Communication and Negotiation (L2)

Question 1

What do you consider to be important when negotiating?

Answer 1

Start low and gradually offer more
Record an email trail
Be mindful of the other parties personal situation and make sure to respond to them promptly.

Question 2

How do you ensure your communication is clear and concise?

Answer 2

Prepare and accumulate my thoughts prior to speaking
Look to develop a rapport with the other party
Record email trail and make sure all my thoughts are summarised in one email rather than multiple

Question 3

What did you learn in the Communicating with Personal Impact CPD? How would you best structure a presentation?

Answer 3

Keep it simple, know your audience, tone of voice, body language, eye contact etc.

Question 4

What makes a successful negotiation?

Answer 4

Prep and collation supporting documentation, each party presents their case, identify bargaining positions, agree, and confirm decisions and action points.

Question 5

What do you think about email communication?

Answer 5

An email has the same legal value as a letter and agreements. We must be very careful to the content and forms of email communication.

Question 6

Give an example of oral communication skills and when do you informally communicate?

Answer 6

Day to day phone calls, chairing DABS.

Never

Question 7

How would you go about delivering a report at a meeting?

Answer 7

The reports I give are lengthy and containing in excess of hundred page. I tend to issue a report 1 week ahead of Steering Board and LLP Board meeting. I address actions from previous months, overview of the agenda and take the operational summary as read picking up on the key issues of departmental sections.

Question 8

How would you prepare for a negotiation and what is the process?

Answer 8

Prepare a win/win and fallback position and areas of common ground. Decide what points you can give on and what points are non-negotiable.

Developing a collaborative / partnership approach, always maintain communication.

Create a constructive environment for the negotiations. And consider the method of communication.

Walk away when needed.

Question 9

What was the scoring matrix based on in your tender analysis of the PRS tender returns in Aldershot?

Answer 9

I produced a scoring sheet reviewing offer, payment profile, working relationship, and conditionality. Two final parties entering negotiations. Through negotiations looking at future opportunities, favourable payment terms and accelerate construction programme I was able to negotiated a final bid offer of £10.8m (£540k improvement) - 70% of OMV

Question 10

After you identified a preferred bidder what next steps did you follow?

Answer 10

Progress to drafting Heads of Terms; parties details, deposit, purchase price, timing, conditionality (submit an Reserved Matters Application in 12 months)

Question 11

What kind of skills do you need to communicate effectively?

Answer 11

Active listening, feedback, respect (in accordance with rule 4), confidence and empathy.

Question 12

How do you ensure that the frequency of communication is acceptable?

Answer 12

Communication frequency depends on several factors, such as stakeholder expectations, program complexity, program risks, program changes, and program milestones. You should balance the need for timely and relevant information with the risk of over-communication and information overload

Question 12

What are the different ways you can communicate with clients?

Answer 12

Regular catch up meetings (TEAMS), phone call, face to face dialogue, email, board meetings.

Question 13

When would you choose to use written communication over verbal
communication or a face to face meeting?

Answer 13

Use face-to-face communication for situations when you need to build connections and trust. Stronger connections, body language, quicker, more engagement. Follow up with written communication when there are specific details or next steps your audience should know

Written communication can be very helpful in situations when verbal communication is difficult. For example, written language can more accurately communicate complex ideas than verbal speech. It also helps to reduce misunderstanding and assure that all parties are on the same page. This also builds a record of information.

Question 14

What barriers to effective communication have you come across?

Answer 14

The barriers to effective communication are as follows: emotional, physical, cultural, cognitive, and systematic.

Question 15

What is principled negotiation? Why is negotiation important? Tell me about your negotiating style.

Answer 15

Principled negotiations, also known as integrative negotiations, refer to an interest-based approach to settling disputes between two parties by establishing a solution that promotes mutual benefit.

Therefore, negotiation is important to ensure both parties can reach a middle ground and are happy with the outcome

I prepare a win-win Negotiation emphasises seeking mutually beneficial outcomes for both parties. I promote collaboration and cooperation.

Question 16

What would be a good way to facilitate negotiations in your role?

Answer 16

Negotiation holds the key to getting ahead in the workplace, resolving conflicts, and creating value in contracts.

Question 17

Tell me about how you communicate effectively (and responsibly) using social media. What do RICS set out as best practice for the use of social media?

Answer 17

I would communicate in line with the RICS’ Rules of Conduct and post would be intended to safeguard the high standards of professional behaviour expected of RICS members and, in so doing, protect the interests of members and the profession as a whole.

Following the USE of Social Media Guidance for Members 2021.
this guidance highlights when RICS is likely to investigate concerns about social media posts.

Question 18

How do you communicate during the appointment of the
architect and other appointments?

Is this effected by the Building Safety Act 2022

Answer 18

We need need contracts for certainty of fees and services and limitation.

Short form of appointment

New limitation period 15 yrs from the date of accrual of the right of action for works to dwellings (if before it is 30 years)

Question 19

How did you seek sign off from your client and the JV partner?

Answer 19

Client Approval, Steering Board approval, LLP Board Approval, Executive Approval from both members

Question 20

How do you send out appointments?

Answer 20

Ensure that you keep an up-to-date document tracker

• If the consultant will also be providing collateral warranties for their services, these must be sent out at the same time as the appointment (in triplicate if 3 parties to the collateral warranty,
  duplicate if 2 parties)
• Appointments (2 copies) and CWs (3 copies) for known Beneficiaries sent at same time; 1. Consultant, 2. Beneficiary, 3. Vistry entity or JV
• Ensure that the consultant signs the appointment first and then this comes back to CP/Vistry for signing, before being dated
• Signed and dated copies sent to the Beneficiary and the Consultant for their records
• Vistry copy scanned and uploaded to the knowledge bank and 4Projects

Question 21

What is contained in an appointment document?

Answer 21

Scope of works, agreed fee, terms of business, contact details.

What are Countryside’s terms of business?

Question 22

How would you prepare an Architect Interview?

Answer 22

Invite each architect to present the proposal.
Asked each architect to include key topics in their presentation
Vision for the scheme
Produced a scoring sheet on the above criteria
Actively listened and maintained a professional and friendly attitude
Summarised process and sought sign off from my client and JV partner.

Question 23

How would you go about negotiaing a S106 agreement

Answer 23

• Weekly calls with the LPA
• Chair meetings and issued the minutes
• Provided justification why the trigger had to be renegotiated
• Letter of Comfort to ensure my client will not receive legal action or financial penalties
• Subsequently managed a DoV to formalise the change