Communication & Negotiation Flashcards

1
Q

Give some examples of effective written/oral communication

A
  • Emails, well structured
  • Reports, well structured (contents, exec summary, financial summary, graphical analyses, detail)
  • Infographics
  • Graphical analyses
  • PowerPoints with short/punchy slides, talk around them. Hand detailed notes out at the end.
  • Be informative but concise
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2
Q

What would you include in a Cost Report?

A
  • Contents
  • Exec Summary
  • Project Financial Summary
  • EAIs
  • AEAIs
  • Early Warnings
  • PSUMs
  • VE
  • Cash flow
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3
Q

How would you deliver a Cost Report to a client?

A

Email report, follow it up with a phone call or meeting to run through it

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4
Q

What would you include in a Tender Report?

A
  • Contents
  • Exec Summary
  • Introduction
  • Tender Evaluation Criteria
  • Results
  • Conclusion

Appendix

  • Tender Returns
  • Normalisation
  • Scoring Matrix for each return
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5
Q

When might you include graphical illustrations?

A

To compare benchmark data

To show how the project costs are split across the elements

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6
Q

What information were you presenting on your project in Brighton?

A

Project cost summary split by phases as well as split by functions.

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7
Q

Why did you use a pie chart to show how the money was being spent?

A

I felt it was the most intuitive way of demonstrating it: the whole circle = cost of project, each segment = portion of cost

Could have used one long bar

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8
Q

What were the outstanding items “of contention” in your Dulwich project?

A

When I wrote contention I meant that we had not agreed them

He requested money, not all were valid

For example, a different box to hold the projectors in (because the first didn’t allow signal to pass through) was design development. Operational projectors was always part of the scope.

However extra scope - decoration of an extra room - was valid

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9
Q

Why were they not already agreed?

A

We did have a rolling final account

However, late submissions for variations left some outstanding at the time of Final Account negotiation

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10
Q

What are the principles of effective negotiation?

A

Preparation is key

Prepare evidence and rationale to support my case.
Define what is negotiable and what is not.
Identify areas of common ground.

Tools:
Position power.
Expertise or knowledge.
Charisma.
Having alternative solutions prepares.
Using past events as precedence.
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11
Q

What is a win-win negotiation?

A

Exploring your position & opposite numbers position to find a mutually acceptable outcome that gives you both as much of what you want as possible

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12
Q

How would you negotiate a win-win?

A
  • Separate people from the problem
  • Understand both sides objectives
  • Focus on interests, not positions
  • Invent options for mutual gain
  • Use objective criteria
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13
Q

Why would you want to negotiate a win win?

A
  • Good for future relations

- Ethical?

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14
Q

Give an example of a negotiation you have been in and what your objectives were?

A

Dulwich

  • To agree Final Account
  • To stand strong on variations I rejected
  • To maintain good relationship with contractor
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15
Q

How do you communicate bad news such as the news that a tenderer has been unsuccessful?

A

Write formal email

Ensure it will not affect future tenders, leave on good note

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16
Q

When you undertook your final account negotiation what form of negotiation strategy did you set out on?

A
  • Prepared so knew position on each item to reach fair conclusion
  • Start with easy items
  • Difficult items in middle
  • End on easy items, leave on good terms
17
Q

What are the different types of negotiation?

A
  • Soft
  • Hard
  • Win-Win
18
Q

What’s the difference between effective and efficient negotiation?

A

Can be used synonymously

19
Q

What are the 5 negotiation styles?

A
  • Avoid (not assertive, not cooperative)
  • Dominate (assertive, not cooperative)
  • Accomodate (not assertive, cooperative)
  • Collaborative (assertive, cooperative)
  • Compromising (somewhere in the middle)
20
Q

What scenario would you use each negotiation style?

A

Avoid - if you wish to delay the decision
Dominate - you want something, don’t care about relationship
Accomodate - if you really want to keep relationship
Collaborative - work together to develop scenario with mutual wins and maintain healthy relationship
Compromising - you compromise some wins, opposite number concedes on others

21
Q

What style of negotiation did you use on your Dulwich FA and why?

A

Collaborative.

Wanted to maintain a good relationship with contractor whilst also working with him to come to a fair conclusion

22
Q

What is negotiation?

A

A discussion aimed at reaching an agreement.