Communication and Negotiation

Question 1

Which forms of communication are you aware of?

Answer 1

• Verbal either in person or via telephone.
• Non-verbal such as body language, eye contact, gestures and appearance.
• Written for example e-mails and letters.
• Graphical information such as charts, diagrams and tables.
• Presentations.
• Video conference.

Question 2

What makes a successful negotiation?

Answer 2

• Preparation and collating supporting documentation.
• Each party should get the chance to present their case in a calm forum.
• Identification of bargaining positions and politely making proposals.
• A swift confirmation in writing on what was agreed at the meeting and confirmation on what items still
  need to be actions and by whom.
• A confirmation of next steps to bring the negotiations to a close

Question 3

What happens during a negotiation meeting?

Answer 3

• Both parties should be allowed to discuss their position on the claim items being discussed and their reasoning for their position.
• All parties should look to maintain professionalism, remain calm, acting with respect and courtesy at all
  times.
• The meeting should take place ideally in a calm setting.
• Both parties should honor the agreements reached for the benefit of the project.
• Once the negotiation items are agreed they should be put in writing as soon as possible.

Question 4

What are your thoughts on using e-mail as a form of communication?

Answer 4

• E-mails carry the same legal value as a letter and contracts can be inadvertently created by e-mail.
• We must therefore be very careful with regards to the content and form of the e-mail communication.
• When issuing e-mails it is easy to become complacent as they are perceived as being informal.
• I am always sure to communicate in a professional manner even if other parties do not.
• I always make sure that I select the correct recipient and do not release someone’s e-mail addresses
  without their consent.

Question 5

Please provide an example of your oral communication skills / an example of when you gave a presentation to a client.

Answer 5

At Jacobs I assisted with the management of the National Highways property portfolio.

When Handing back the accounts prior to transfer, I gave a presentation on the process of managing the rent roll and a live run through of the system in place used to oversee the accounts.