M - Communication and Negotiation Flashcards
What is negotiation?
Discussions to reach a compromise or agreement
What are the stages of the negotiation process?
1) Establish the agenda
2) Finalise the position to be taken
3) Set the objectives
4) Compile supporting evidence
5) Explore the differences
6) Find out non-negotiable areas
7) Assess the other sides position
8) Narrow the differences
9) Broad agreement
10) Detailed agreement
What are the different types of negotiation strategies?
1) Winning
2) Losing
3) Accommodating
4) Avoiding
5) Compromising
6) Collaborating (Win Win)
How do you ensure that you are successful in a negotiation?
Always review your arguments, produce and provide back-up evidence for each point.
This allows you to negotiate your points confidently
How do you prepare for a negotiation?
1) Understand why the negotiation is taking place
2) Clarify the impact e.g the importance of the relationship vs the outcome
3) Define what is negotiable and what is not
4) Define a ‘win-win’ and fall back position
5) Understand or estimate the other parties ‘win-win’ and fall back positions
6) Identify areas of common ground
7) Prepare evidence and a rational to support your case
How would you conduct a negotiation?
1) Rehearse my opening - ask the opening question to control the negotiation
2) Convey confident communication - match body language and terms used - maintain eye contact
3) Manage expectations - Trade at low value, do not give a concession without trading it with reluctance
4) Be respectful but persistent - Assess offers on the spot and be courteous
5) Questioning - Ask open and closed questions to exert control
What are the tools of a negotiator?
- Position of power
- Expertise or knowledge
- Charisma
- Having alternative solutions prepared
- Using past events as a precedence
What is working ‘open book’?
A transparent process that encourages all stakeholders to work in a collaborative manner, as all costs are seen by the client
How did you prepare for negotiations you have been involved in?
Final Account Meetings
Reviewed all outstanding variations to ensure I was upto speed with all the information relating to each. Use a collaborative approach towards agreeing outstanding variations to ensure both parties objectives are achieved.
Variation negotiation
Reviewed contract documentation to confirm position against claims. This enables me to negotiate my position confidently to get the variations agreed.
What is fundamental to good communication?
Listening
What is the difference between effective and efficient communication?
Effective means that your communication made its point, not matter how long it took to explain
Efficient means that your communication was quick and simple
Efficient communication can also be effective
What is effective communication?
It is imperative in a leadership role
It helps eliminate misunderstandings and can encourage a healthy and peaceful work environment
What methods can create effective communication?
1) Open meetings
2) Emails
3) One on One
4) Create a receptive atmosphere
5) Communicate via training
6) Display confidence and seriousness
7) Use simple words
8) LISTEN to your team members
9) Act out your message - lead by example
10) Use the appropriate tone of voice
11) Avoid unnecessary repetition
12) Be humorous
13) Encourage feedback
14) Be appreciative
How do you ensure you have been understood?
- Communicate just one message at a time - don’t confuse the receiver
- Express your message clearly
- Use the appropriate media - detailed messages should be written, oral messages should contain minimal content
- Give examples to support your message - helps to create visuals
- Ask the receiver to confirm their understanding
