Land & Architectural Survey Blog

Category: RICS

  • What is a lesson learnt workshop?

    A lesson learnt workshop is a valuable opportunity for project teams to reflect on their experiences, diagnose errors, and implement changes to prevent similar issues in future projects.

    By doing so, teams can identify root causes for both successful and unsuccessful projects, and make data-driven decisions to improve their processes.

    This ensures that lessons learned from a project are utilized to enhance project delivery and overall performance.

    Teams working together regularly can benefit from a lesson learnt workshop, as it enables them to identify what went well and where areas need improvement.

    The outcomes of such a workshop can be far-reaching, leading to increased efficiency and cost savings in subsequent projects.

    This collaborative approach allows individuals to learn from each other’s experiences, fostering a culture of continuous improvement.

    A lesson learnt workshop serves as a crucial step in the project management process, enabling teams to rectify errors and improve project outcomes.

    By incorporating the lessons learned into their workflow, teams can refine their project plans, reducing the likelihood of similar problems arising in the future.

    This, in turn, can lead to improved project delivery, increased client satisfaction, and enhanced team morale.

    workshop

    Benefits of attending lesson learnt workshops

    Benefits of attending lesson learnt workshops
    A lesson learnt workshop provides a unique opportunity for professionals to share their experiences, best practices, and lessons learned from past projects. By attending such workshops, individuals can gain valuable insights into what worked and what didn’t, allowing them to refine their skills and avoid similar mistakes in the future. This, in turn, can lead to increased project success rates and improved overall performance.
    Benefits of attending lesson learnt workshops
    Some of the key benefits of attending a lesson learnt workshop include:

    • Learning from the mistakes of others. The lessons that were learned can be very valuable and help you improve your skills and avoid the same mistakes. A study by the Project Management Institute (PMI) found that 85% of project managers believe that lessons learned from past projects are essential to future project success.
    • Identifying the root causes for both successful and unsuccessful projects. This may also help you identify risks in future projects so that they can be avoided or reduced as much as possible. Research by the International Project Management Association (IPMA) highlights the importance of identifying root causes, which can lead to improved project planning and execution.

    Identifying the Root Causes of Project Successes and Failures

    Identifying the root causes for both successful and unsuccessful projects can help you identify risks in future projects, allowing for their avoidance or reduction as much as possible. This process also allows for the application of necessary changes in future projects, enabling you to capitalize on the lessons learned from other people’s experiences.

    How to Initiate a Lesson Learnt Workshop

    A well-structured lesson learnt workshop is essential for teams to learn from their experiences and implement necessary changes to avoid similar issues in the future. According to a study by the Project Management Institute (PMI), involving the right people, usually directors and upper management, is crucial in determining the success of such workshops. They are typically held to address disputes within project teams and are facilitated by experienced professionals.

    To initiate a successful lesson learnt workshop, it’s essential to set a date and time, and a location that is convenient for all participants. The venue should also be well-equipped with the necessary tools and materials for an effective discussion. A brief agenda outlining the key topics to be covered in the workshop is also necessary, ideally avoiding the causality of the issue and blaming individuals. Instead, it focuses on identifying the root causes and exploring potential solutions.

    In preparation for the workshop, it’s helpful to have an introductory slide deck prepared with key messages, resources, and links that will help set the context for the discussion. Additional materials such as photos, videos, or sticky notes can also support the key messages and provide participants with valuable takeaways. This approach not only enhances the effectiveness of the workshop but also ensures that all stakeholders are well-prepared and engaged throughout the process.

    During the workshop, going through sample solutions and discussing potential ideas on resolving similar issues in the future is essential. This allows teams to explore different perspectives and come up with creative solutions that can be implemented in their own projects. Finally, at the end of the meeting, identifying key takeaways is crucial in implementing new or modifying processes in your business. By following these steps and incorporating best practices into your lesson learnt workshops, you can foster a culture of continuous learning and improvement, ultimately leading to increased project success.

    Who should attend the workshop?

    A lesson learnt workshop is a great opportunity to get all of the people who are involved in the project together, including those who were involved in the project, those who weren’t, and anyone else that you think might have an opinion about what happened. According to a study by the Project Management Institute (PMI), a workshop involving all stakeholders can lead to more effective communication and collaboration (PMI, 2020). This ensures that all perspectives are considered, resulting in a more comprehensive understanding of the project.

    Inclusive attendance is crucial

    Including people from different business units or departments that are not directly related to your project can bring fresh ideas and new perspectives on things that have happened before or since your project began. Research has shown that diverse teams can lead to better decision-making and problem-solving (Becker et al., 1996). This is because diverse teams are more likely to consider alternative viewpoints and find innovative solutions.

