Communication and Negotiation Flashcards
(10 cards)
Why is effective communication important in your role as a land promoter?
Effective communication is vital to ensure that technical information is understood by both professional and lay audiences.
It underpins trust, prevents misunderstanding, and supports successful project delivery.
Whether I’m dealing with clients, consultants, or local stakeholders, being clear, concise, and responsive is key to achieving planning and commercial objectives.
How do you decide which method of communication is most appropriate for different stakeholders?
I consider the audience, the complexity of the message, and the urgency of the situation. For clients or local authorities, I often use formal emails or meetings for record-keeping and clarity. For local communities, I adapt to more visual, verbal formats—like presentations or informal discussions—to improve engagement and accessibility.
What techniques can improve communication during presentations or public meetings?
Techniques include using visuals like maps and plans, varying tone and pace, and breaking down complex information into bullet points or digestible sections. I learned from a CPD course that engaging with the audience through questions, body language, and clarity of speech also enhances retention and understanding.
What makes a negotiation successful?
A successful negotiation involves understanding the aims of all parties, preparing with facts and context, and communicating clearly and respectfully. It also requires compromise, emotional intelligence, and timing. The outcome should be mutually beneficial, or at least acceptable, to all involved.
Tell me about a time you had to present complex information to a non-technical audience.
I presented a proposed residential scheme to Tytherington Parish Council.
The audience included members of the public unfamiliar with planning terminology.
I summarised key points using visual aids—maps, plans, photos—and used plain English. I highlighted the benefits of the development and structured my speech with bullet points for clarity.
Result: The audience remained engaged, and I addressed their concerns in the Q&A. The meeting helped to reduce local resistance and showed we were acting transparently.
How did you manage communication when negotiating an extension of time at Kilsby?
The LLFA requested further flood risk information, which couldn’t be delivered within the original application timeline.
I negotiated with the Case Officer, initially during a call, outlining why additional time was needed and providing a realistic timescale. I followed up with a formal written request to ensure clarity and a paper trail.
The Case Officer granted the extension, allowing us to satisfy the consultee and avoid a potential refusal.
Describe how you handle questions or objections in public meetings.
I listen carefully, acknowledge the concern, and provide clear, honest responses. I avoid technical jargon and, where appropriate, relate the answer to planning policy or practical outcomes. If I don’t have the information at hand, I offer to follow up. This builds trust and shows we take community views seriously.
How do you prepare for a negotiation with a local authority or consultee?
I review the planning background, understand the policy context, and consider both sides’ objectives. I anticipate possible objections and prepare evidence-based responses. In meetings, I remain calm, professional, and solutions-focused, often offering compromise or alternatives where appropriate. I then follow up in writing to confirm agreements and next steps.
How do you ensure clarity and professionalism in written communication?
I use structured formats, clear subject lines, and bullet points to enhance readability. I avoid ambiguity, define technical terms when needed, and proofread thoroughly. I ensure the tone is professional and appropriate to the audience—whether writing to a local authority planner, a client, or a member of the public.
