Communication and Negotiation Flashcards
Methods of communication
Face to face oral communication
Phone calls/ video conference
Meetings/ group discussions/ presentations
Written- emails, letters, reports, meeting minutes
Negotiation techniques on OSR
Identify the objectives & strategy (e.g. OSR was the client & main contractor objectives identified in initial meetings, a timeline and strategy- align EFC, review models)
Identify the authority (e.g. OSR was commercial director/ CCO, regular meetings with these parties allowed us to receive authority and to make empowered decisions during the meetings)
Understand true stop position (e.g. OSR we identified how much were we willing to give away before it became unequitable and no deal should be made)
Emails/ meeting minutes/ key items discussed sent out following calls/ meetings to keep a record of discussions and identify actions
EFC build up, cost models, table showing equitability etc. used to provide evidence/ present to parties to show our view
Why communication matters
Effective communication helps prevent misunderstandings.
Body language such as how you stand (arms uncrossed), eye contact, facial expressions are just as important as what you say and how you say it
Asking questions is important for communicating, the quality of the question will determine the quality of the answer. It help control the conversation and shows interest in others
Why are listening skills important
Listening skills are just as important for communication, making a speaker feel heard will build stronger relationships. Key listening skills are:
- focus fully on the speaker (pay attention to non-verbal clues)
- avoid interrupting (take notes and refer back once they have stopped speaking)
- avoid seeming judgemental
- show your interest
- The principles of good negotiation and understanding when to walk away
Never rush negotiations and be careful what you giveaway
- Don’t compromise/ settle as it results in a lose/lose situation, instead look at a different way of doing things
- Distinguish between position (what) and interest (why) and focus on the interests
- Be prepared, gather as much information as possible
- Fight the problem not the person
- Base negotiations on objective criteria so it can allow easy assessment of whether a good deal has been made
- Do not forget the power of silence
What 3 things are required for communication?
- Communicator
- Method of communication
- Recipient
Key considerations when communicating
- Who is the target audience?
- Is there any time limits?
- Do you need a record of communication?
- What is the most appropriate method?
Barriers to effective communication
- Tone
- Language
- Jargon/ technical language
- Timing of communication
- Interruptions
- Assumptions
- Ambiguity
RICS 4 stages of negotiation
- Establishing positions
- Preparation
- Opening the negotiation
- Concluding the negotiation
What makes a successful negotiation?
- Preparation and supporting documentation
- each party presenting their case
- establishment of bargaining positions
- make concessions
- agree and confirm the deal
Give an example of when you have had to undertake a difficult negotiation
The OSR DoV was a difficult negotiation to try and find a solution that met the objectives of both parties, this was particularly difficult due to the entrenched relationships due to the current commercial issues and the difference in positions in regard to the EFC.
This is why I started off with focusing on the EFC alignment to have an agreed commercial base to make negotiations from. I then clearly documented each objective to the parties and used regular meetings to explore different options with visual aids to show how the different options were or were not suitable. I also ensured I was clear on the elements we could concede on and what was the points that were non-negotiable (through the weekly client meetings I obtained this ability to make decisions)
