Communication & Negotiation SoE Q's

Question 1

What is communication?

Answer 1

The exchange of information by speaking, writing or other medium.

Question 2

How do you provide effective communication?

Answer 2

Set clear agenda.

Give all the opportunity to participate in discussions and contribute.

Understand body language.

Question 3

How did you adapt to restrictions in face-to-face communication during covid?

Answer 3

Use of MS Teams and more reliance on e-mails and phone calls between all parties.

Question 4

What are the types of body language?

Answer 4

Passive – Defeated, over-apologetic, understanding, no eye contact.

Assertive – Relaxed and balanced, firm but friendly, maintaining a comfortable distance.

Aggressive – Tense, invading space, loud, clenched fists etc.

Question 5

What is negotiation?

Answer 5

Discussions to reach a solution or agreeable compromise.

Question 6

What negotiating styles are there?

Answer 6

Competitive
Collaborate
Compromise
Avoid
Accommodate

Question 7

How do you prepare for a negotiation?

Answer 7

1. What level can I negotiate to.
2. What are my and my clients red lines.
3. Do I have sufficient facts and information.
4. The character of the person I am negotiating with.
5. What do I want the outcome to be.
6. Where are the areas I will compromise.

Question 8

What is a ‘Without Prejudice’ offer?

Answer 8

A parties omission that something can be used against them however the without prejudice rule means that statements which are made in a genuine attempt to settle the dispute cannot be used in court as evidence against the party that made them.

Question 9

Can you name some different forms of communication?

Answer 9

Written
Verbal
Body language

Question 10

How do you ensure that you communicate clearly with others?

Answer 10

I am clear and concise and speak eloquently when conversing verbally.

When conversing in the written form, I use drawings and diagrams to emphasise my point, as well as ensuring the message is clear, concise, short and easy to understand.

Question 11

How do you ensure that you have communicated effectively with others and your point has been received/understood?

Answer 11

I have spoken in a clear and concise manner and the message has been understood by the parties.

I would ensure that those I am speaking to are engaged and focused.

I would also try to read their body language.

Question 12

You mention written communication within your document, can you advise on some methods of written communication you use in your daily life?

Answer 12

As a QS I use many forms of written communication on a daily basis. These mainly being emails, as well as report writing.

Question 13

What would you consider a successful negotiation?

Answer 13

• Both parties come away happy.
• Cost is below the client’s budget.
• Completed in a timely manner.

Question 14

You mention you had a successful negotiation during final account process on Project Zeta, what is your negotiation style?

Answer 14

On Project Zeta I adopted a collaborative approach as I wanted to ensure that we agreed on a sum that both parties were happy with.

On other projects it depends. If I feel like there is a strong case for my client then I will adopt a competitive approach, although most of the time I will want to find a resolution that both parties are happy with.

Question 15

Can you advise on a situation where stakeholders have been involved in project negotiations?

Answer 15

On the final account negotiations for Edinburgh West the client and contract administrator were involved in final account negotiations.

The contractor’s final account was £80k above project approval, this mainly being due to unforeseen works within the bedroom refurbishment.

I provided my assessment of the costs, which was around £45k over budget. The client advised that in order to maintain relationships with the contractor and to reward them for the good work they had done, they were willing to agree on a £55k overspend.

Question 16

How would you define a ‘successful / effective communication’?

Answer 16

When both parties understand the conversation and they are happy with the outcome of the discussions.

The message needs to be clear, concise and understood.

Question 17

What has been your involvement during various project meetings?

Answer 17

During project meetings I am responsible for providing a commercial update to the project team.

This will involve informing them of the latest valuation total, when payments are due, and any outstanding variations that are being discussed.

Question 18

What is included within a cost report/financial statement and how do you ensure this is correct for the client?

Answer 18

On Wythenshawe Theatres for example, included within my cost reports were front cover, contents page, executive summary, cost summary, cash flow, contingency, provisional sums, variations, anticipated variations, claims and anticipated final account.

Question 19

Can you elaborate on how you agreed the final account for Project Zeta?

Answer 19

I agreed the final account on Project Zeta by requesting an updated final account position from the contractor.

I made my assessment of the final account, highlighting any costs that I was in disagreement with. For example, they contractor tried to claim for an increase in the steel mesh price. I omitted this from the final account and advised that the cost had been agreed prior.

The items that I was in disagreement with were discussed and we came to an agreement that both parties were happy with.

Question 20

Was the client happy with the outcome of the final account negotiations on Project Zeta?

Answer 20

Yes, the client was happy with the outcome of Project Zeta. The final account total was less than the contract sum and the negotiations were resolved in a timely manner.

Question 21

Why were there several variations on Project Zeta, what caused these?

Answer 21

The amendments on Project Zeta were mainly led by client design changes.

Question 22

What do you deem to be a successful negotiation?

Answer 22

That both parties come away happy with the result.
The cost is below the client’s budget.
Negotiations are completed in a timely manner.

Question 23

What is your negotiating technique?

Answer 23

It depends on whether I feel there is a strong case for my client. If I do, I would adopt a competitive approach. If not, I would adopt a collaborative approach and come to an agreement that both parties are happy with.

Question 24

Was the final account figure on Project Zeta within budget?

Answer 24

The final account figure was within budget. The final figure was £3.28m, whilst the agreed budget was approximately £3.31m.

Question 25

When presenting the cost reports on Wythenshawe hospital, how did you do this?

Answer 25

When presenting my cost report, I would always arrange a meeting to discuss this with the client. Ultimately, I would discuss the position of the forecasted final account and advise them on the changes within the period.

The changes would mainly be due to the expenditure of provisional sums, variations or anticipated variations. I would also look at the cash flow and whether this is in line with the forecast.