Communication and Negotiation L2

Question 1

Grammar & spelling

Answer 1

Fundamental to good communication.
Can lose credibility as a QS as the detail is important.
Use of spell check and peer review checks.

Question 2

Emails/Letter

Answer 2

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.

Question 3

Common formats in Reports

Answer 3

Title,
Contents,
Intro/ Summary
Main Body,
Appendices (Consistency enables ease of understanding – good communication).

Question 4

Report Delivery e.g. Financial Report;

Answer 4

Key costs,
Why,
status (Instructed/TBC/Risk)
(what’s happened and what is being done), commercial implications

Question 5

Presentation of figures using graphs =

Answer 5

Cashflow forecast –
Original Forecast,
Revised and Actual.
X= Month Y= Cumulative expenditure

Question 6

Presentations =

Answer 6

Intro,
Clear/engaging content,
company styling/colour,
connect with audience,
summarise
e.g. Contractor cashflow issue-
Title –
Summary/Contents –
Succinct Body –
Quiz Audience

Question 7

Negotiation =

Answer 7

Clear outcomes –
challenge –
listen –
research –
walk away –
patience –
see their point of view –
focus on their pressure (time/cost)

Question 8

Purpose of Meeting minutes =

Answer 8

Clearly outlines key discussion;
agreements or issues,
actions by when and by who

Question 9

Pricing document =

Answer 9

Basis for valuation and change
Clearly outlines the key components of work that are required including costs

Question 10

Interviews =

Answer 10

Gain direct responses to your questions on how a project should be delivered,
not BDM,
are they prepared?

Question 11

Final Account =

Answer 11

Have clear evidence,
deal with variations as they arise

Question 12

Agreeing costs =

Answer 12

Clear contract documentation; comprehensive pricing document,
strong database of costs (if work not comparable)

Question 13

Public speaking =

Answer 13

Positive body language,
Clear and concise,
engage audience (ask Q’s),
avoid fillers

Question 14

Listening =

Answer 14

Listening more important than speaking, understand what other want
to best achieve what you want
Particularly important with client

Question 15

What would you typically check on Drawn info?

Answer 15

RIBA stages,
scales,
revisions

Question 16

How would you undertake Record keeping?

Answer 16

Use project filing systems,
break into disciplines,
archive superseded info

Question 17

Components of a professional Phone calls – e.g. client issues

Answer 17

Professional,
positive,
listen to client issue,
identify actions
realistic timescale

Question 18

Telephone/video conferencing –

Answer 18

Teams day to day

Question 19

Listening skills –

Answer 19

I am always keen to learn
and understand situations
by listening to other
rather than talking myself

Question 20

Using drawn information (checking scales and revisions) –

Answer 20

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

Question 21

Using BIM –

Answer 21

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

Question 22

The etiquette of written communication in emails, letters and reports –

Answer 22

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.

Question 23

Common formats for reports –

Answer 23

Procurement example;
Exec summary,
Intro,
Analysis –
D&B vs Traditional,
Comparison and Risk allocation,
Conclusion

Question 24

Establishing authority – ups mc early final account

Answer 24

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.

Question 25

Establishing objectives – final account ups

Answer 25

Discussed with client what figure would be acceptable for them

Question 26

Process of negotiation –

Answer 26

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

Question 27

Collecting and presenting evidence –agree cost example UPS

Answer 27

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.

Question 28

Record keeping –

Answer 28

All information on project is saved under a standardised folder to ensure information can be accessed easily

Question 29

L2 Writing letters or other formal documents –

Answer 29

Standardised format; Date, Recipient address, Salutation, Letter body, Complimentary close

Question 30

L2 Meeting structure =

Answer 30

Intro’s, H&S, actions from previous, contractor report; progress & issues, change, future meetings

Question 31

Compiling a report –

Answer 31

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

Question 32

Compiling minutes of meetings – tbc project x wrexham

Answer 32

Wrexham; key item was recording action contractor was taken to get back on programme. MC repeatedly failed to provide updated programmes

Question 33

Producing pricing documents –

Answer 33

TBC Derby Demo; CSA for the demolition works ***Princess Street Example***

Question 34

Taking part in interviews e.g. for contractor selection –

Answer 34

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***

Question 35

Giving presentations to staff or project teams;

Answer 35

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

Question 36

Negotiating a contract sum or final account – UPS;

Answer 36

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.

Question 37

Agreeing the value of an instruction – outline process

Answer 37

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.

Question 38

Delivering reports at meetings –

Answer 38

UPS; Cost report – Outline items outstanding, recently agreed, issues with valuation

Question 39

Do you use Telephone/video conferencing? How do you present? COmmunicate?

Answer 39

Regular occurrence over team

Question 40

Reporting at meetings –

Answer 40

Key cost changes in period. Identify information required from MC

Question 41

Facilitating/chairing meeting –

Answer 41

UPS review of costs position with client. Headline position. Info with Qs and with MC. Key costs to be agreed. Prov Sum expenditure

Question 42

Staff presentations –

Answer 42

Contractor insolvency; climate of rising costs presenting risk to Main Contractors getting into Fixed Price contracts

Question 43

Listening skills –

Answer 43

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

Question 44

Written/graphical communication –

Answer 44

Cashflow forecast; quickly identify if progress is in line with the programme

Question 45

Report writing e.g Procurement Report

Answer 45

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

Question 46

Using drawn information – issues with not checking such aspects

Answer 46

checking scales - measurement and cost error revisions - new drawings could impact on measurement and cost again