Communication and Negotiation (L2)

Question 1

Please define what communication is?

Answer 1

The imparting or exchanging of information by speaking, writing or using some other medium.

Question 2

What are the main types of communication?

Answer 2

Verbal, Nonverbal, Written, Visual.

Question 3

Please provide some advantages of written communication?

Answer 3

1. Complex and technical info communicated in a precise and explicit manner.
2. It creates a record of the communication and can serve as a legal document.
3. A reliable way to formalise verbal agreements.
4. Information can be circulated by multiple parties, very quickly.

Question 4

Please provide some disadvantages of written communication?

Answer 4

1. Less personal than oral communication, making it less ideal for emotional messages.
2. May be unclear if the recipient has received the message.
3. Language or tone may be be misconstrued.
4. You will not know if the recipient has fully understood the communication.

Question 5

Can you provide typical attributes of effective communication?

Answer 5

1. Message is short and precise.
2. Clear and easy to read and understand.
3. Communication is well structured with an intro, substance and conclusion.
4. Use of diagrams and pictures to reinforce the message.
5. Recipient understands the message without ambiguity.

Question 6

If you chair a meeting, how would you ensure it is effective?

Answer 6

1. Set an agenda and keep the meeting on track.
2. Prepare for it in advance; have documents, information and visuals ready.
3. Be punctual for the meeting.
4. Take meeting minutes (notes).
5. Give everyone the opportunity to speak and contribute.
6. Use body language to enhance communication and read the body language of others.

Question 7

What are the barriers to communication?

Answer 7

1. Differences between verbal and non-verbal communication (your words and actions do not give the same signals).
2. Differences in perception and viewpoint.
3. Body language can distract people, meaning they miss parts of your verbal communication.
4. Language or cultural differences.
5. Different time zones or locations.
6. The use of jargon. Overly complicated, unfamiliar and/or technical terms.
7. Physical disabilities such as hearing problems or speech difficulties.

Question 8

Can you explain what is meant by body language and give an example?

Answer 8

Non-verbal communication that can often have hidden messages. For example, crossing your arms when in conversation can project a defensive or reluctant message.

Question 9

Please name some different forms of body language and give an example?

Answer 9

Passive - Defeated posture, over-apologetic, no eye contact.
Assertive - Relaxed and balanced hand gestures, firm but friendly, maintaining comfortable distance.
Aggressive - Tense, invading space, loud, clenched fists.

Question 10

What is negotiation?

Answer 10

Discussions to reach a compromise or agreement. Parties agree, through a formal or informal negotiation process, to identify a resolution acceptable to all parties.

Question 11

What outcomes could indicate a successful final account negotiation?

Answer 11

Both parties come away happy, the costs are agreed upon, and the project is within the client’s budget.

Question 12

What key things do you need to think about before entering a negotiation?

Answer 12

To what level I’m authorised to negotiate.
Me (and my client’s) red lines.
Do I have sufficient facts and information?
The character of the person I’m negotiating with
What I want the outcome to be
The areas where I’m willing to compromise
The structure of the negotiation

Question 13

What is your negotiating style?

Answer 13

It largely depends on the situation; if there is a strong case for me or my client, I may adopt an assertive approach to get the best deal; however, I am to be collaborative and endeavor to find a resolution acceptable to all parties.

Question 13

Give an example of when you completed a successful negotiation?

Answer 13

I successfully negotiated the final account on the carpentry sub-contract package at Kings Cross S5. I did this by assessing my position on the account and issuing comments to the contractor in the first instance. This formed the basis for discussion, both parties presented their commercial positions (in a face to face meeting) and agreed to settle at a certain figure agreeable to both parties. I formed a good working relationship with the contractor throughout the project, which aided the success of the negotiation.

Question 14

When faced with a challenging negotiation, how do you conduct yourself in a fair and professional manner?

Answer 14

I always stay objective and enter the negotiation with the mindset of finding a resolution
I’m always respectful towards the other party and endeavor to understand their position
I listen to their concerns and objections, and I then counter the, with the answers that prevent doubt

Question 15

What are the main barriers to a successful negotiation?

Answer 15

Lack of trust
Missing or inaccurate information
Cultural differences
Lack of emotional intelligence
Communication problems

Question 16

What is a ‘without prejudice’ offer?

Answer 16

The without prejudice rule means that statements that are made in a genuine attempt to settle a dispute cannot be used in court as evidence of admissions against the party that made them.