M04 - Communication and Negotiation

Question 1

What means of communication do you know/use?

Answer 1

• I use face to face / telephone communication whenever possible;
• I follow up conversations with email
• General Correspondence during EDMS (Aconex software)
• Formal Review Meetings (with minutes)
• Formal reports – weekly / monthly
• Logs & registers – defects log / change control register/ PMI, CE, EW Registers
• Presentations
• Dashboards

Question 2

How do you approach negotiation?

Answer 2

• Preparation
• Listening
• Emotional control
• Effective verbal communication
• Ethics

Question 3

Explain the process of negotiation and give examples of one carried out?

Answer 3

[Insert your own example]

Question 4

How do you conduct yourself in a fair and professional manner? What does this entail?

Answer 4

I stay impartial and objective at all times, so that I am not favouring a particular side. I carry out my work ethically and to the required standards

Question 5

Can you tell me of a time when you had to change how you have communicated to benefit a Client?

Answer 5

[Insert your own example]

Question 6

Can you talk me through a time when you negotiated a cost with a Contractor?

Answer 6

[Insert your own example]

Question 7

What different styles can you adopt when negotiating?

Answer 7

• Competitive (win / lose)
• Collaborative (win / win)
• Accommodating (lose to win)
• Avoidance

Question 8

What is your style?

Answer 8

It depends on my standing going into the negotiations because if there is a strong case for the client then I would aim to get the best deal for the client however, with most negotiations I have been collaborative where possible.

Question 9

How would you prepare for and act in a negotiation?

Answer 9

• Consider the type of negotiation: importance of relationship vs importance of outcome
• Information Gathering: review records and evidence to ensure I have understood the situation as much as I can
• Deal Position: determine what can be given up as a compromise, estimate what the other party wants from it and use that to inform position
• Organise my compelling arguments: logical reasoning (facts), sensitive language
• Rehearse my opening in order to mould the negotiation to my terms
• Control the negotiation by asking the opening question, listening to what is said and summarise
• Convey and communicate confidence – match body language and words, good eye contact
• Manage expectations and trade low value items
• Be respectful but persistent, assess offers on the spot and be courteous

Question 10

How would you define a successful negotiation?

Answer 10

If the relationship is important: both parties come away happy with the outcome (win/win). If the outcome is important: as a minimum my ‘deal’ position was obtained (win/lose)