Communication and Negotiation Flashcards
What are the key headings on your monthly report?
F+G dashboard report: Project update, commercial update, technical update, quality (CoW)
How would you communicate with the client if there had been a major deviation from one of cost / time / risk parameters?
I would call them to discuss the issue and follow up with an email to confirm. I would then advise on some options to mitigate the deviation
What preparations did you make prior to the FA negotiation?
Regarding change control generally, I try to agree the cost of variations prior to issuing a contract instruction, however this isn’t always possible On the UWS Lab Fit out project, I liaised with the client and presented my cost report, which detailed my final account vs the contractors. I collated evidence from the building contract to support my position on several of the contractor’s claims understanding parameters - i.e moveability and levels of authority, respectfulness
How do you determine which is the most appropriate form of communication? Talk me through your thought process?
It depends on what information is being communicated, for example if it was a general update on a progress related matter this could be done via phone then followed up with an email If it was detailed communication it could be done via a report
Can you tell me a time when you have called someone prior to releasing information to them? Why did you do this?
I would call a client if there was a major deviation from one of cost / time / risk parameters then follow up with written information. I would do this to informally preempt them to any formal communication that came out
How do you make sure you record accurate minutes?
Always ensure that I listen and record notes of the full meeting. My minutes are then drafted and put through an internal checking process prior to issue
When do you issue minutes?
When its part of your scope - acting as CA or EA
Why do you use a dashboard for communicating with clients?
This is usually a one page summary of the projects status on progress, financial, technical and quality, including some photographs
How do you prepare for presenting your work on the EY metric?
I prepared the PowerPoint slideshow using details from the cost plan and the design and prepared notes for discussion
Why did you choose to use PowerPoint to present your work on EY Metric?
As the meeting was held in our office we can the capacity to present the report using a slideshow
How did you gain acceptance of your position when agreeing the final account?
Regarding change control generally, I try to agree the cost of variations prior to issuing a contract instruction, however this isn’t always possible On the UWS Lab Fit out project, I liaised with the client and presented my cost report, which detailed my final account vs the contractors. I collated evidence from the building contract to support my position on several of the contractor’s claims understanding parameters - i.e moveability and levels of authority, respectfulness
How did you communicate your position on the final account with the contractor?
I held a meeting with my client to discuss our position vs the Contractor’s position. I reviewed presented these via a cost report
How would you communicate with the client if there had been a major deviation from one of cost / time / risk parameters?
I would call them to discuss the issue and follow up with an email to confirm. I would then advise on some options to mitigate the deviation
What style of communication do you use when negotiating with a contractor?
Formal meeting