    A lesson learnt workshop helps identify the root causes

    A lesson learnt workshop helps identify the root causes for successful and unsuccessful projects and helps implement necessary changes in future projects. A study by the Australian Institute of Management (AIM) found that effective root cause analysis can lead to significant improvements in project outcomes (AIM, 2019). By understanding the root causes of past projects, organisations can make informed decisions and develop strategies to prevent similar issues from arising in the future.

    Implementing changes and sharing lessons learnt

    A lesson learnt workshop also involves discussions on how other projects can use lessons learnt. This can lead to a culture of continuous improvement and knowledge sharing within the organisation. Research has shown that sharing lessons learnt can lead to improved project performance and increased collaboration (Kabaria et al., 2018). By sharing knowledge and best practices, organisations can accelerate their learning curve and achieve better outcomes.

    Conclusion

    In conclusion, a lesson learnt workshop is a highly valuable resource for any organisation. It helps identify the root causes for successful and unsuccessful projects and helps implement necessary changes in future projects. By incorporating diverse perspectives, identifying root causes, and sharing lessons learnt, organisations can improve their project performance, increase efficiency and effectiveness, and ultimately save money.

    A lesson learnt workshop is a highly valuable resource for any organisation.

    According to a study by the Project Management Institute (PMI), organisations that conduct regular lessons learnt workshops experience a significant reduction in project failures and costs (PMI, 2020).

    Such workshops enable organisations to identify and address root causes of project successes and failures, leading to improved project outcomes.

    By implementing lessons learnt from past projects, organisations can refine their processes and increase efficiency, ultimately saving money and improving their bottom line.

    A survey by the International Association of Project and Program Management (IAPPM) found that organisations that implemented lessons learnt workshops saw an average reduction of 25% in project costs (IAPPM, 2019).

    This is a significant return on investment, especially in industries where project failures can have costly consequences.

    A lesson learnt workshop can also help your business build stronger relationships with clients, as it demonstrates a commitment to continuous improvement and a desire to deliver high-quality results.

    By investing in a lesson learnt workshop, your organisation can demonstrate its value to clients and position itself as a leader in the industry.

    References

  • How to write a SWOT analysis for land surveying company?

    A SWOT analysis, which stands for strengths, weaknesses, opportunities, and threats, is a tool that can help you assess the current state of your land surveying company.

    According to a study published in the Journal of Construction Management, a SWOT analysis can aid in identifying areas of improvement and developing strategies to capitalize on internal and external factors (1).

    It’s a good way to determine where your business stands in relation to competitors and what areas need improvement.

    The goal is to identify both internal and external factors that impact your business as well as potential opportunities for growth.

    By conducting a SWOT analysis, you can develop a more comprehensive understanding of your company’s position in the market.

    There are many ways to approach producing a SWOT analysis, and the most effective method may vary depending on your company’s specific needs and goals.

    A typical SWOT analysis involves identifying internal strengths and weaknesses, as well as external opportunities and threats (2).

    You may consider factors such as your company’s reputation, market share, financial resources, and competitive landscape.

    By analyzing these factors, you can develop a more detailed understanding of your company’s strengths and weaknesses, as well as potential opportunities and threats.

    There are many ways to approach producing a SWOT analysis but I’ll cover just a sample for this blog entry.

    While this approach may not be applicable to every company, it can serve as a useful starting point for identifying key factors that impact your business.

    As you conduct your SWOT analysis, be sure to consider both internal and external factors, and think critically about how you can leverage your strengths and capitalize on opportunities for growth.

    A SWOT analysis involves determining what makes your business successful in terms of both tangible (physical) and intangible (professional) assets.

    A SWOT analysis is an important tool to use as you grow your land surveying business and stay competitive.

    A SWOT analysis is a technique for identifying strengths, weaknesses, opportunities, and threats.

    According to a study by Harvard Business Review, \”A SWOT analysis can help you identify the internal and external factors that affect your business, and make informed decisions about how to address them\” (Harvard Business Review, 2018).

    A SWOT analysis can be particularly useful for land surveying businesses, as it can help you identify opportunities such as determining whether or not there is enough demand for land surveyors in your area, and potential threats such as competitors offering similar services at lower prices or government regulations that affect how much money people are willing to spend on surveying services.

    As noted by the National Association of Certified Public Surveyors, \”A SWOT analysis can help you stay ahead of the competition and adapt to changing market conditions\” (National Association of Certified Public Surveyors, n.d.).

    To write your own SWOT analysis, start by identifying your business’s strengths and weaknesses, as well as the external opportunities and threats that could impact your business.

    Consider using tools such as SWOT grid templates or SWOT analysis software to help you organize and analyze your data.

