to discuss the report further over the phone or face to face if there is still any confusion.

Question 23

What did you do that lead to a successful negotiation with the contractor?

Answer 23

Before I enter into negotiations, I speak with my client to determine what their best and worst case scenario is so that I have a goal to work towards. I will then review any project documentation, previous meeting minutes and emails so that I am prepared and ready to act in my clients best interest.

In an attempt to ease the discussion, I put a positive spin on it by focused on the parties interests to explore trade-offs.

Question 24

What are barriers to effective communication?

Answer 24

Unclear delivery of speech.

Monotone delivery.

Use of over technical language.

Prejudice and Bias.

Poor call quality.

Poorly maintained relationships.

Question 25

Please explain your approach when negotiating in challenging circumstances.

Answer 25

I undertake detailed research on the matters under consideration.

I will then look to compile supporting documentation as substantiation to any claims.

I would 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.

Try to develop a partnering negotiation approach during negotiations.

Overall, my ethos is that the project must be the winner, not individuals.

Question 26

What happens in a successful negotiation?

Answer 26

Preparation and collating supporting documentation,

Each party should get the chance to prensent their case in a claim forum.

Identification of bargaining positions and politely making proposals.

A swift confirmations in writing on agreements and action items.

Confirmation of next steps to bring negotiations to a close.

Question 27

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

Question 28

Please provide an example of your oral communication skills.

Answer 28

I use my oral communication and written skills on a day to day basis.

I have held meetings on site with contractors and clients to discuss various issues and present monthly reports within meetings.

Question 29

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

Answer 29

Emails carry the same legal value as a letter and contracts can be inadvertently created by email.

We must therefore be care with regard to the content and form of email communication.

I am always professional in email communications even if other parties are not.

I ensure the correct recipients are included and do not release someones email without their consent.

Question 30

What could indicate the success of a negotiation on a final account?

Answer 30

Both parties are satisfied with the outcome and feel that a fair and reasonable compromise was reached.

A partnering approach is adopted with both parties feeling as though their long-term relationships and reputations have been maintained.