Level 2 - Communication and negotiation Flashcards
How would you prepare for a negotiation?
- Clarify the impact e.g. the importance of the relationship vs the outcome.
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Understand
- why the negotiation was taking place.
- the other parities ‘win-win’ and fall back positions.
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Define:
- what is negotiable and what is not.
- a ‘win-win’ and fall back positions.
- Identify areas of common ground.
- Prepare evidence and rationale to support my case.
What is a ‘win-win’ situation?
A mutually acceptable outcome that gives both as much of what you want as possible
What are the tools of a negotiator?
- Position power.
- Expertise or knowledge.
- Charisma.
- Having alternative solutions prepares.
- Using past events as a precedence.
What is a dashboard?
A one-page, high level summary report issued weekly or fortnightly that details key issues using a red, amber and green traffic light system.
• Programme.
• Cost (including changes).
• Quality.
• Risks.
• Actions required.
• Future events (short term).
N1. What Stages of a FM project might involve negotiations?
- Tendering and procurement.
- Contract management
- Variations to specification
- Basically anything that will make an adjustment to the contract sum.
N3. Do you know of any theory on negotiation?
The Thomas and Kilman approach:
To take a more people approach to disputes, with 5 types of responses:
- Compete whereby you pursue your own interests.
- Accommodate whereby you satisfy the other parties interests.
- Avoid whereby you try to avoid the conflict all together.
- Collaborate whereby you reach and agreement to satisfy both parties.
- Compromise whereby you reach a mutually agreeable solution for both parties.
N4. How do you ensure that you are successful in a negotiation?
• Preparation;
I will always review my arguments, produce and provide back-up information for each point. This allows me to negotiate my points confidently.
This allows me to know my bottom line.
N5. How should you record an agreement at the end of negotiating?
- Either get both parties to sign the agreement.
- Or produce a written confirmation, i.e. via email of the agreements made.
N6. What is working ‘open book’?
• A transparent process that encourages all stakeholders to work in a collaborative manner, as all the costs are seen by the client.
N9. What are considered to be the four stages of negotiation?
- Preparation.
- Exchange.
- Bargain.
- Agreement/Implementation.
N10. What is the purpose of maintaining good records?
• To ensure that if a disagreement arises between two parties, evidence for your side of the argument can be provided.
N2.2 Can you give an example of when you have been involved with a negotiation?
- Negotiation in cleaning contract to agree KPIs
- Negotiation with stakeholders in Bideford over order of project (deign in earlier stages).
- Negotiation of costs for services
N2.3 How did you prepare for these negotiations you have been involved in?
- Cleaning KPIs - prepared by researching standard cleaning KPIs and also understanding what areas needed improving.
- Went to the meeting prepared to work towards a mutually agreeable set of KPIs that are realistic
- Discussed the KPIs openly and agreed the KPIs and percentages for attainment.
N2.6 Who do you go about establishing your objectives for a negotiation?
- List important factors to project ranked in order of importance
- Be sure what I am or aren’t willing to compromise on
- Have a minimum outcome I’d be willing to accept.
