Communication and Negotiation (Checked) Flashcards
What is good communication?
- Agree client’s objectives
- Research / prep inc. SWOT (strengths, weaknesses, opportunities, threats)
What is good negotiation?
- Prep ‘win-win’ or common ground or fall back position
- Negotiables and non-negotiables
- Understand other party’s position
- Method of communication (email / phone)
- Partnership rather than adversarial approach
- Maintain communication
- Walk away when need to
What did you learn in Presenting with Impact CPD?
- Strong stance
- Project voice
- Presentation aids where necessary
- Eye contact
- Tailor presentation to audience
What did you learn in Negotiation Skills CPD?
- Prepare win-win
- Know fall back position
- Method of communication (phone call / in person helps build relationship)
- Recognise achievement of your best position for agreement
Provide an example of good communication?
Presentation on Unconscious Bias
- Reviewed articles and research to understand concept and felt comfortable discussing it publicly
- Spoke with sensitivity to generate a safe environment for colleagues to ask questions
What is Unconscious Bias?
Prejudice / stereotype an individual holds about a certain person / group that they aren’t consciously aware of having
What is an example of Unconscious Bias?
- Halo effect: Focusing on one positive trait (E.g. A recruiter sees a candidate graduated from a prestigious university and assumes they would excel at their job). Avoid by conducting multiple interviews and diversifying your interview panel.
- Affinity bias: Similarity bias whereby favour people who have similar interests / backgrounds / experiences (E.g. Might give a colleague a promotion over someone else if they are similar to you and you get on well). Avoid by ensuring that promotions are given based on experience gained within company and completing work to a high standard - through scoring matrix’s.
Provide another example of good negotiation?
Governance Document - CAF for RIBA Stage 1 PEC
- Reviewed previous governance documents to understand what info I’d need to start collecting (EHS info like risks, Sustainability info like Sustainability Strategy, whether aiming for accreditations, social value considerations)
- Liaised with colleagues and consultant team to outline what I needed from them (EHS expert, Sustainability expert)
- Individual meetings with each RLT stakeholder to negotiate agreeable terms and obtain endorsement
- Ensured all info was in CAF paper and stakeholders were aligned
What info did you need to agree for the CAF paper?
Sustainability - accreditations like HQM 4.5*
What does writing in block capitals indicate?
That you are shouting
If you are unclear about an instruction given via telephone, what would you do?
Listen carefully to customer
Let them finish
Repeat back what you have heard to show you have listened and understood
When writing a report, why would you use graphic elements such as photos or charts?
Help us to understand info plainly, gains clarity and authority
What is a negotiation?
Involves two parties to come together to reach an end goal that is agreeable to all those involved
Give an example of one thing you would do to prepare for a negotiation?
- Goals / desirable outcomes
- Alternative scenarios that would get the deal done
- Any weaknesses in opposing parties position
- List reasons why your proposal is also beneficial to those with whom you are negotiating, bring these up
When delivering a presentation, give one example of how you can visualise your idea?
- PowerPoint
- Multimedia
- Videos
- Photo
- Diagrams
- Graphs
- Frameworks
How would you structure a presentation to clients?
- Scalable: Opening, arguments, conclusion
- Decks: problem, pathway, solution
- Or problem, solution, reasoning
When would you check the spelling of a report or email before sending?
Always
Who is the person that you choose a font for in a report?
The reader
Give one example of why a lot of people write in ‘plain English’?
Faster to write
Faster to read
Get message across more easily in a more friendly way
What is an example of when you have had poor communication?
Doing a presentation on something I did everyday so thought it was fine but I realised gaps in knowledge
Talk me through your L2 example on presentation on unconscious bias?
- Organised CoP
- Reviewed online articles and undertook research to ensure I understood the concept and felt comfortable discussing it in a public forum
- Spoke with sensitivity
- Safe environment for colleagues to ask questions / discuss
Talk me through your L2 presentation on the governance paper?
- To obtain endorsement from SLT to proceed with RIBA Stage 0
- Reviewed previous governance papers to understand what info I would need
- Liaised with colleagues to outline the info I needed from them and by when
- Meetings with each stakeholder to negotiate terms and obtain endorsement
- Ensured all detail was in paper, having already been through the negotiations
Why is communication important?
- Understand others needs and objectives
- Allows for opinions and concerns to be expressed
- Facilitates collaboration and teamworking
- Ideas sharing
Is there any RICS guidance?
RICS Draft Information Paper: Managing Communication
- Sets out the science of hard and soft skills
What are hard skills?
Application of process and management tools (stakeholder management, comms strategy, comms plan)
What are soft skills?
Engenders atmosphere of openness / honesty / fact-sharing / influencing / enabling (awareness, empathy, understanding)
What are the different styles of negotiation?
- Competing
- Accommodating
- Compromising
- Collaborating
- Avoiding
