M - Communication and Negotiation Flashcards
(13 cards)
Name a time you have had an effective negotiation and the steps you took?
- Detailed preparation
- Understanding client key issues and redlines
- Seeking common ground and areas to negotiate
- Calm environment where both parties can put their point of view across
- Compromise by both parties ideally to allow agreement to be reached
- Documented and agreed in writing swiftly
What makes a successful negotiation?
A fair justified outcome
What are some advantages and disadvantages of written communication?
Adv
- Permanent record- auditing
- Easy to circulate
Disadv
- Can be shared
- May not get prompt feedback
- Wrong interpretation
Take me through a final account meeting you have attended with a contract, how did you prepare and then reach an agreement?
- Final account on DWP
- Received final account
- Issued comments to the contractor in the first instance
- Formed basis of discussions with contractor
- Both parties presented their commercial positions (in meeting) and agreed to settle at a certain figure that was palatable to both parties
- Formed good working relationship with contractor throughout project, were able to communicate clearly and respectfully with each other, this aided success of the negotiation
What is the difference between effective and efficient communication?
Effective:
- Ensures message is understood
- Message clearly expresses intended objective
- Builds trust but may not be brief
Efficient:
- Concise and to the point
- Gets message across swiftly
- Works best where there is a pre-established mutual understanding but can leave questions unanswered
If you chair a meeting, how do you ensure meeting is effective
- Set agenda and keep meeting on track
- Prepare in advance; have docs, info and visual ready
- Punctual
- Take minutes
- Give everyone opportunity to speak and contribute
- Use body language
What is negotiation
Discussions to reach a compromise or agreement.
Please define what communication is
Imparting or exchanging of info by speaking, writing, or using some other medium
What outcomes could indicate a successful final account negotiation
Both parties happy, costs are agreed upon and project is within clients budget
What key things do you need to think about before entering negotiation
- Level am I authorised to negotiate
- Clients red lines
- Do I have sufficient facts and information
- Character of the person I’m negotiating with
- What I want the outcome to be
- Areas I’m willing to compromise
- Structure of negotiation
What is your negotiating style
Depends on situation
- If there is a strong case for my client, I may be assertive to get best deal. However I aim to be collaborative and endeavour to find a resolution acceptable to all parties
When faced with a challenging negotiation, how do you conduct yourself in a fair and professional manner
- Stay objective
- Have mindset of finding a resolution
- Respectful
- Understand their position
- Listen to concerns and objections, and counter with answers that prevent doubt
What are the main barriers to a successful negotiation
- Lack of trust
- Missing or inaccurate info
- Cultural differences
- Lack of emotional intelligence
- Communication problems
