28. Communication and Negotiation Level 1

Question 1

Which forms of communication are you aware of?

Answer 1

Verbal either in person or via telephone.
Non-verbal such as body language, eye contact, gestures and appearance.
Written for example e-mails and letters.
Graphical information such as charts, diagrams and tables.
Presentations.
Video conference.

Question 2

Please explain to me your approach when negotiating in challenging circumstances?

Answer 2

In the first instance I undertake detailed research on the matters under consideration and form an opinion.

I will then look to compile supporting documentation as substantiation to any claims.

Following these initial steps I arrange an internal meeting with the client and project team to discuss negotiable items which can be conceded in addition to the non-negotiable items.

During negotiations I try to develop a partnering approach rather than an adversarial one.

My attitude and ethos is that the project must be the winner not individuals.

Question 3

What makes a successful negotiation?

Answer 3

• Preparation and collating supporting documentation.
• Each party should get the chance to present their case in a calm forum.
• Identification of bargaining positions and politely making proposals.
• A swift confirmation in writing on what was agreed at the meeting and confirmation on what items still need to be actions and by whom.
• A confirmation of next steps to bring the negotiations to a close

Question 4

What are the key steps when preparing for a negotiation?

Answer 4

The key steps I have undertaken previously have included:-
1) Claim notification – Where the heads of claim are notified to the parties involved with notification out what claim items are being sought with general setting of the scene prior to the meeting.
2) Internal research and preparation – Where both parties undertake research and planning with initial responses being issued. Concession items and non negotiable items are usually identified internally within each team with planning of strategy & role’s being allocated prior to the meeting.
3) Organisation of the meeting - The time and venue for the negotiation meeting will be arranged followed by the actual meeting itself.

Question 5

What happens during a negotiation meeting?

Answer 5

• Both parties should be allowed to discuss their position on the claim items being discussed and their reasoning for their position.
• All parties should look to maintain professionalism, remain calm, acting with respect and courtesy at all times.
• The meeting should take place ideally in a calm setting.
• Both parties should honor the agreements reached for the benefit of the project.
• Once the negotiation items are agreed they should be put in writing as soon as possible