Communication and Negotiation Flashcards
(23 cards)
Can you define what “communication” is?
Exchanging / imparting information by speaking, writing or other medium
What are the different ways you communicate with your team?
- Oral (Calls, meetings, presenting)
- Written (Letters, emails, reports)
- Non verbal (Body language, appearance)
Advantages of written communication?
- Record kept of communication
- Formalise verbal agreements
- Can be circulated to multiple parties quickly
- Complex info can be communicated with drawings, diagrams etc.
Disadvantages of written communication?
- Language used may not be understood by all parties
- Takes longer to draft and agree
- Less confidentiality
Examples of good written communication?
- Message concise, easy to read/understand
- Accessible (no specialist language, acronyms)
- Well structured, flows from point-to-point
- Contains visiuals
How would you effectively chair a meeting?
- Prepare in advance
- Set agenda
- Keep minutes
- Punctuality
- Include everyone
Difference between effective and efficient communication?
- Effective = archives defined goal
- Efficient = concise, no wasted time
Barriers to effective communication?
- Individual prejudice, bias
- Body language can distract
- Cultural/time/location differences
- Language that is too technical/specialist
- Disinterest, boredom
- Poor call quality, background noise
- Poorly maintained/adversarial relationships
What is meant by body language? Any examples?
- nonverbal actions that communicate feelings / intentions
- i.e. crossing arms can come across as defensive
- i.e. easily distracted can indicate boredom
Please provide an example of your communication skills
- Frequent in-person meetings
- Not reliant on emails, call parties regularly
- Followed phone calls with email record
Please provide example where you have tailored content of presentation to audience?
Attended university event at anglia ruskin: language and topics were tailored students
What are your thoughts on using email as a form of communication?
- Can be contractualy binding
- Can be used as evidence / requested
- Can be perceived as informal
- Ensure to communicate in professional manner
- Ensure I select correct recipient
- Blind copying can pose a question on ethics
- Can ensure underding by following up with a phone call
What is negotiation?
- A process where parties have discussions to reach agreement
- Often involving compromises on all sides
What would indicate a successful final account negotiation?
Basic:
- All parties have had the opportunity to present their case
- Parties reach a formal agreement on the final statement
Best Case:
- Both parties come away happy
- Agreement is above contractor’s costs and below cleint’s budget
What key things do you need to think about before entering negotiation?
- Preperation of facts and information
- What level I’m authorised to negotiate
- Cleint brief
- What I want the outcome to be
- Areas I’m willing to compromise
- Character of the person I’m negotiating with
What is your negotiating style?
- Depends on situation
- Form starting position, based on facts
- From there, negotiate
When faced with a challenging negotiation, how do you conduct yourself in a fair and professional manner?
- Stay objective
- Undertake preparation
- Work ethically
- Discuss items that can be conceded
- Respectful to other party
- Look at wider goal of successful project
Give an example when you successfully negotiated?
Royston missing spare sevice duct:
* Additional works under p.sum
* However, BWIC included udner constract so only paid road element
What is a ‘without prejudice’ offer?
Without prejudice are statements made in genuine attempt to settle dispute and can’t be used in court as evidence
Please provide an example of when you had to handle difficult negotiations?
Heathcote uniterprupted pwoer supply:
* requested late (had information for long time)
* instructed late (as we reviewed)
* EoT requested (could not hand over units)
* Dropped costs as no presents required
* Cleint agreed no LDs
Please provide an example of communication strategies you have adopted from colleagues.
- Following technical emails with calls to ensure understanding
- Calling affected parties when issues arise
What industry updates did you provide when presenting on RCAs?
- Most buildings underinsured by up to 50%, worse for heritage buildings
How do you negotiate variation claims?
- Review contract
- Evaluate validity
- Review application
- Request substantiation
- Negotiate
- Inform CA
