Communication And Negotiation

Question 1

What is the role of a communication plan?

Answer 1

This is a component of the PEP and includes:

• the target for communication. Who the project needs to be communicated with. Stakeholders analysis helps here.
• what communication will be undertaken. What needs to be communicated and when.
• how will it be communicated. Verbal, written?
• what channel of communication will be used? Reports, emails etc.

Question 2

Why is it important to understand your audience?

Answer 2

It’s important to understand the nature of the audience and how they wish to receive information. Some may need more details in laymen’s term or otherwise may be able to understand more technical language.

Question 3

What happens when communication goes wrong?

Answer 3

• different messages causes doubt, concern, fusion and rework.
• costs might not be picked up in budget if the way in which you communicate hasn’t been thought through as communication can cost - travel or calls abroad.
• failure to understand the needs of stakeholders - they think they are getting one things but they are really getting something else.
• stakeholders don’t know where to go for information and wrong information is used leading to incorrect decisions being made.

Question 4

What are barriers to communication?

Answer 4

• perception on the part of the receiver. You need to make messages clear and unambiguous so it it is misinterpreted. Use simple language.
• the environment. Is it fit for purpose. Can you delivery appropriately.
• people’s own attitudes and emotional state. Empathise with needs.
• selective listening. Try active listening. Replay and check understanding.
• time zones and geography
• culture and language
• distractions and other priories

Question 5

What is negotiation?

Answer 5

A process for reaching agreement which goes through a number of stages.

Question 6

What are the types of negotiation?

Answer 6

Formal - serious and confidential matters
Informal - more relaxed and less procedural
Competitive - structured approach, like when goods or services are being procured. Parties are assertive but not cooperative
Collaborative - both parties are very assertive and very cooperative

Question 7

What are the steps in negotiation?

Answer 7

1. Recognise a negotiation is impending
2. Prepare and plan. Consider the other sides position, brief your team, understand your best alternative to the negotiated agreement ie what if you can’t agree? Where will it take place? Who can make decisions? Do research and what is your absolute bottom line.
3. Negotiate and discuss - exchange ideas
4. Arrive at agreement
5. Follow up and make sure agreement is being enacted upon

Question 8

On the XX project, how did you communicate with the team?

Answer 8

I used various means of communication included, email, phone calls and face to face meetings.

Question 9

What were the key take aways from the situation with the bottling system?

Answer 9

That it is important to keep an audit trail.
That different means of communication need to be used to discuss matters depending on different people but think that a lot of issues can be ironed out through face to face meetings.

Question 10

What did you find as the best way to communicate with two contractors on site at the same time.

Answer 10

• Setting up early meetings to understand roles and responsibilities.
• Getting a project directory set up
• Understanding who the main point of contact is
• appointing one contractor as the main liaison.

Question 11

Why did you have two contractors on site at the same time?

Answer 11

Because of programme matters. We did look at doing the project sequentially but the project had been through a period of pause and therefore needed to be done quickly.

Question 12

What makes a good negotiation?

Answer 12

• Have interpersonal and communication skills required to get the desired result.
• Know who has authority to make decisions.
• Establish your objection - what do you want?
• Go in prepared - determine goals, opinions, alternative
• Prepare to concede
• actively listen to critique and find flaws.
• Keep emotions in check
• consider collaboration
• Avoid misunderstanding - seek clarifications
• Make decisions quickly and be prepared to compromise.

Question 13

What is a communication plan?

Answer 13

Sets out:

• The target for the communication
• What communication will be undertaken
• How it will be communicated.

Need to consider using various channels, understand the audience, take into consideration costs and seek and give feedback.

Question 14

What is a stakeholder?

Answer 14

A person or group that has direct or indirect interest in an organisation because it can affect or be affected by the project’s actions, objectives and policies.

Question 15

What are SMART objectives?

Answer 15

S - specific
M - Measurable
A - Achievable
R - Results
T - Time bound

Question 16

What might happen if you choose the wrong style of communication?

Answer 16

• Might not be as effective
• Might not get your message across
• Information may be misses
• Deadlines might not have been picked up
• misunderstanding is created.

Question 17

How do you prepare for a negotiation?

Answer 17

Gather as much information as possible. Set goals and ensure they accord with the tolerances which have been agreed. investigate relevant social conventions if planning to negotiate with people from different cultures. clarify the escalation route to use in the event of being unable to resolve the negotiation.

• clarify your aims
• Gather info
• Get a BATNA
• Prepare the setting
• Prepare mentally
• Research the other party

Question 18

What is BATNA?

Answer 18

The best alternative to a negotiated agreement - the only certain way to be successful in negotiations. What are you prepared to walk away with?

Question 19

How do you deal with a breakdown in communication?

Answer 19

• focus on unity
• Remind people of the end goal which we are all interested in.
• Remind people why we are here and should all have the clients best interest
• Set up face to face meetings
• put plans in place
• find the cause of information breakdown

Question 20

When have you been part of a negotation

Answer 20

I have been part on negotiations in terms of contract clauses. On a project we needed to have several calls with the solicitor to go through a large number of clauses that the contractor had come back on and there was a back and forth activity and lots of discussions. I kept the tracker up to date to show which clauses had been accepted and which we needed further negotiation on.

Question 21

How do you facilitate a meeting?

Answer 21

When I chair a meeting I ensure I distribute an agenda prior to the meeting for the attendees to see what the meeting will cover.
To start the meeting I would do introductions and apologies and explain the purpose of our meeting.
The minutes from the previous meeting would have been circulated prior to this meeting and I would go through them to cover any progress updates or outstanding actions.
I would work through the agenda.
Listening and taking notes so the minutes can be written up accurately, summarising decisions and actions.
I would close the meeting by asking if there was any other business the team wanted to cover.
It’s important that the meeting sticks to the purpose rather than using the time to go off on a tangent. Separate meetings can be arranged should they need to if particular points require their own workshop.

Question 22

How do you conduct contractor/ consultant interviews?

Answer 22

I carefully review submissions before the interview
I make a list of questions I wish to ask
I outline the interview structure
I take notes as a record of events
I act politely and professionally

Question 23

What should you be mindful of when communicating by email?

Answer 23

An email gives an impression just as a first face to face meeting does.
Emails may contain typos or appear abrupt, destroying any rapport with the recipient.
They can be used as legal evidence.
They need to be treated like writing a letter and contain correct grammar and pronunciation.
You should keep an email short and simple.

Question 24

What should you consider when writing a report?

Answer 24

A report is written for a clear purpose and to a particular audience.

An effective report presents and analyses facts and evidence that are relevant to the specific problem or issue of the report brief.

Should include title page; executive summary, table of contents, introduction, chapters, recommendations, summary,

Question 25

What are the possible outcomes of negotiation?

Answer 25

Win/ win - where both parties walk away with a positive outcome but not necessarily what they wanted. There was a compromise.

Win/ lose - where one party gets what they want

Lose/ lose - where there is an agreement but neither party is happy with the outcome