Communication and Negotiation Flashcards
Can you please define what communication is?
The giving or exchanging of information by speaking, writing or using some other medium.
What are your views on email communication?
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.
What is a negotiation?
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.
Negotiations can be finalised either in line by line detail or at a high level.
What would you do following a negotiation meeting where a verbal agreement was made?
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 .
What makes a successful negotiation?
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.
What is a good process for negotiation?
Preparation.
Discussion.
Bargaining.
Agreeing.
Excecuting.
What are some common negotiation techniques?
Accommodating.
Collaborating.
Competing.
Compromising.
What Stages of a construction project might involve negotiations?
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.
What are the tools of a negotiator?
Expertise or knowledge
Charisma
Having alternative solutions prepared
Using past events as a precedence
How would you conduct a negotiation?
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.
What is a a win-win situation?
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.
How would you prepare for a negotiation?
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.
Give me an example of your oral communication skills.
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.
Explain how different forms of communication can be more suitable than others, in different situations.
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.
Explain a situation when a visual presentation would be beneficial to your client.
When visually attempting to present design options or in risk management workshops.
