Communication and Negotiation Flashcards
What are the key skills involved in effective communication for project management?
Oral Communication: Ability to convey clear, concise, and relevant information in meetings, discussions, and presentations.
Written Communication: Good grammar, spelling, and etiquette in emails, letters, and reports.
Graphic Communication: Use of visual aids such as charts, graphs, and spreadsheets to present data effectively.
Presentation Skills: Ability to structure and deliver a presentation tailored to the audience and purpose.
What is the etiquette for written communication in emails, letters, and reports in a project management context?
Professional Tone: Maintain formality and clarity in language.
Structure: Ensure logical flow with a clear introduction, body, and conclusion.
Clarity: Avoid jargon and use simple, straightforward language.
Spelling & Grammar: Use correct grammar and spelling to maintain professionalism.
What are some common formats for writing reports in project management?
Executive Summary: A brief overview of the report’s purpose and findings.
Introduction: Outlines the background and objectives.
Methodology: Describes the approach and techniques used.
Findings/Results: Presents the data or research outcomes.
Conclusion/Recommendations: Summarizes findings and suggests actions.
How should figures and data be presented using spreadsheets, graphs, and charts in project management?
Use of Spreadsheets: Organize data clearly with headings, columns, and formulas.
Graphs & Charts: Use appropriate charts (bar, line, pie) to represent data visually.
Clarity: Ensure graphs are easy to interpret with clear labels, axes, and legends.
Simplicity: Avoid overcomplicating visual aids—focus on key data points.
How should a report be delivered at a meeting in a project management context?
Preparation: Know the key points and potential questions about the report.
Clarity: Present findings concisely and stay focused on objectives.
Engagement: Encourage discussion and be open to feedback.
Visual Aids: Use slides, charts, or handouts to complement verbal presentation.
What are the steps to structure and deliver an effective presentation in project management?
Structure:
Introduction: Introduce the topic and objectives.
Body: Present key points logically.
Conclusion: Summarize and provide recommendations.
Delivery:
Maintain eye contact, speak clearly, and engage the audience.
Use visual aids to support your message.
Be prepared for questions and feedback.
How do you establish your objectives and strategy for a negotiation in project management?
Objectives: Clearly define what you want to achieve (e.g., terms, timeline, cost).
Strategy: Prepare for potential scenarios and outcomes.
Identify key interests of both parties.
Determine your position and concessions.
What is the typical process of negotiation in project management?
Preparation: Research and understand your objectives and the other party’s position.
Discussion: Open the negotiation by presenting your case.
Bargaining: Exchange offers and counteroffers, aiming for a mutually beneficial agreement.
Closure: Finalize agreements and confirm terms in writing.
Follow-up: Monitor the implementation of the negotiated terms.
What are the primary methods of communication in project management, and when should each be used?
Oral Communication: Used for immediate feedback, discussions, and clarification. Suitable for meetings, phone calls, and video conferences.
Written Communication: Appropriate for formal communication, documentation, and record-keeping. Used in emails, reports, contracts, and official letters.
Visual Communication: Utilized for presentations, diagrams, and graphs to convey complex ideas clearly.
Non-verbal Communication: Body language, gestures, and tone of voice to reinforce messages in meetings and presentations.
How do you decide which type of communication to use in different circumstances?
Urgency: For urgent issues, oral communication (e.g., phone calls or meetings) is most effective for quick resolution.
Complexity: For detailed explanations or complex issues, written communication (e.g., reports, emails) ensures clarity and allows for future reference.
Formality: For formal agreements, contracts, and professional correspondences, written communication is essential.
Collaboration: When team members need to discuss ideas and collaborate, meetings or video calls (oral communication) work best.
Documentation: For a permanent record of information, written communication is preferred.
What are essential communication skills for a project manager?
Active Listening: Understanding the speaker’s message and responding thoughtfully.
Clarity and Conciseness: Conveying information in a simple and clear manner.
Empathy: Understanding the emotions and perspectives of others, which helps in building relationships.
Persuasion: Effectively influencing others while maintaining professionalism.
Confidence: Communicating ideas assertively without being aggressive.
What are the key differences between oral and written communication, and when should each be used?
Oral Communication: Immediate, interactive, and suitable for informal or urgent discussions. Best used in meetings, phone calls, or informal conversations.
Written Communication: More formal, permanent, and detailed. Best for contracts, official letters, reports, and long-term records. Written communication provides clarity and a reference point.
How does negotiation help in conflict avoidance in project management?
Collaborative Approach: Negotiation helps to find mutually agreeable solutions, reducing the chances of disputes.
Open Communication: By discussing issues openly and honestly, negotiation can address concerns before they escalate.
Flexibility: A negotiator’s ability to adapt to changing circumstances prevents conflicts from arising.
Problem-Solving: Negotiation encourages problem-solving, helping to resolve potential conflicts constructively.
What types of communication do you use on your projects?
Face-to-face / telephone communication
Follow up with email
Formal reports (weekly/monthly)
Letters
Logs & registers (defects log/change control register)
Presentations
Dashboards
What do you include in your weekly/monthly reports?
Update of progress (construction, M&E, architectural)
Key risks
Health & safety updates
Programme update
Commercial updates
Key actions/approvals
