JS Communication and Negotiation

Question 1

What is communication?

Answer 1

The exchanging of information by speaking, writing, or using another medium.

Question 2

Which forms of communication are you aware of?

Answer 2

Verbal either in person or via telephone (presentations, public speaking etc).
Non-verbal such as body language, eye contact, gestures and appearance.
Written for example e-mails, letters, reports.
Graphical information such as charts, diagrams and tables.
Presentations.
Video conference.

Question 3

Give an example of a time you have used negotiation?

Answer 3

I negotiated a rate within a pricing document with the contractor. The quantity was provisional however the rate was fixed. The quantity turned out to be almost 5x larger than the allowance. I negotiated with the contractor to reduce the rate due to economies of scale

Question 4

What should you consider if you are to have a successful negotiation?

Answer 4

Whether the relationship or the outcome is more important.
If it’s the relationship, go for a win-win
If it’s the outcome, go for a win-lose

Question 5

What are some advantages of written communication?

Answer 5

Complex/technical information can be communicated via drawings/diagrams etc.
Creates a record of communication.
Information can be circulated to multiple parties.

Question 6

What are some disadvantages of written communication?

Answer 6

Unclear whether the recipient has received the message.
You will not know if the recipient has understood the message.
It is much harder to ask questions and gain clarity.

Question 7

What are the barriers to effective communication?

Answer 7

The over use of technical language that may not be understood by lay clients.
Emotionally charged and heated conversations when parties are unable to listen.
International language barriers.
Disinterest and boredom.
Interruptions and distractions.
Background noise pollution.
Poor call quality.

Question 8

Examples of good written communication?

Answer 8

The message is short and precise.
Clear and easy to understand.
Well structured.
Recipient understands the message.

Question 9

Name the types of body language?

Answer 9

Passive
Assertive
Aggressive

Question 10

Covid & brexit impacts on communication and negotiation?

Answer 10

All online now.
Mediation & conciliation remotely.
More importance on clear concise communication to avoid conflicts.

Question 11

What is negotiation?

Answer 11

Discussions to reach a compromise or agreement.

Question 12

What would indicate the success of a negotiation on a final account?

Answer 12

Both parties come away happy, costs agreed and within the client’s budget.

Question 13

What do you need to think about before entering a negotiation?

Answer 13

To what level I am authorised to negotiate.
Do I have sufficient facts and information.
The character of the person I am negotiating with.
What I want the outcome to be.
Areas I am willing to compromise.

Question 14

What makes a successful negotiation?

Answer 14

Preparation and collating supporting documentation. Possible SWOT analysis.
Each party should get the chance to present their case in a calm forum.
Identification of bargaining positions and politely making proposals.
A swift confirmation in writing on what was agreed at the meeting and confirmation on what items still need to be actions and by whom.
A confirmation of next steps to bring the negotiations to a close.

Question 15

What is your negotiating style?

Answer 15

It depends on the situation, but if there is a strong case for the client then I would aim to get the best deal. However, I aim to be collaborative to find a resolution.

Question 16

When faced with a challenging negotiation, how do you conduct yourself in a fair and professional manner?

Answer 16

I always stay objective and try to find a resolution.
I am always respectful and aim to understand their position.
If the conversation becomes heated, it may be in your best interest to walk away and resume the negotiation at a later date.

Question 17

What happens during a negotiation meeting?

Answer 17

Both parties should be allowed to discuss their position on the claim items being discussed and their reasoning for their position.
All parties should look to maintain professionalism, remain calm, acting with respect and courtesy at all times.
The meeting should take place ideally in a calm setting.
Both parties should honour the agreements reached for the benefit of the project.
Once the negotiation items are agreed they should be put in writing as soon as possible.

Question 18

What is a ‘without prejudice’ offer?

Answer 18

Statements that are made in a genuine attempt to settle a dispute cannot be used in court as evidence or against the party that made them.

Question 19

What type of negotiator do you believe you are?

