Communication & Negotiation - Level 2

Question 1

Eastcheap Court Project

Give me an example of negotiations that you state you carried out.

Answer 1

I undertook negotiations for the floor finishes final account by reviewing substantiation provided by the subcontractor, where substantiation was also provided to the subcontractor in terms of contra charge evidence of damage doors caused by the incorrect installation of the carpet.

Question 2

Tell me how prepared for these negotiations to ensure that you get the desired results.

Answer 2

I spent time ahead of negotiation to prepare properly where I considered the below issues:
* I examined the causes, possible interventions and range of outcomes of the dispute
* I tried to establish the other parties’ interests and goals in order of priority
* I thought about who should attend the preliminary meeting
* I considered the venue, equipment and seating plan for the meeting.

Question 3

What was the outcome?

Answer 3

The outcome was that both parties came to agreements on disputed items where substantiation was provided to assist with the negotiations.

Question 4

Manchester Project
Tell me about the agenda for a typical pre-start meeting, using one subcontract as an example.

Answer 4

• Introduction to the project
• Introduction to the project team
• Introduction to the subcontractor project team
• Analysis of subcontractors bid
• Commercial matters (T&C’s, Subcontract Sum, Variations, interim valuations, applications for payment, payment terms, retention, insurances etc.)
• Attendances
• Programme
• Health and Safety
• Quality and customer service
• Materials
• Information required.
• Any other business

Question 5

Why is it important to have minutes of a meeting?

Answer 5

Meeting minutes are meant to be a formal and accurate record of what transpired during a meeting – the topics discussed, the decisions made, and the actions assigned. Inaccurate minutes can lead to confusion, miscommunication, and even conflict among meeting attendees and other stakeholders.

Question 6

What procedures did you implement to ensure that you had an effective meeting?

Answer 6

1. Setting a clear agenda
2. Knowing the desired outcomes
3. Finding the right environment
4. Prepare talking points.
5. Give everyone a chance to speak.
6. Encourage ideas & solutions.
7. Being mindful of time
8. Define clear next steps & actions.
9. Ask for feedback.