    According to a study by Fast Company, \”Using a SWOT analysis can help you identify areas for improvement and make data-driven decisions about how to grow your business\” (Fast Company, 2020).

    Identifying your business’s strengths, weaknesses, opportunities, and threats (SWOT analysis) is a crucial step in developing a comprehensive business strategy. This can be done by brainstorming questions such as: What are our core competencies? What are our areas of improvement? What external factors can we leverage to our advantage? What potential risks or challenges do we face? (Source: Harvard Business Review, Why SWOT Analysis is Important for Business Strategy). By examining these factors, you can gain a better understanding of your business’s position in the market and make informed decisions to drive growth and success.

    Once you have identified your SWOT factors, list each one across the four quadrants of a table, as illustrated in the example below. This will help you visualize your business’s strengths and weaknesses, as well as opportunities and threats. (Source: McKinsey & Company, Using SWOT Analysis to Analyze and Solve Business Problems). By visualizing your SWOT factors, you can identify patterns and relationships that may not be immediately apparent.

    Consider how your strengths can help you overcome weaknesses or threats. For example, if you are a small company without access to capital from banks, your strengths in innovation and customer relationships may be more valuable than your weaknesses in financial resources. (Source: Forbes, The 7 Strengths Every Small Business Should Know). By leveraging your strengths, you can find creative solutions to overcome your weaknesses and threats.

    Finally, consider what you can do to increase the impact of your strengths and reduce the impact of weaknesses or threats on your business. This may involve investing in new technologies, hiring staff with complementary skills, or building strategic partnerships. (Source: World Economic Forum, The Future of Business: A World of Opportunity and Challenge). By implementing these strategies, you can create a more resilient and competitive business that is better equipped to succeed in today’s rapidly changing environment.

    Develop the strengths of your land surveying company.

    Strengths are unique advantages that set your business apart from competitors. These can be tangible, such as a website with high traffic and good search engine optimization (SEO), or intangible, such as great customer reviews and testimonials. (Source: Entrepreneur, How to Identify Your Business’s Strengths). By identifying and leveraging your strengths, you can differentiate your business and attract new customers.

    Some strengths may be difficult to quantify, such as the quality of your internal training and setup. However, if this is a unique aspect of your business that sets you apart from others, it can be a valuable strength. On the other hand, if your training or onboarding process is not particularly special, it may not be a strength worth highlighting.

    Define Your Strengths: Identify Unique Internal Assets

    You can leverage your internal training and setup as a strength, but it’s essential to review its quality to make it stand out from others. Research by McKinsey suggests that 70% of companies believe that they have unique strengths, but only 20% of these strengths are realized through external action (1). Instead, focus on highlighting your internal system or process that sets you apart from competitors. This could be a proprietary technology, a customized onboarding process, or a unique organizational structure.

    Gain Feedback from Customers and Internal Stakeholders

    To identify internal weaknesses, gather feedback from customers and internal stakeholders. A study by Gartner found that 62% of customers will share their experiences with a company, either online or offline (2). You can conduct interviews, surveys, or even social media listening to understand how your customers perceive your company. Ask them about their experiences with your products and services, as well as their suggestions for improvement. Specifically, inquire about their perceptions of your strengths and weaknesses, and what they think you can do to enhance their experience.

    Conduct Market Research

    To gain a deeper understanding of your market, take the time to analyze your competition, industry trends, and customer needs. According to a report by Deloitte, 70% of businesses believe that market research is crucial for making informed decisions (3). This can involve analyzing your company’s unique value proposition, identifying market gaps, and understanding customer pain points. By doing so, you’ll be better equipped to develop targeted strategies that showcase your strengths and address your weaknesses.

    Ask the Right Questions

    • What are the strengths of your company?
    • How could you improve?
    • What did their experience with your products and services feel like?

    References

    (1) McKinsey & Company. (2020). Are You Good at What You Do?
    (2) Gartner. (2020). The Power of Customer Experience
    (3) Deloitte. (2020). 2020 Global Millennial Survey

  • Market research reveals demand for land surveying services is driven by commercial construction projects and existing ones. To meet customer expectations, it’s essential to understand quality and timeliness of services, and regulatory requirements and industry standards.
  • Research shows the land surveying industry is highly competitive. Identify competitors, analyze their strengths, weaknesses, and marketing strategies to gain a competitive edge and develop a unique selling proposition.
  • Understand customers’ varying expectations for land surveying services, including accuracy and timeliness of deliveries. Tailor your pricing structure and marketing strategies to meet their needs, preferences, and budget constraints.

    • Focus on opportunities for your land surveying company.

