Communication & Negotiation

Question 1

How do I ensure all parties are of good understanding of what i’m delivering?

Answer 1

• Follow up with an email.
• Be clear and consice.

Question 2

List forms of communication

Answer 2

1- Written
2- Verbal
3- Graphic
4- Presenting

Question 3

Why is it important to be clear on deadlines?

Answer 3

Gives the client realistic targets and ensures that targets are set that can’t be met. Always be transparent.

Question 4

What is my negotiation technique?

Question 5

What barriers of communication exist?

Answer 5

• Physical
• Cultural
• Language
• Absence of individuals
• Lack of attendance
• Not having the right people in attendance to make decisions
• Can’t get through on phone
• Annual leave
• Inadequate decisions from delegated individual

Question 6

How would you approach negotiation?

Answer 6

• Understand why the negotiation was taking place.
• Clarify the impact e.g. the importance of the relationship vs the outcome.
• Define what is negotiable and what is not.
• Define a ‘win-win’ and fall-back positions.
• Understand or estimate the other parities ‘win-win’ and fall-back positions.
• Identify areas of common ground.
• Prepare evidence and rationale to support my case.

Question 7

What stages of construction might involve negotiation?

Answer 7

• Tendering and procurement.
• Agreeing Variations.
• Agreeing Final Accounts.
• Extensions Of Time.
• Payment Terms.
• Loss and Expense.
• Basically anything that will make an adjustment to the contract sum.

Question 8

What are some alternative negotiation strategies?

Answer 8

• Negotiating a Win/Win situation.
• Negotiating to reach a mutually satisfying agreement between both parties.

Question 9

How did you prepare for a negotation you were involved in?

Answer 9

I will always review my arguments, produce and provide back-up information for each point. This allows me to negotiate my points confidently. This allows me to know my bottom line.
I discussed this with the client so the client was aware of our views and to understand the client’s appetite for pushing the contractor. e.g reviewing the loss and expense claim from Kier on Horizon 120, I presented to the client a best case, realistic, worst case option, all justified completely. I then discussed this openly with the client to see which option they would like to take into the negotiations with the contractor.

Question 10

How should you record an agreement at the end of a negotiation?

Answer 10

• Get both parties to sign the agreement
• Produce written confirmation (e.g email of agreements made so nothing is lost and everything is auditable)

Question 11

What are considered the 4 stages of negotiation?

Answer 11

1- Preparation
2- Exchange
3- Bargain
4- Agreement / Implementation

Question 12

What is the purpose and importance of maintaining good records?

Answer 12

To ensure that if a disagreement arises between two parties, evidence for your side of the argument can be provided.
How do CPC guarantee this? Regular internal audits and clear folder structure on a shared system so all files are accessible to all CPC persons.