Communications and negotiation

Question 1

What are the forms of communication

Answer 1

Verbal
Non Verbal ((Body language, eye contact, gestures, appearance, etc.)
Written
Graphic
Presentation
Listening

Question 2

What are the barriers to effective communication

Answer 2

Verbal (Tone, clarity, language barriers, silence, etc.)
Technical language (Jargon)
Emotional / Language barriers
Disinterest
Prejudice / Bias
Interruptions

Question 3

Tell me some good negotiation skills?

Answer 3

1)Detailed research and preparation

2) Preparing your ‘win-win’ and fall back situations
3) Undertake a SWOT analysis

4) Decide what is and isn’t negotiable

5) Develop partnering approach rather than adversarial

6) Attitude - The project must be the winner not individuals

Question 4

What makes successful negotiations?

Answer 4

• Preparation and collating supporting documentation
  Each party gets the chance to present their case in a calm forum
• Identify bargaining positions and make proposals.
• Bargain on concessions and compensation to reach final proposal
• Agree and confirm the deal; confirm who does what

Question 5

What do you think about e-mail communication?

Answer 5

They have the same legal value than a letter and contracts can be inadvertly created by e-mail.

We must therefore be very careful to the content and form of e-mail communication.

Question 6

What are the key steps when preparing for a negotiation?

Answer 6

The key steps I have undertaken previously have included:-
1) Claim notification – Where the heads of claim are notified to the parties involved with notification out what claim items are being sought with general setting of the scene prior to the meeting.

2) Internal 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 & role’s being allocated prior to the meeting.

3) The time and venue for the negotiation meeting will be arranged followed by the actual meeting itself.

Question 7

Please provide an example of your oral communication skills.

Answer 7

• Professional presentations.
• Site meetings with the contractor
• Phone and teams call.

Question 8

What are your thoughts on using e-mail as a form of communication?

Answer 8

• E-mails carry the same legal value as a letter and contracts can be inadvertently created by e-mail.
• We must therefore be very careful with regards to the content and form of the e-mail communication.
• When issuing e-mails it is easy to become complacent as they are perceived as being informal.
• I am always sure to communicate in a professional manner even if other parties do not.
• I always make sure that I select the correct recipient and do not release someone’s e-mail addresses without their consent.