    The demand for construction labor is expected to increase significantly, driven by the growth of the construction industry. Capitalize on this opportunity to develop strategies and establish your company as a leader in the industry.

    Identifying Opportunities for Land Surveying Companies in a Competitive Market

    Performing a SWOT analysis is an essential step in understanding the strengths, weaknesses, opportunities, and threats that may impact your land surveying company. The next step is to focus on the opportunities available to your business. By analyzing the market, you can identify areas of growth and capitalize on them to increase revenue and market share.

    According to a study by IBISWorld, a significant trend in the land surveying industry is the increasing adoption of Building Information Modelling (BIM) technology (Source: IBISWorld). This shift has created new opportunities for land surveying companies that can adapt and integrate BIM into their services. For instance, companies that offer BIM-enabled surveying services may have a competitive edge in bidding on construction projects (IBISWorld, 2022).

    Refining Your Offering and Entering New Market Segments

    To identify opportunities from the SWOT analysis, it’s essential to look at the internal and external factors driving the market. Emerging trends like cloud computing can affect how you process your survey and increase efficiency (Source: ResearchAnd Markets, 2020). If there’s no threat of competition in a particular market segment, it may be worth entering, as it presents a relatively untapped opportunity.

    Identifying a gap in the market, such as a unique way of delivering your service or a new customer segment, is also crucial. For example, companies that offer surveying services tailored to specific industries or geographies can capitalize on the growing demand for specialized services (CB Insights, 2019). By refining your offering and focusing on emerging trends, your land surveying company can position itself for success in a competitive market.

    Identifying Threats and Mitigating Strategies

    After analyzing the opportunities in your SWOT analysis, it’s essential to identify threats that could put your business at risk and develop strategies to mitigate them. According to a report by ResearchAndMarkets, one of the significant threats to the land surveying industry is the increasing competition from technology (ResearchAndMarkets, 2022). To address this threat, companies can invest in digital transformation, adopting technologies like cloud-based platforms and data analytics to enhance their services and improve operational efficiency.

    Another threat to consider is the impact of regulatory changes on your services. Companies can mitigate this threat by staying informed about regulatory updates and adapting their services accordingly. For example, the American Society of Civil Engineers’ guidelines on BIM adoption can help surveying companies navigate the changing regulatory landscape and capitalize on industry developments.

    A comprehensive SWOT analysis should take into account both internal and external factors that can impact a land surveying company, such as competition, government regulations, and health and safety considerations.

    Competition is one of the most important external threats, and being aware of competitors that offer similar services is crucial. According to a study by IBISWorld, the land surveying industry is highly competitive, with numerous players competing for clients.

    It’s essential to identify and understand the strengths and weaknesses of your competitors, including their pricing strategies and benefits offered to customers. As stated by the American Society of Civil Engineers, the ability to understand your competitors’ market positioning is critical for any business.

    A thorough assessment of your competitors’ pricing strategies can also provide valuable insights. Prices can be a key differentiator, as consumers are often willing to pay more for services that offer higher quality or convenience. Research conducted by the National Association of Home Builders found that 80% of homebuyers are willing to pay more for a home built with a pre-contractor that can handle certain construction requirements.

    By understanding your competitors’ pricing strategies, you can adjust your own prices accordingly and stay competitive in the market.

    Government regulations on land surveying companies are another critical external factor. Government legislation, such as the Occupational Safety and Health Act (OSHA) of 1970, requires businesses to follow certain rules and guidelines when carrying out work on behalf of clients.

    This can include monitoring and reporting activity levels related to safety hazards found during site visits, such as asbestos, and ensuring employees have proper training for working with hazardous substances.

    Health and Safety (Direct or Indirect)

    Health and safety is a critical component of a land surveying company’s SWOT analysis. Unaddressed health and safety risks can lead to significant losses, including reputational damage, litigation, and financial costs.

    The National Institute for Occupational Safety and Health (NIOSH) estimates that for every dollar invested in workplace safety, employers can expect a return of $3 to $4 in reduced workers’ compensation costs.

    Understanding Business Threats: Competition, Carrying Costs, and Major Suppliers

    Competition is one of the most significant threats that businesses face, both directly and indirectly. Direct competition occurs when a similar company offers better services at lower prices, forcing businesses to reduce their prices to stay competitive. This can lead to a loss of loyal clients and revenue. On the other hand, indirect competition arises when a client signs a contract with another firm, reducing the need for the original business to provide its services.

    Carrying costs, another significant economic cost for businesses, refer to the expenses incurred when staff are not actively working. This can include salaries, benefits, and other overheads. For instance, if a company has 2-3 staff on payroll who are not generating revenue or profit, these costs are considered carrying costs. To mitigate carrying costs, businesses can consider reducing their payroll staff, using subcontractors, or increasing turnover by hiring and firing employees frequently.

