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Here's how you can effectively negotiate and communicate project timelines and budgets with clients.

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In structural engineering, effectively negotiating and communicating project timelines and budgets with clients is crucial for the success of any project. It's about setting realistic expectations and ensuring that both parties are on the same page. This requires a blend of technical know-how and soft skills. You need to be clear about the factors that influence project costs and durations, such as materials, labor, and contingencies, while also being adept at handling client expectations and concerns. Remember, successful negotiation is not about winning but about finding a mutually beneficial agreement that respects the technical constraints and satisfies the client's needs.

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Vinoth Kannan A

Head of Cost Control, Senior Manager QS @ MRF | RICS Member | AMIS | M.I.Engg
Josi Martins

Procurement | Agronegócio | Strategic Sourcing | Compradora Sênior | Gest?o de Projetos | Commodities

1 Know Your Facts

Before entering any negotiation, it's essential to have a firm grasp of all the details regarding the project's scope, duration, and cost. This means you should have a comprehensive breakdown of materials, labor, design complexities, and any other factors that will affect the project. Understanding the market rates for these elements can also give you an edge. When you're well-informed, you can confidently explain why certain costs are necessary or why a timeline is realistic, which helps in building trust with your clients.

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Vinoth Kannan A

Head of Cost Control, Senior Manager QS @ MRF | RICS Member | AMIS | M.I.Engg
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Negotiating and communicating project timelines and budgets with clients effectively starts with truly understanding their needs and constraints. Once you have a good grasp of what they’re looking for, prepare a detailed project plan that clearly outlines the proposed timelines and costs. When presenting this plan, be transparent about how each cost is calculated and the reasons behind the proposed timeline. It's important to highlight any potential risks and how you plan to mitigate them, which helps build trust. Be open to feedback. Support your position with data and examples from previous successful projects. Throughout the project, keep the lines of communication open, regularly updating the client and addressing any concerns promptly.

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Josi Martins

Procurement | Agronegócio | Strategic Sourcing | Compradora Sênior | Gest?o de Projetos | Commodities
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O Escopo do Produto é o conjunto de características e fun??es que descrevem um produto, servi?o ou resultado. Portanto, abrange todas os requisitos que os?stakeholders?(partes interessadas) desejam que o produto tenha. Ent?o, enquanto o escopo do projeto diz?“COMO”?o trabalho deve ser feito, o escopo do produto diz?“O QUE”?deve ser feito. Um bom escopo de produto é fundamental para o sucesso do projeto porque é ele que vai direcionar toda a estrutura??o do trabalho. Basta um requisito errado ou mal formulado para que o or?amento ou tempo de execu??o do projeto seja comprometido.

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2 Set Expectations

Early in the project, it's important to set clear expectations with your clients regarding timelines and budgets. Explain the process of structural engineering, including the phases of design, analysis, and construction. Make sure to discuss potential risks and unknowns that could impact the project. By setting these expectations upfront, you can prevent misunderstandings later on and create a foundation for open communication throughout the project lifecycle.

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Josi Martins

Procurement | Agronegócio | Strategic Sourcing | Compradora Sênior | Gest?o de Projetos | Commodities
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A partir dos requisitos levantados na etapa anterior já podemos descrever melhor o trabalho necessário ao projeto e montar uma Declara??o Detalhada do Escopo. Esse documento descreverá aquilo que faz parte do projeto (escopo) e aquilo que n?o faz parte do projeto (n?o escopo), proporcionando um entendimento comum entre os stakeholders. Além disso, a Declara??o Detalhada do Escopo dá a base para montar a EAP (Estrutura Analítica do Projeto) e para avaliar solicita??es de mudan?as no projeto. Isso porque ela inclui critérios de aceita??o do produto e as entregas, restri??es e premissas do projeto. Entre as técnicas utilizadas para descrever o trabalho do projeto est?o inclusas: opini?o especializada, análise de produto e oficinas.

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3 Be Transparent

Transparency is key when discussing timelines and budgets. If there are potential delays or additional costs that could arise, it's better to address these issues early on. This doesn't mean you should overwhelm your clients with technical jargon. Instead, explain complexities in a way that is understandable and relevant to their concerns. By being transparent, you build credibility and establish a rapport that can lead to more effective negotiations.

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Josi Martins

Procurement | Agronegócio | Strategic Sourcing | Compradora Sênior | Gest?o de Projetos | Commodities
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A falta de controle sobre o planejamento do projeto em quest?o é o que normalmente gera o atraso na entrega. Quando o cronograma definido n?o corresponde à realidade do canteiro de obra, aos prazos dos fornecedores ou ao tempo de trabalho dos profissionais contratados, criam-se expectativas n?o realistas para a entrega do projeto pronto. Por isso, é de extrema importancia pedir auxílio aos profissionais de outras especialidades no momento de definir os prazos, e em atividades mais complexas, é interessante adicionar uma “gordurinha” à estimativa de execu??o.?

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4 Listen Actively

Active listening is a powerful tool in negotiations. Pay attention to your client's needs, concerns, and priorities. Sometimes what they say may not fully capture what they mean, so it's important to read between the lines and ask clarifying questions. This shows that you value their input and are committed to finding a solution that works for everyone involved. Moreover, by understanding their perspective, you can tailor your communication to address their specific concerns.

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Josi Martins

Procurement | Agronegócio | Strategic Sourcing | Compradora Sênior | Gest?o de Projetos | Commodities
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This listening, without prior judgment, helps to identify habits and customs, cultural aspects, the client's moment in life, among other important factors that reveal the real reasons for the project and, consequently, what should be prioritized in the creative process. It takes calm to collect as much information as possible, objective and mainly subjective. With the repertoire of such a conversation, without rushing and keeping an eye on the client's story, the office is able to present at the negotiation table a project with solutions that the client presents, perceiving themselves as the protagonist of the work, as they should be.

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5 Offer Solutions

When challenges arise, it's beneficial to come to the table with solutions rather than just presenting problems. If you foresee a delay or budget overrun, suggest alternative approaches or materials that could mitigate these issues. Your expertise as a structural engineer can provide innovative ways to save time or reduce costs without compromising on quality. Clients appreciate proactive problem-solving, which can facilitate smoother negotiations.

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Josi Martins

Procurement | Agronegócio | Strategic Sourcing | Compradora Sênior | Gest?o de Projetos | Commodities
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In?planning, professionals do research on the market situation. Thus, it is possible to try to find seasonal periods, where it is common for there to be a variation in the demand for properties. Furthermore, at this stage an analysis of the variation in input prices is carried out. This allows professionals to look for alternatives to replace certain inputs or leave a monetary reserve in case there is a price increase.

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6 Follow Up

After any negotiation or discussion about timelines and budgets, follow up with a written summary of what was agreed upon. This document should include the project scope, timelines, budgets, and any contingencies or conditions discussed. It serves as a reference point for both parties and helps to avoid any miscommunications in the future. Regular updates throughout the project can also help maintain the trust and agreement established during negotiations.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Here's how you can effectively negotiate and communicate project timelines and budgets with clients.

1

2

3

4

5

6

7

1 Know Your Facts

2 Set Expectations

3 Be Transparent

4 Listen Actively

5 Offer Solutions

6 Follow Up

7 Here’s what else to consider

Structural Engineering

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Here's how you can effectively negotiate and communicate project timelines and budgets with clients.

1

2

3

4

5

6

7

1 Know Your Facts

2 Set Expectations

3 Be Transparent

4 Listen Actively

5 Offer Solutions

6 Follow Up

7 Here’s what else to consider

Structural Engineering

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