19th Presentation Communication & Negotiations - April 2020

Communication &
Negotiation
Mandatory Competency at Level 2
- Ramesh Palikila BTech, FIS, FAIQS, FRICS
www.aimsintlqs.com © All Rights Reserved

Communication and negotiation
This competency covers the way in which a surveyor communicates, in writing, graphically
and orally. It also looks at the process and strategy of a negotiation. Effective communication
is a fundamental aspect of professionalism and candidates must be able to communicate
complex technical matters to both technical and non-technical people in a clear fashion.
Negotiation is a regular part of a surveyor’s work and this competency deals with taking a
systematic approach to achieving a satisfactory conclusion.
Level 1 Level 2 Level 3
Demonstrate knowledge and understanding of Provide evidence of practical application of oral, Provide evidence of evaluation of your
effective oral, written, graphic and presentation written, graphic and presentation skills that are communication in a variety of situations.
skills including the methods and techniques that appropriate in a variety of situations, specifically
are appropriate to specific situations. including where negotiation is involved.
• Good grammar and spelling • Writing letters or other formal documents • Issuing reports to clients
• The etiquette of written communication in • Compiling a report • Producing in-house management
emails, letters and reports • Compiling minutes of meetings communications
• Common formats for reports • Producing pricing documents • Chairing meetings
• Presentation of figures and data using • Delivering reports at meetings • Conducting interviews
spreadsheets, graphs and charts • Taking part in interviews e.g. for contractor • Presenting at seminars
• How to deliver a report at a meeting selection • Public speaking on behalf of your business
• How to structure and deliver a presentation • Giving presentations to staff or project teams • Agreement of fees with a client
• Establishing your objectives and strategy for a • Negotiating a contract sum or final account • Advising on complex negotiations e.g.
negotiation • Agreeing the value of an instruction. claims for loss and expense
• The process of negotiation. • Tailoring communication solutions to
address cultural issues effectively.

Communication and negotiation
This competency covers the way in which a surveyor communicates, in writing, graphically and
orally. It also looks at the process and strategy of a negotiation. Effective communication is a
fundamental aspect of professionalism and candidates must be able to communicate complex
technical matters to both technical and non-technical people in a clear fashion. Negotiation is a
regular part of a surveyor’s work and this competency deals with taking a systematic approach to
achieving a satisfactory conclusion.
Level 1 Level 2
Demonstrate knowledge and understanding of Provide evidence of practical application of oral, written,
effective oral, written, graphic and presentation graphic and presentation skills that are appropriate in a
skills including the methods and techniques that are variety of situations, specifically including where
appropriate to specific situations. negotiation is involved.
• Good grammar and spelling • Writing letters or other formal documents

• The etiquette of written communication in • Compiling a report
emails, letters and reports • Compiling minutes of meetings
• Common formats for reports • Producing pricing documents
• Presentation of figures and data using • Delivering reports at meetings
spreadsheets, graphs and charts • Taking part in interviews e.g. for contractor selection
• How to deliver a report at a meeting • Giving presentations to staff or project teams
• How to structure and deliver a presentation • Negotiating a contract sum or final account
• Establishing your objectives and strategy for a • Agreeing the value of an instruction.
negotiation
• The process of negotiation.
Communication skills - Agenda
➢ What is Communication?
➢ Types of Communication skills

✓ Verbal
✓ Non-verbal
✓ Written
✓ Graphical
➢ Methods and Techniques for effective

communication in various situations
➢ Importance of Communication skills
➢ Tips to improve Communication skills
➢ Appropriate use of effective communication

skills during negotiation

What is Communication?
Communication is the process of sending
and receiving information among people.

Types of Communications –
1.Verbal Communications
7 Connect – Listen – Understand - Speak

8

2.Non-Verbal Communications

3.Written Communications
Keep It simple & short

Communication skills – Level1
Demonstrate knowledge and understanding of effective oral, written,
graphic and presentation skills including the methods and
techniques that are appropriate to specific situations.
The etiquette of
written
Good grammar and Common formats for
communication in
spelling reports
emails, letters and
reports
Presentation of
How to structure and
figures and data How to deliver a
deliver a
using spreadsheets, report at a meeting
presentation
graphs and charts

Communication skills – Level2
Provide evidence of practical application of oral, written, graphic and
presentation skills that are appropriate in a variety of situations,
specifically including where negotiation is involved.
Writing letters
or other formal
documents
Giving
presentations Compiling a
to staff or report
project teams
Taking part in
Compiling
interviews e.g.
minutes of
for contractor
meetings
selection
Delivering Producing
reports at pricing
meetings documents