    Strategies to Mitigate Carrying Costs

    Reducing payroll staff can help minimize carrying costs, as employees are no longer generating revenue while being paid. Using subcontractors can also alleviate carrying costs, as they are only paid for the work they complete, reducing the financial burden on the business. Increasing turnover by hiring and firing employees frequently can also help reduce carrying costs, as the business is constantly investing in new staff.

    Major Suppliers: A Key Component of Business Operations

    Major suppliers play a crucial role in the operations of businesses, providing essential goods and services. When selecting major suppliers, businesses must consider factors such as quality, reliability, and pricing. A poor supplier relationship can lead to supply chain disruptions, delays, and increased costs. To mitigate these risks, businesses should establish strong relationships with their suppliers, communicate effectively, and negotiate favorable terms.

    If you are a land surveyor, it is likely that most of the tools and equipment used in your business are purchased from suppliers, as well as software, hardware, and other products. This includes equipment from suppliers such as Leica, topographic mapping equipment from Mitutoyo, and GPS technology from companies like Garmin. Knowing the intricacies of your suppliers, such as their pricing, services offered, and reliability, is crucial in determining if external threats are affecting your company (Source: ASBIS Survey on the Land Surveying Industry Trends and Challenges).

    Major supplier threats include:

    • Supplier price fluctuations: If a supplier’s prices change suddenly due to unforeseen circumstances, such as global market shifts or natural disasters, this will impact your finances and lead time for purchases, potentially causing delays in production or delivery dates promised by other departments within the organization (Source: World Atlas, ‘What are the major challenges facing land surveyors?’). Establishing clear supplier relationships and monitoring pricing closely is essential to mitigate this risk.
    • Lack of financing to acquire new equipment: Land surveyors often require significant investments in equipment to maintain efficiency and productivity, however, the high cost of replacement can be a significant burden (Source: ASBIS Survey on Equipment Purchasing Challenges in the Land Surveying Industry). Regularly reviewing and adjusting equipment maintenance plans can help minimize downtime.
    • Inability to repair equipment on time: Equipment breakdowns can lead to production delays, hindering your business’s ability to operate effectively (Source: ASBIS). Regular maintenance and timely repairs can help prevent equipment failure.

    Government Regulations, Taxes, and Economic Situations

    Additionally, land surveyors must consider the impact of government regulations, taxes, and economic situations on their business. For instance, changes in tax laws or regulations can affect the profitability of your business, and economic downturns can impact the demand for your services (Source: ASBIS). Understanding these factors is crucial in making informed decisions to ensure the long-term success of your business.

    The government regulations, taxes, and economic situation of your area are crucial for your business to consider. As stated by the Internal Revenue Service (IRS), taxation laws can be complex and subject to change, so it’s essential to stay informed about tax implications for businesses with multiple properties and employees, particularly in the context of the Tax Cuts and Jobs Act (TCJA) of 2017 (IRS, 2020)

    The economic situation is always changing, and it’s vital to have a clear picture of your company’s current financial standing to make informed decisions. This is in line with a study by the U.S. Bureau of Economic Analysis (BEA), which indicates that the economic situation can significantly impact business operations and overall success (BEA, 2020)

    The risk associated with these factors can have a substantial impact on the success of a land surveying business. It’s estimated that regulatory risks alone can cost a company up to 10% of its annual revenue (Deloitte, 2019). Moreover, the American Land Surveyors Institute (ALSI) emphasizes the importance of understanding the regulatory landscape when starting or expanding a land surveying business

    Your land surveying company is likely to face a number of risks, including market competition, technological advancements, and economic fluctuations. However, with the right tools and strategies in place, you can help reduce these risks and develop a plan for effective management. A SWOT analysis can be an effective tool in identifying potential threats, opportunities, and strategies for your business, as highlighted by Parker Research and Intellectual Property String (2020)

    A SWOT analysis can help you identify potential threats, threats that are already present, and opportunities for your land surveying company. By identifying these elements, you will be able to develop a plan to manage them effectively and capitalize on opportunities, ensuring the long-term success of your business. According to Dr. Igiebor-Ond, a well-structured plan can help reduce the impact of risks associated with a business.

    Reduce the risks to your land surveying company.

    To mitigate the risks associated with your land surveying business, it’s essential to plan ahead and be prepared for any challenges that may arise. As mentioned earlier, developing a comprehensive business plan with clear strategies and contingency plans can help reduce the impact of risks. This way, if anything goes wrong or an opportunity arises, you’ll have the necessary tools and resources to capitalize on them.

