Mandatory - Communication and Negotiation Flashcards
How do I use evidence to ensure variations are fair?
Start with the contractors claim. Then record the changes by
Looking up what was in the tender documents and SoW.
Reviewing the updated drawings.
Checking that it’s not included in the SoW.
Reviewing AIs, CVIs, RFIs, minutes, emails and notes for relevant information.
Reaching a decision as to whether it’s a valid claim.
Setting out my approved costs using rates, invoices, dayworks and data from other projects.
What records do I keep?
Emails, minutes, my own site notes, AIs, CVIs, RFIs, drawing revisions.
Define communication.
The giving or exchanging of information by speaking, writing or other medium.
What do I think is good communication?
Actively listen.
Ask questions.
Share and understand information.
Be confident and friendly.
Show respect to others.
What ways do I communicate?
Orally – phone calls, speaking at meetings, chairing meetings, presentations, attending and conducting interviews.
Practising active listening.
Written – emails, letters, minutes, reports, tender documents.
What are the advantages of written communication?
Complex information can be distilled into drawings and specifications.
Creates a record of decisions.
Formalise agreements.
Can quickly circulate info to a wide audience.
What are the disadvantages of written communication?
Way too many emails – hard to keep track of decisions and updates.
Poor spelling, grammar and communication means information can be confusing.
Culture of sending emails to cover ones back.
Tone can be abrasive.
Takes longer to decide things and ask questions via email rather than in a meeting.
Give examples of good written communication.
Message is short, precise and with clear purpose.
Well-structured and easy to understand.
Includes supporting information to help with understanding.
How would I chair a meeting?
Send an agenda in advance.
Collate any relevant drawings/ reports/ information and circulate to attendees ahead of the meeting so they have time to review.
Have copies of relevant information available during the meeting.
Take minutes.
Make sure everyone has the chance to contribute.
Stick to the agenda.
What is effective communication?
Info that achieves its intended goal.
What is efficient communication?
Info presented in a clear, concise way to reduce effort and waste.
What are barriers to communication?
Saying something verbally but your tone and body language conveying a different meaning.
Language or cultural differences.
Participants not listening properly.
Time zones and inefficient technology.
What are the benefits of a virtual meeting?
Can hold real time discussions whilst seeing peoples body language.
Saves time and money on travel.
More people can usually attend.
Can help understand complex problems quickly through discussions.
What are the disadvantages of virtual meetings?
Too many of them – becomes an inefficient use of time.
Not focused enough.
Hard to share complex and multiple pieces of information as only one thing on a screen at a time.
When would you choose to use written communication over verbal communication or a face to face meeting?
When permanent record is required to be kept for use as reference
Timing and complexity of issue
Attachments or diagrams
