Communication & Negotiation Level 2

Question 1

On the Windsor Retail Project, how did you prepare for the negotiation of the contract sum?

Answer 1

So the negotiation was initiated via email, with attachments.

I suggested to the contractor, let’s have a face-to-face meeting to collaborate, reach a solution and settle.

I prepared notes with items I would be willing to concede on, prepared with justifications for my stance on items I would not concede on.

I took my line manager through these, confirming I had authority to negotiate and agree on these items.

Question 2

On the Windsor Retail Project, what negotiation strategy did you adopt?

Answer 2

Well, initially, I was aiming for a win-win collaborative strategy, as the contractor was a client approved contractor, so there was value in maintaining the relationship and working together.

As the negotiation commenced, this was not feasible. So my best alternative was compromise, a win-loose approach for both parties. Having worked with the contractor previously, there was an element of mutual trust, but I had to be careful not to concede on too much. Despite having a working relationship, ultimately, my interests were that of the client.

Question 3

On the Windsor Retail Project, what went well, what didn’t go so well?

Answer 3

In terms of what went well, we were able to come to an agreement eventually and maintain the relationship. The client was pleased with the outcome.

What didn’t go so well… well, in hindsight, I believe I portrayed that I was open to concede on some items too early. Which opened the doors for other items and left for more difficult conversations throughout the rest of the meeting.

Question 4

On the Windsor Retail Project, what lessons did you learn from this experience?

Answer 4

I definitely learnt to stand my ground during the early stages of the negotiation. Even if I am willing to concede, it’s not always necessary to evidence this straight away, as the other party can take this as my view on all items - which can only lead to more difficult conversations down the line.

Question 5

On the St John’s Wood School, how did you determine the layout and contents of the Practical Completion Report?

Answer 5

The layout and contents was determined through use of my firm’s standard documentation.

I ensured that the report was updated to be reflective of the St John’s Wood School project.

The report included:

The project details, so:
- project name
- project address
- principal contractor
- date of practical completion
- date of report issue
- who the report was prepared by

It also included a snagging summary, with:
- the total number of snags
- number of snags complete
- number of snags outstanding
- % split of these

Also, the snagging list which included:
- snag reference number
- snag location
- item of works
- description of the snag
- photo of the snag
- completed column with yes or no
- and a column for comments

Finally, the report referenced other outstanding information such as:
- O&M Manuals
- Building Control Sign Off
- End user training on controls
- Handover of keys