Communication & Negotiation (Level 2)

Question 1

When you go into a meeting with a contractor to negotiate, what would you bring with you? What are your objectives?

Answer 1

• Check Whether You’re In A Negotiating Situation.
• Clarify Your objectives with your side.
• Clarify my fall back or Best Alternative to Negotiated Agreement (BATNA) :
• Decide on must have outcomes
• Decide on nice to have outcomes
• Prepare evidence to support your case.
• Mentally prepare.

Question 2

How should you record an agreement at the end of negotiating?

Answer 2

• Either get both parties to sign the agreement.

* Or produce a written confirmation, i.e. via email of the agreements made.

Question 3

What are the stages of a negotiation process?

Answer 3

• Preparation
• Opening/exchange
• Bargaining
• Closure/commitment

Question 4

What are the main forms of communication?

Answer 4

• Verbal Communication The spoken word
• Non Verbal communication - Facial expressions, gestures, posture, tone of voice.
• Written Communication - The use of the written word
• Visual Communication - Drawing, graphic design, illustration, industrial design, advertising, animation, colour, and electronic resources.

Question 5

What is good etiquette for written communication?

Answer 5

• Use separate lines as subjects change.
• Use a professional easy to read font.
• Set a professional tone.
• Proof read before you send it.

Question 6

What are the common forms of report?

Answer 6

• Formal
• Informal
• Progress Report
• Annual Report
• Expense Report

Question 7

How would you deliver a report at a meeting?

Answer 7

• Give a summary of the key findings.
• Only include vital information.
• Offer to distribute the report afterwards.

Question 8

How would you structure and deliver a presentation?

Answer 8

• I would have a logical structure.
• Introduce myself.
• Inform the audience what you will be presenting.
• Tell them the main body of the talk.
• Conclude what you have said with a summary of what you told them.
• Allow questions.

Question 9

How would you conduct a negotiation?

Answer 9

• Rehearse my opening – ask the opening question to control negotiation.
• Convey confident consistent communication – match body language and terms used, maintain eye contact.
• Manage expectations - do not give a concession without trading it with reluctance.
• Be respectful but persistent – Assess offers on the spot and be courteous.
• Questioning – Ask open and closed questions to exert control.

Question 10

What are the tools of a negotiator?

Answer 10

• Position power.
• Expertise or knowledge.
• Charisma.
• Having alternative solutions prepares.
• Using past events as a precedence.

Question 11

What Stages of a construction project might involve negotiations?

Answer 11

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

Question 12

Do you know of any theory on negotiation?

Answer 12

The Thomas and Kilman approach:

To take a more people approach to disputes, with 5 types of responses:

1. Compete - whereby you pursue your own interests.
2. Accommodate - whereby you satisfy the other parties interests.
3. Avoid - whereby you try to avoid the conflict all together.
4. Collaborate - whereby you reach and agreement to satisfy both parties.
5. Compromise - whereby you reach a mutually agreeable solution for both parties.

Question 13

How do you ensure that you are successful in a negotiation?

Answer 13

Preparation;
I will always review my arguments, produce and provide back-up information for each point. This allows me to negotiate my points confidently.

Question 14

What makes good listening qualities?

Answer 14

Face the speaker and maintain eye contact
Be attentive, but relaxed.
Don’t interrupt and don’t impose your “solutions.”
Wait for the speaker to pause to ask clarifying questions.
Pay attention to what isn’t said—to nonverbal cues.

Question 15

Tell me about a successful negotiation you have undertaken?

Answer 15

On Silvertown project I agreed the final account 2 weeks after the project had been completed.
I collated supporting documentation in readiness of the meeting
Agreed concessions in advance
Held in a relax forum
After I recorded what was agreed and both signed