Answer 19

It depends on the situation at hand. If I feel like there is a strong case for my client then I will adopt a competitive approach. However, most of the time I will adopt a collaborative approach to come to an agreement that both parties are happy with.

Question 20

What is the difference between effective and efficient communication?

Answer 20

Efficient communication - Information presented in a clear and concise manner, reducing effort and waste.
Effective communication - To accomplish a purpose; producing the intended or expected result.

Question 21

L1 - What are the various negotiating techniques?

Answer 21

Competition (win-lose)
Collaboration (win-win)
Compromise (split the difference)
Accommodation (lose-win
Avoidance (lose-lose)

Question 22

L1 - Which negotiating technique do you favour?

Answer 22

It depends on the situation, but I would tend to want to come to a resolution that both parties are happy with. Collaboration.

Question 23

L1 - How do you prepare for a negotiation?

Answer 23

1. Understand why the negotiation is taking place and what the client’s objectives are
2. Clarify the impact i.e. the importance of the relationship vs. the outcome (determines whether you adopt a ‘win-win’ or ‘win-lose’ approach).
3. Establish authority of both myself and the person negotiating with.
4. Seek clarity from the client of what is negotiable and what is not.
5. Define a ‘win-win’ situation and fall-back positions (BATNA).
6. Understand or estimate the other parties ‘win’ or fall-back positions.
7. Identify areas of common ground.
8. Prepare evidence and rationale to support my case.

Question 24

L1 - Can you be open and honest when negotiating a Final Account?

Answer 24

Yes, being open and honest is the best course of action. You do not want to mislead others.

Question 25

L1 - How do you change your negotiating style when dealing with clients, contractors and colleagues?

Answer 25

I act professionally at all times and therefore my style does not alter as such. Although, I do not have to record conversations with colleagues in writing, unless it is project specific.

Question 26

L1 - What factors would you consider before commencing a critical negotiation?

Answer 26

I would consider the areas that I was willing to compromise, as well as understanding what I wanted the outcome to be.

Question 27

L1 - How would you structure a professional report?

Answer 27

I would structure a professional report in a way that was understandable for everyone.

Question 28

L1 - What would you consider before delivering a technical presentation to client team?

Answer 28

I would consider whether the presentation would be understandable to lay people and whether it would need to be adjusted to suit those with a lesser technical understanding.

Question 29

L1 - Can you give me examples of different negotiation styles you may employ dependent upon the particular issue at stake?

Answer 29

If I felt like there was a strong case of my client then I would adopt a competitive approach. Alternatively, if I wanted to find a resolution with the opposing party then I would consider collaborative approach.

Question 30

L1 - What current challenges is Covid and/or Brexit bringing to Communication & Negotiation?

Answer 30

Cost of labour, cost of materials etc have led to increased costs which has made negotiating more difficult.
Everything is now online, importance of effective communication to ensure your point is understood.

Question 31

L2 - RLB – in what format are these meetings held?

Answer 31

They have been held informally. Occasionally with the contractor running through their progress report first, which would lead to questions around cost.
However, I have also been part of meetings with the client team where I have delivered an update on the project finances, running through the financial statement.

Question 32

L2 - RLB - How do you prepare yourself for these meetings?

Answer 32

I prepare myself for the meetings by understanding all the facts and information in relation to cost. If running through a financial statement I would understand the position of the cash flow, current expenditure, including variations and anticipated variations.

Question 33

L2 - Project Zeta – you state a successful negotiation was required, what do you mean by this and how do you judge how successful you have been?

Answer 33

By successful negotiation I mean finding a resolution that both parties are happy with. I would judge how successful I have been by being under the client budget and the client being happy with the resolution.

Question 34

L2 - Please explain the style and detail and quantum of recent significant negotiations that you have been involved in?

Answer 34

I have recently been involved with a negotiation on a Toby Carvery project in Huddersfield. The contractor had claimed for works that exceeded the clients budget so I analysed my position on the works before negotiating.
I felt like the contractor had over claimed and therefore adopted a competitive approach to ensure the correct outcome for the client. The cost was reduced to below the clients budget, ensuring a positive outcome.