Communication & Negotiation

Question 1

Which forms of communication are you aware of?

Answer 1

1 - Verbal
2 - Body language
3 - Written
4 - Graphical information
5 - Presentations
6 - Video / Recordings

Question 2

What are the barriers to effective communication?

Answer 2

1 - Monotone verbal delivery
2 - Overuse of technical language
3 - Emotionally charged / heated conversations
4 - International language barriers
5 - Disinterest / Boredom
6 - Prejudice
7 - Bias
8 - Interruptions & distractions
9 - Background noise pollution
10 - Adversarial relationships

Question 3

Please explain to me you approach when negotiating in challenging circumstances.

Answer 3

1 - Undertake detailed research on the matter and form an opinion.
2 - Compile supporting documentation as substantiation.
3 - Arrange meeting with client to discuss negotiable terms which can be conceded, in addition to non-negotiable.
4 - Prepare SWOT analysis, if needed
5 - Try to develop partnering approach rather than adversarial during negotiations.
6 - Ethos of project over individuals

Question 4

What makes a successful negotiation?

Answer 4

1 - Preparation and collation of supporting documentation.
2 - Presentation of each case in a calm forum
3 - Identification of bargaining positions, and politely making proposals
4 - A swift confirmation in writing on what was agreed at the meeting, and what items still need to be actioned and by whom
5 - A confirmation of next steps to bring negotiations to a close

Question 5

What are the key steps when preparing for a negotiation?

Answer 5

1 - Claim Notification - Where the heads of claim are notified to the parties involved, what claim items are being sought, with a general setting of the scene prior to meeting.
2 - Research and Preparation - Where both parties undertake research and planning, with initial responses being issued. Concession items and non-negotiable items are usually identified internally within each team, with planning of strategy and roles being allocated prior to the meeting.
3 - Organisation of the Meeting - The time and venue for the negotiation meeting will be arranged, followed by the actual meeting itself.

Question 6

What happens during a negotiation meeting?

Answer 6

1 - Both parties should be allowed to discuss their position on the claim items being discussed and the reasoning behind their position.
2 - Parties should look to maintain professionalism, remain calm, act with respect and courtesy at all times.
3 - The meeting should take place ideally in a calm setting.
4 - Both parties should honour the agreements reached for the benefit of the project.
5 - Once the negotiation items are agreed they should be put in writing as soon as possible.

Question 7

Please provide an example of your oral communication skills.

Answer 7

1 - I have been responsible for providing a number of CPD presentations to internal company employees.
2 - I have chaired site meetings with contractors to discuss various issues and presented monthly reports.
3 - I’ll also use my oral communication skills when dealing with day-to-day activities such as on the phone or via video call.

Question 8

What are your thoughts on using email as a form of communication?

Answer 8

1 - Emails carry the same legal value as a letter, and contracts can be inadvertently created by an email. We must therefore be very careful with regards to the content and form of email communication.
2 - It is important to communicate in a professional manner, even of other parties do not.