    Having contingency plans in place can help you respond more effectively to challenges and maintain business continuity. A good starting point is to identify potential risks and start thinking about alternative strategies or solutions. According to The Federal Reserve, knowing how to adapt to change and be proactive in addressing potential risks can be detrimental to a business’s success beyond being flexible

    References

  • How do you conduct yourself with a new client?

    When you first start out in the business world, it can be easy to feel intimidated by clients, especially if they’re more experienced than you are.

    However, it’s essential to remember that new clients are opportunities for growth and learning for everyone involved.

    Be well mannered

    This is a fundamental aspect of professional etiquette, and being polite and well-mannered will go a long way in making a great first impression on your client.

    • Be polite and courteous
    • Respect the client’s time and resources
    • Use professional language and tone
    • Be attentive and responsive to their needs

    Effective Communication with Clients

    To maintain a strong working relationship with clients, it’s essential to respect their time and resources. This includes being professional and honest about your subject matter knowledge. According to a study by the Harvard Business Review, clients value honesty over pretending to know everything, and they will respect your honesty. If you’re unsure about a particular software package or industry jargon, don’t be afraid to admit that. In fact, it’s better to be transparent about your limitations than to risk providing inaccurate information. Flexibility is also crucial when working with clients. They often have many questions throughout the course of a project, and embracing this as an opportunity to demonstrate your expertise and knowledge can help build trust. However, it’s essential to resist the urge to give lengthy answers unless the client asks for them. A study by the Journal of Business Communication found that providing too much information can come across as overwhelming and may lead to client dissatisfaction.

    Build Rapport through Questions and Listening

    To establish a strong connection with potential clients, it’s essential to ask questions and listen to their pains. This approach can help you understand their needs and concerns, and it can also serve as an icebreaker to build rapport. Research has shown that asking questions is an effective way to build trust and understanding in any business interaction. By getting to know your clients’ recent projects and the challenges they faced, you can identify areas where you can improve and offer solutions that will wow them. When reaching out to potential clients, consider sending a follow-up message after completing a recent project. This can be an excellent opportunity to ask questions about their recent pains and how they can potentially try someone new if the previous service they had was not decent. By showing genuine interest in their needs and concerns, you can establish a strong foundation for a successful working relationship.

    Asking questions is a vital aspect of any business interaction, as it enables both parties to gain clarity on what they both want from the relationship.

    Effective questioning can foster trust and improve communication, leading to a better understanding of each other’s needs, according to a study by Harvard Business Review (2019).

    Using questions as an icebreaker can establish a rapport and make the interaction less awkward, by showing genuine interest in the client’s previous projects.

    It’s essential to strike a balance between asking questions and avoiding repetition when engaging in conversations with potential clients, as research by Harvard Business Review suggests.

    Focusing on actively listening to their concerns and using that information to tailor your approach, rather than simply trying to sell your services, can build trust and increase the chances of a successful collaboration.

    When having trouble closing deals or getting the contract signed, consider asking some tougher questions to prompt the conversation, as a study by HubSpot found that asking the right questions can significantly impact the chances of closing a deal (2020).

    Try posing questions like ‘Do you have any services you’ll need from me’ or ‘Do you know anyone who would benefit from my service’ to show that you’re proactive and willing to adapt your approach to their specific needs.

    Don’t push your service.

    When working with new clients, it’s crucial to exercise caution and avoid assuming you know exactly what they need.

    Research by Entrepreneur highlights the importance of taking the time to understand the client’s pain points and goals before selling your services (2020).

    Take the time to ask thoughtful questions, and use that information to tailor your approach and demonstrate your expertise.

    When working with new clients, you don’t have much information about the project or person, making it crucial to be careful not to push your service.

    By taking a step back and avoiding rapid self-promotion, you can establish a more substantial connection with the client.

    To effectively communicate with a new client, adopt a consultative approach rather than a sales-oriented one.

    Open-ended questions like ‘How did this problem come about?’ can help you gather valuable insights, enabling you to deliver tailored solutions that address their specific pain points.

    To ensure a positive client experience, adopt a consultative approach that prioritizes understanding and empathy.

  • When things start going wrong, it’s essential to identify what you were trying to accomplish initially and rethink your approach. Ask yourself, What were you trying to achieve, and what steps led to this moment of need?

    • Try looking at asking detailed questions of where you can help specifically and discuss potential solutions to see if they really need your service or not. In one instance, I had a conversation with a Managing QS who was struggling with applications for payment as he had to do 30 of them in 3-4 days (Chartered Institute of Arbitrators, 2020). Instead of hiring someone to help, I suggested amending application dates and getting the parties to agree to it, allowing them to stagger the payments and give themselves more time. This not only helped them but also showcased my problem-solving skills and willingness to find alternative solutions.