4.Graphical Communications

Use of effective communication
skills during negotiation
• Communication is the key to

effective negotiation
• What you say is often less
important than how you say it.
• Tone
• Body language

Effective communication Vs
Efficient Communication
Effective means that your Efficient means that your
communication made its point, no communication was quick and simple,
matter how long it took you to that doesn't mean it wasn't also
explain. "effective“.
When a person uses effective When a person is efficient in
communication, he or she communicating, he or she gets out the
succeeds in reaching his or her message in the shortest amount of
goal for communicating. time and with the least amount of
energy.(quick action I response without
understanding the basics)
Effective communication is more Efficient communication is just
considered and actually reaches a responding quickly.
satisfactory conclusion.
Effective communication is to talk
to people and help them learn and Efficient communication is to talk to
objectively hear what you are people so they can understand
telling them. your meaning.

• Empathise with the other person by trying to see things from
their point-of-view
• Offer words and actions of encouragement, as well as praise
• Know how to read others body language
• Maintain a Positive Attitude and Smile
• Improve your listening skills
• Be clear and to the point
• Tell people what you can do rather than what you cannot do

NEGOTIATIONS
Negotiation skills – Agenda
➢ Negotiations
➢ Role
➢ Characteristics
➢ Strategies
➢ Barriers
➢ Types of negotiators
➢ Skills required
➢ Effectiveness
➢ Conclusion
Negotiations
• Negotiation is a process of compromise
between two or more people or parties,
intended to reach an understanding.
• What happens in a Negotiation: Each

party involved in negotiations tries to gain
an advantage for themselves by the end
of the process.
Essence of entering into Negotiation:

• Negotiation is intended to aim at compromise
• Negotiations are to be carried out in good faith

Negotiation skills

4 Basic Stages in
Negotiation

Types of Negotiators
3 basic Types : Right tactics / strategy can be thought of / put in place.

❑ Soft negotiators - These people choose a gentle style of bargaining, yield to
others’ demands, avoid confrontation, maintain good relations. Their
perception of others is one of friendship, and their goal is agreement.
❑ Hard negotiators - These people use contentious strategies to influence,

utilizing phrases such as “this is my final offer” and “take it or leave it.”, make
threats, are distrustful of others, insist on their position, and apply pressure to
negotiate.
❑ Principled - They focus on the problem rather than the intentions, motives,
and needs of the people involved. They separate the people from the problem,
avoid bottom lines, and reach results based on standards. They base their
choices on objective criteria rather than power, pressure, self-interest, or an
arbitrary decisional procedure. These criteria come from moral standards,
principles of fairness, professional standards, tradition, and so on.

A number of stages
for negotiation process:

▪ Establish the agenda
▪ Finalise the position to be taken
▪ Setting the objectives
▪ Compiling supporting evidence
▪ Exploring differences
▪ Find out non negotiable areas
▪ Find our areas of compromise
▪ Assessing other sides position
▪ Narrowing differences
▪ Broad agreement
▪ Detailed agreement
Effective Negotiation skills

Skills required

CONCLUSION WITH
CONFIDENCE

Role of Negotiations for a
Contracts Professional
❑ QS role of negotiation is not restricted to
those at tender / signing of contract
stage but includes day to day
negotiations as contract works proceed.
❑ Negotiations are common during

variations/change orders, extension of
time, disruptions, delays, other
claim so on and so forth.
❑ In short our role of negotiations is

continuous and stops probably once a
contract close-out has been achieved.
➢AssocRICS ( QS /PM )
➢MRICS ( QS / PM)
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How to build Level 2 and 3 competencies knowledge
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Communication &

- Ramesh Palikila BTech, FIS, FAIQS, FRICS

www.aimsintlqs.com © All Rights Reserved

www.aimsintlqs.com © All Rights Reserved

• Good grammar and spelling • Writing letters or other formal documents

➢ Types of Communication skills

➢ Methods and Techniques for effective

➢ Importance of Communication skills

➢ Tips to improve Communication skills

➢ Appropriate use of effective communication

www.aimsintlqs.com © All Rights Reserved

www.aimsintlqs.com © All Rights Reserved

7 Connect – Listen – Understand - Speak

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Keep It simple & short

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• Communication is the key to

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• What happens in a Negotiation: Each

Essence of entering into Negotiation:

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3 basic Types : Right tactics / strategy can be thought of / put in place.

❑ Hard negotiators - These people use contentious strategies to influence,

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for negotiation process:

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❑ Negotiations are common during

❑ In short our role of negotiations is

ARE YOU READY TO TAKE CHALLENGES

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