Communication & Negotiation

Question 1

Describe a time you successfully negotiated to protect your client’s position.

Answer 1

At Holborn, the contractor requested an upfront deposit. I negotiated that materials would only be ordered post-contract execution and stored on site, mitigating financial risk to the client.

Question 2

Tell me about a time you challenged costs.

Answer 2

At Leman Street, I identified additional variation claims not previously agreed. By cross-referencing the specification and O&M documentation, I demonstrated they were included in the original scope, leading to cost savings.

Question 3

Why are communication and negotiation important in surveying?

Answer 3

They ensure clear understanding between stakeholders, help resolve issues, manage expectations, and achieve commercially beneficial outcomes.

Question 4

What are the key principles of effective communication?

Answer 4

• Clarity
• Accuracy
• Timeliness
• Professionalism
• Tailoring message to the audience

Question 4

What forms of communication do you use in your role?

Answer 4

• Written (emails, reports)
• Verbal (meetings, calls)
• Visual (drawings, mark-ups)

Question 5

What is negotiation in a construction context?

Answer 5

The process of reaching agreement between parties on matters such as cost, scope, programme, or risk allocation.

Question 6

What are the key principles of good negotiation?

Answer 6

• Preparation
• Understanding both parties’ objectives
• Clear communication
• Maintaining professionalism
• Achieving a fair and reasonable outcome

Question 7

How do you ensure your communication is effective with different stakeholders?

Answer 7

By adapting my communication style depending on the audience — for example, simplifying technical issues for clients and being more detailed with contractors or consultants.

Question 8

Give an example of when you used negotiation to protect your client.

Answer 8

At Holborn, I negotiated with a contractor who requested an upfront deposit. I ensured materials were only ordered post-contract execution and stored on site, reducing financial risk.

Question 9

Tell me about a time you challenged costs.

Answer 9

At Leman Street, I identified additional variations in the final account. I cross-referenced the specification and demonstrated they were included in the original scope, leading to cost savings.

Question 10

How do you prepare for a negotiation?

Answer 10

By reviewing contract documents, understanding the scope and risks, and identifying acceptable outcomes before discussions.

Question 11

How do you handle disagreements between parties?

Answer 11

By remaining professional, focusing on facts and contract terms, and working towards a fair and reasonable solution.

Question 12

How do you communicate technical information to non-technical clients?

Answer 12

By simplifying language, avoiding jargon, and clearly explaining implications such as cost, risk, and programme.

Question 13

What would you do if a client misunderstood your advice?

Answer 13

Clarify the message, re-explain in simpler terms, and confirm understanding.

Question 14

How do you ensure written communication is effective?

Answer 14

By being clear, concise, structured, and ensuring key points and actions are highlighted.

Question 15

Why is record-keeping important in communication?

Answer 15

It provides an audit trail, supports decision-making, and protects against disputes.

Question 16

What types of negotiation might you be involved in?

Answer 16

• Final accounts
• Variations
• Contract terms
• Programme discussions

Question 17

How do you ensure a negotiation is fair?

Answer 17

By basing discussions on facts, contract terms, and evidence rather than opinion.

Question 18

What would you do if a contractor is being unreasonable?

Answer 18

Refer back to the contract, maintain professionalism, and escalate if necessary.

Question 19

How do you balance maintaining relationships with achieving outcomes?

Answer 19

By being firm but fair, ensuring communication remains professional while protecting client interests.

Question 20

What would you do if two parties strongly disagree on a variation cost?

Answer 20

Review the contract and scope, gather evidence, and facilitate discussion to reach a fair agreement.

Question 21

What if negotiations break down?

Answer 21

Escalate appropriately, consider alternative dispute resolution methods, and ensure positions are clearly documented.

Question 22

How do you deal with conflict in meetings?

Answer 22

Remain calm, focus on facts, allow each party to be heard, and steer discussions toward resolution.

Question 23

What would you do if you made a communication error?

Answer 23

Correct it immediately, inform relevant parties, and ensure clarity going forward.

Question 24

What is the biggest risk in poor communication?

Answer 24

Misunderstandings leading to disputes, delays, and increased costs.

Question 25

Why is negotiation important in contract administration?

Answer 25

It ensures fair agreement on costs, variations, and programme while protecting contractual positions.

Question 26

What makes a good negotiator?

Answer 26

Preparation, understanding both sides, clear communication, and the ability to remain objective and professional.