Communication & Negotiation (Level 1/2) Flashcards
What’s important in a negotiation?
- Preparation and Planning
- Active Listening to understand all parties views
- Communicate clearly, concisely and persuasively
- Understand clear wins and areas willing to compromise
- Aim for an acceptable resolution for all
What is your negotiation style?
Depends largely on the situation;
- Assertive if I have a strong case
- Collaborative if acceptable to all parties
- Accommodating if important to maintain relationships
How do you prepare for a negotiation?
Undertake detailed research on the matter, compiling documentation to support/substantiate my claim/opinion. This highlights:
- Any non-negotiables
- Any areas willing to compromise
Then I need to consider:
- What level I am authorised to negotiate too
- Character of person negotiating with
In the negotiation, I am always fair and allow other party to present their case. Record any agreements in writing
Can you be open and honest when negotiating a Final Account?
Yes, always act impartially in accordance with the contract.
This is inline with Rules of Conduct Rule 1
How do you change your style when dealing with clients, contractors, and colleagues?
I always aim to act in the same manner when dealing with all parties, by being:
- Open
- Honest
- Fair
- Act in companies interest
How would you structure a professional report?
- Title page
- Executive Summary
- Table of contents
- Introduction
- Methodology
- Findings
- Conclusion / Recommendations
- Appendices
What would you consider before delivering a technical presentation to client team?
- Understand audience and their level of knowledge
- Defines objectives of the presentation
- Organise content in a logical manner
- Anticipate any questions
Forms of communication
Verbal - Face to face or via a call
Non-verbal - Body language/sign language
Written - Emails/Letters
Graphical - Charts/diagrams
How to deal with miscommunication?
Amicably conduct meetings, keep good records to ensure problem is dealt with and doesn’t happen in the future
Example of handling a negotation?
Verulam Rd Project:
- Pre-cast concrete supplier raised numerous CE’s
- Arranged a meeting with them to review all CE’s and negotiate a price
- Ensured I prepped and planned, consulting with legal/snr management on any areas I was unsure
- This highlighted non-negotiables, easy wins and bargaining areas
- I also recieved confirmation from snr management on my level of authority and the value I could agree too
- I then communicated clearly and concisely in the meeting, ensuring the other parties views were listened too
- I recorded any agreements in writing
- Concluded with both parties satisfied
Thoughts on emails?
Carry the same legal value as a letter
Contracts can be inadvertently created by email
Therefore must be careful and ensure to always be professional when sending
Thoughts on Verbal communication?
Often more direct and can be used to quickly solve problems or express ideas
However any verbal communication I follow up with written communication to ensure there are no ambiguities and there is a record of any agreements
Verbal communication can be legally binding, therefore must be careful to not say anything you wouldn’t be happy putting in writing
Did you use an agenda for the Client meetings? If so, please explain the content
The meetings I chaired were to review the Financial position of the project, therefore the content of the meeting included:
- Review of CTD, specifically in month costs
- Review of cost v programme
- Review any movements to FTC including year end movements
- Review risks and opportunities
- Conclude with a summary of position
