Communication and Negotiation L2 Flashcards
Grammar & spelling
Fundamental to good communication.
Can lose credibility as a QS as the detail is important.
Use of spell check and peer review checks.
Emails/Letter
Always professional.
Address recipient.
Clear subject.
Clear structure.
Introduce matter.
Succinct overview of matter.
Clear request/action required.
Kind regards.
Professional Signature with contact details.
Common formats in Reports
Title,
Contents,
Intro/ Summary
Main Body,
Appendices (Consistency enables ease of understanding – good communication).
Report Delivery e.g. Financial Report;
Key costs,
Why,
status (Instructed/TBC/Risk)
(what’s happened and what is being done), commercial implications
Presentation of figures using graphs =
Cashflow forecast –
Original Forecast,
Revised and Actual.
X= Month Y= Cumulative expenditure
Presentations =
Intro,
Clear/engaging content,
company styling/colour,
connect with audience,
summarise
e.g. Contractor cashflow issue-
Title –
Summary/Contents –
Succinct Body –
Quiz Audience
Negotiation =
Clear outcomes –
challenge –
listen –
research –
walk away –
patience –
see their point of view –
focus on their pressure (time/cost)
Purpose of Meeting minutes =
Clearly outlines key discussion;
agreements or issues,
actions by when and by who
Pricing document =
Basis for valuation and change
Clearly outlines the key components of work that are required including costs
Interviews =
Gain direct responses to your questions on how a project should be delivered,
not BDM,
are they prepared?
Final Account =
Have clear evidence,
deal with variations as they arise
Agreeing costs =
Clear contract documentation; comprehensive pricing document,
strong database of costs (if work not comparable)
Public speaking =
Positive body language,
Clear and concise,
engage audience (ask Q’s),
avoid fillers
Listening =
Listening more important than speaking, understand what other want
to best achieve what you want
Particularly important with client
What would you typically check on Drawn info?
RIBA stages,
scales,
revisions
How would you undertake Record keeping?
Use project filing systems,
break into disciplines,
archive superseded info
Components of a professional Phone calls – e.g. client issues
Professional,
positive,
listen to client issue,
identify actions
realistic timescale
Telephone/video conferencing –
Teams day to day
Listening skills –
I am always keen to learn
and understand situations
by listening to other
rather than talking myself
Using drawn information (checking scales and revisions) –
I always ensure I am working with the latest information and ensure when measuring that the scale is correct (measurement/cost issue)
E.g Fairview programme Rev G but different completion date
Using BIM –
I haven’t used BIM but I can appreciate how its benefits.
Centralising information to enable project parties to better collaborate.
e.g. clash control.
Facilitate good cost control
The etiquette of written communication in emails, letters and reports –
Address party,
body of text –
grammar & spelling,
Kind regards. A
lways be respectful and unassuming.
Present facts.
CC in relevant parties only.
Phone call to discuss first if important issue then confirm in email after.
Common formats for reports –
Procurement example;
Exec summary,
Intro,
Analysis –
D&B vs Traditional,
Comparison and Risk allocation,
Conclusion
Establishing authority – ups mc early final account
Contractor wishing to agree final account ahead of completion.
I advised there was no requirement to do this and it would be beneficial to wait until all changes had been instructed.
Establishing objectives – final account ups
Discussed with client what figure would be acceptable for them
Process of negotiation –
Establish objectives
(final account client x figure),
Collate information (QS x MX y),
Develop strategy
(offer x accept y – Best, mid and worst case acceptable position),
Execute
Collecting and presenting evidence –agree cost example UPS
Agreeing level change variation;
Contractor initially submitted their own rates. I used the BoQ to update all rates.
I also undertook my own measurement assessment before replying to the contractor.
Record keeping –
All information on project is saved under a standardised folder to ensure information can be accessed easily
L2 Writing letters or other formal documents –
Standardised format;
Date,
Recipient address,
Salutation,
Letter body,
Complimentary close
L2 Meeting structure =
Intro’s,
H&S,
actions from previous,
contractor report;
progress & issues,
change,
future meetings
Compiling a report –
Structure;
Title,
Contents,
Project Overview / Intro,
Summary,
Main body
Appendices
Project monitoring
Max 2 Key Aspects;
Project Team, Costs, Procurement/Contract, Programme, Insurances, Design, Statutory Matters, Health and Safety, Surveys Appendices; Site layout, programme, planning tracker, schedule of costs
Compiling minutes of meetings – tbc project x wrexham
Wrexham;
key item was recording action contractor was taken to get back on programme.
MC repeatedly failed to provide updated programmes
Producing pricing documents –
TBC
Derby Demo; CSA for the demolition works Princess Street Example
Taking part in interviews e.g. for contractor selection –
TBC - princess street asked about about risk and commercial items
Derby demo; safety key as the project was centrally located in the city centre so ensuring the works were appropriately completed was very important. Princess Street Example
Giving presentations to staff or project teams;
Contractor insolvency increasing due the price of material and labour increases squeezing MC’s margins post contract.
Brexit, Covid & Ukraine boiling pot to create issues.
Outline contractor warning signs of insolvency
Negotiating a contract sum or final account – UPS;
The client had to be involved as they needed indicate what figure would be acceptable for agreeing the works. I identified the estimated final account and identified the amount which was yet to be agreed and what AECOM’s assessments outlined. The client identified a figure in the middle of the contractor’s final account and the AECOM final account that would be acceptable to them. This provided a clear aim to achieve on behalf of the client.
Agreeing the value of an instruction – outline process
UPS; The levels had been incorrectly designed at the access point into the warehouse from the detached offices. The contractor advised this to be the case and on further inspection this was correct and steps would have to be designed to remedy the issue.
Delivering reports at meetings –
UPS;
Cost report –
Outline items outstanding,
recently agreed,
issues with valuation
Do you use Telephone/video conferencing? How do you present? COmmunicate?
Regular occurrence over team
Reporting at meetings –
Key cost changes in period.
Identify information required from MC
Facilitating/chairing meeting –
UPS review of costs position with client. Headline position.
Info with Qs and with MC.
Key costs to be agreed. Prov Sum expenditure
Staff presentations –
Contractor insolvency;
climate of rising costs presenting risk to Main Contractors getting into Fixed Price contracts
Listening skills –
Always important but particularly when speaking to Clients to understand what is most important to them to ensure they are happy and you are delivering service in line with their project requirements
Written/graphical communication –
Cashflow forecast;
quickly identify if progress is in line with the programme
Report writing e.g Procurement Report
Meole Brace;
Exec summary,
Intro,
Analysis – D&B vs Traditional,
Comparison and Risk allocation,
Conclusion.
Advise the client on what the best approach to take based on their requirements
Using drawn information – issues with not checking such aspects
checking scales - measurement and cost error
revisions - new drawings could impact on measurement and cost again
