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Communication and Negotiation Level 2 - Coggle Diagram

- - - - Different ways to communicate
        
        Oral Communication
        
        Phone calls
        
        Reporting at meetings
        
        Facilitating/chairing meetings
        
        Client presentations
        
        Staff presentations
        
        Contractor interviews
        
        Public speaking at seminars etc.
        
        Listening skills
        
        Written/Graphical communication
        
        Letters, memos and emails
        
        Written reports
        
        Compiling tender and contract documents
        
        Programming
        
        Drawings and specifications
        
        Advantages
        
        1) Complex/technical information can be communicated with drawings, diagrams, charts, etc
        
        2) Creates a record of the communication
        
        3) Good way to formalise verbal agreements
        
        4) Information can be circulated to multiple parties, very quickly
        
        Disadvantages
        
        1) It may be unclear if the recipient has received the message i.e. letter could be lost in the post
        
        2) Language/tone might not be familiar or acceptable to the recipient
        
        3) It is much harder to ask questions and for someone to clarify the communication
        
        4) You will not know if the recipient has understood the message
        
        Example of good written communication
        
        1) The message is short and concise
        
        2) Clear and easy to read/understand
        
        3) Well-structured with intro, substance and then conclusion
        
        4) Use of charts/diagrams/pictures to enhance meaning
        
        5) The recipient understands the message without ambiguity
  - - - Preparation
      - Each party gets to present their case
      - Identify bargaining arena and make proposals
      - Bargain on concessions and compensation to reach final proposal
      - Agree and confirm the deal; confirm who does what
      - You will need to prepare the evidence in advance of the meeting
      - Understand the various approaches to negotiations
      - Knowledge of where and how parameters are set
      - A knowledge of what each side wishes to get from the negotiations and any future relationships etc
    - - Preparing for a negotiation is key to getting the required outcome
        In a broad sense, you must go into the negotiation with your argument prepared, as well as anticipating the argument of the other side. Some steps include
        
        1) Clarify the type of negotiation
        
        2) Gather information and understand the evidence
        
        3) Know your targets and objectives as well as the other persons
        
        4) Define your deal position and what you could compromise on
        
        5) Organise and prepare compelling arguments in advance
        
        6) Rehearse the opening statement
- - - - There had been issues with some of the pipework joints. Therefore spot checks had to take place on each floor to ensure this was not an issue throughout the building
  - - - An email was sent to the canary wharf concierge team letting them know
        
        a. What the current issue was and how it could affect the tenants if not resolved
        
        b. What the planned works were and how it would affects the tenants?
        
        c. What floors did these works have to take place on and what dates/times these works would be taking place
        
        d. Contact details of the personnel who would be conducting the works along with contact details to the manager overseeing the works
        
        e. A prestart meeting invite to clarify what was detailed out in the letter as well as to answer any additional question or clarify anything else that needed to be considered before the works could take place
        
        f. The concierge would need to contact all the tenants that would be affected and ensure they had confirmed receipt that they had been briefed to avoid complaints once the works had started.
        
        g. A reoccurring weekly meeting was arranged with all parties to issue updates on progress with the works
  - - - The meeting allowed the team to present the problem in more detail and the reasons for why the spot checks had to take place. The main risk that was highlighted was the loss of heating within apartments should there be remedial works required on the system. The mitigation that was put in place was that there were a set number of apartments that were handed over but unsold as of yet. These could be utilised short term to accommodate tenants if there were remedial works that needed to be carried out per floor.