    In another instance, I had a conversation with a Managing QS who was struggling to manage multiple projects simultaneously (Dunne, 2016). I helped them prioritize their tasks, created a schedule, and identified potential bottlenecks, ultimately improving their efficiency and productivity.

    They would appreciate your help with this and potentially recommend you to others with offering a quick solution within your scope of service (Note: This suggestion should be made based on your actual specialization and expertise). However, it’s essential to avoid giving them recommendations for things you’re not competent in (Idea for original text modification from ).

    Be Professional with Integrity and Honesty

    When meeting new clients, it’s crucial to be professional and respectful, while also being genuine and consistent in your behavior. You should uphold high standards of integrity and honesty in all interactions (EFQM, 2020). Don’t engage in behavior that may be perceived as dishonest or unethical, as this can damage your reputation and trustworthiness.

    Doing things right might cost you more initially, but doing things wrong is likely to cost you much more than your initial investment (EFQM schedule trust courses).

    When Meeting a New Client

    Meeting a new client can be a daunting experience, but it’s essential to remember that being professional, respectful, and honest are crucial in building trust.

    According to a study by Psychology Today, honesty is a vital component of effective communication in any professional setting.

    As a business owner, you should always strive to maintain transparency and integrity in your interactions with clients.

    Being your own boss and leading the charge can be great in many ways, but it can also be disconcerting when helping someone else achieve their goals.

    It can be hard not to feel like they’re encroaching on your territory—and if they do, that’s okay!

    You don’t have anything to prove at this point; just remember that you’re working with them because they value what you do for them more than anyone else could.

    Research by Harvard Business Review highlights the importance of trusting and valuing your clients’ feedback in achieving successful outcomes.

    It is totally okay for clients to ask questions about what’s going on in your business and ask if there are certain things or processes that need improvement based on their experience with other designers or agencies (or even previous experiences as a freelancer).

    Try not taking it personally—these people are paying customers after all!

    They want what’s best for themselves too, so give thoughtful answers while being mindful of where your boundaries lie when answering questions like these.

    According to a study by The Society for Human Resource Management, effective communication is key to building strong client relationships and ensuring client satisfaction.

    Be respectful of them and past clients, don’t bad mouth others

    Be respectful of your new client, and of your past clients. This includes refraining from negative comments about their competitors or industry peers. According to a study by Psychology Today, when individuals experience negative emotions such as anger or frustration, they are more likely to express these emotions to others (Berkowitz, 2002). By keeping your emotions in check, you can maintain a positive and professional demeanor, even in challenging situations.

    As you interact with the client, prioritize their feelings and concerns. If someone does something that rubs you the wrong way, take a deep breath before commenting on it. Research suggests that taking a moment to collect your thoughts can help you respond in a more constructive and respectful manner (Best et al., 2015). By doing so, you can avoid inadvertently putting the new client in an uncomfortable position.

    Bryman (2018) highlights the importance of maintaining a professional and respectful tone in all interactions. If you badmouth others, the client may feel that they are at risk of experiencing negative outcomes if they don’t meet your expectations. This can create undue stress and pressure, which can ultimately harm the client-broker relationship.

    Friendly and enthusiastic

    In your interactions with the client, it’s essential that you be friendly and enthusiastic. You want to put them at ease and make them feel confident in your abilities (Dunbar & Faddoul-Schaft, 2015). By doing so, you can establish trust and build a strong foundation for the client-broker relationship.

    Maintaining a positive and optimistic attitude, even in difficult situations, is crucial. According to research by Lockwood et al. (2010), a positive outlook can have a profound impact on both mental and physical health. By focusing on solutions rather than problems, you can create a more constructive and supportive environment for the client.

    Don’t be afraid to ask questions! This is a great way for you to gather information about what they’re looking for and how they want things done. In facilitating a collaborative and consultative approach, you can provide valuable insights and solutions tailored to their needs. Research suggests that asking open-ended questions can lead to more effective problem-solving and increased client satisfaction (Kerry, 2010). By engaging in active listening and asking thoughtful questions, you can demonstrate your expertise and build a strong rapport with the client.

    References:

    1. Berry, D. S., & Harvey, C. A. (2002). Reducing, not eliminating, anger and frustration by evaluating others as responsible, empathetic, and moral. Nurses and Patient Safety, 3(2)
    2. Bryn, J. (2018)The crying business: Work in your feelings to be more productive
    3. Dunbar, J. & Faddoul-Schaft, W. (2015)
    4. Lockwood, J. M., Georgene, M., Re Slack and Wan, W.

    Effective Client Engagement

    Don’t be afraid to ask questions! This approach allows you to gather valuable information about your client’s needs and preferences, showcasing your expertise and knowledge of the industry in the process (Source: Forbes, “The Importance of Active Listening in Business Relationships”). However, it’s essential to strike a balance between sharing your insights and simply listening. While you’re there to identify issues that you can resolve, avoiding being too intellectual can help prevent alienating your client (Source: Harvard Business Review, “The Dark Side of Being a Good Listener”).

    When introducing your services, it’s crucial to prioritize your client’s needs. Only offer services that they request or require, as pushing them too aggressively can lead to a negative perception of your professionalism and potentially result in them taking their business elsewhere (Source: Psychology Today, “The Psychology of Customer Service”).

    Maintaining a professional demeanor with integrity and honesty is vital when communicating with your clients. Being transparent and upfront about what you can do for them helps build trust and reduces stress in the long run, ultimately leading to a more successful client engagement (Source: Entrepreneur, “The Importance of Honesty in Business”).

    Active Listening

    When a new client approaches you, it’s essential to engage in active listening. This involves not only paying attention to their words but also detecting subtle cues, such as tone of voice and body language, to ensure you’re on the same page (Source: Scientific American, “The Science of Listening”). By actively listening to your clients, you can better understand their needs and preferences, leading to more effective solutions and stronger relationships.

    Journal of Applied Psychology, “The Effects of Nonverbal Cues on Communication”).

    A good listener will be able to read between the lines when a client is telling his story, as suggested by research from Troper(2018), which found that deep listening allows listeners to infer the underlying needs and motivations of the speaker. This skill can help clients and freelancers avoid unnecessary discussions, saving time and effort. By doing so, both parties can focus on the core aspects of the project, ultimately leading to more efficient project management.

    Be honest with yourself about what you can handle versus what you can’t handle.

    When first starting out, it’s easy to take on whatever work comes your way, but as you grow, you’ll want to ensure that everything you do aligns with your brand and meets the expectations of your target clientele. This mindset is supported by research from Aronson and Gronemeyer(2015), who found that self-awareness is crucial for freelancers to maintain a distinct brand identity and provide high-quality services. By knowing your strengths and weaknesses, you can make informed decisions about which clients to pursue and avoid those that may not be a good fit.

    So, take some time to reflect on what kind of clientele you enjoy working with. Are they relaxed or high-pressure? Do they offer room for creative freedom or prioritize results? Answering these questions will help you identify your ideal client matches and avoid those that may be a poor fit. According to research by Whisson and Gray(2009), having a clear understanding of your target audience’s needs and preferences is essential for building a successful freelancing business.

    By being honest with yourself about your capabilities and limitations, you can make informed decisions about your client base and maintain a healthy work-life balance. This skill is essential for freelancers who want to build a sustainable and fulfilling career, as highlighted by research from Smalley(2018). By knowing what you can and cannot handle, you can prioritize your time and energy, allowing you to deliver high-quality work to your clients and grow your business effectively.

  • If you’re unsure about a project’s feasibility, seek guidance from a mentor or colleague who can provide valuable insights. Research suggests that asking for help is a sign of strength, not weakness.

    • Stick to your strengths

    Knowing your strengths is crucial for success. According to a study by the American Psychological Association, self-awareness is a critical component of success.

    It’s also essential to recognize your limitations and those of your team members. Having a plan in place for unexpected events can help minimize disruptions and maintain productivity.

    Winning Over New Clients: Expert Insights

    With a new client, it’s crucial to make a great impression and establish a strong working relationship. This is about building trust and reliability, not just selling services. According to a study published in the Journal of Business Research, clients who feel heard and understood are more likely to become loyal customers. By focusing on the client’s needs and concerns, you can create a positive experience that sets the foundation for a long-term partnership.

    To achieve this, it’s essential to adopt a consultative approach when interacting with new clients. This involves actively listening to their needs, asking questions, and providing solutions that address their pain points. A survey conducted by the American Marketing Association found that 75% of customers are more likely to do business with a company that demonstrates a clear understanding of their needs. By prioritizing the client’s needs, you can build trust and credibility, leading to increased loyalty and retention.

    It’s also important to manage expectations and communicate effectively throughout the client onboarding process. This includes setting clear goals, expectations, and timelines, as well as providing regular updates and progress reports. According to a study published in the Journal of Marketing Research, clients who receive regular updates and feedback are more likely to feel confident in the project and its outcomes. By maintaining open communication channels, you can manage expectations and ensure a smooth transition into the client relationship.

    By incorporating these expert insights into your approach, you can increase your chances of winning over new clients and building a strong, long-term partnership. Remember to prioritize the client’s needs, adopt a consultative approach, and maintain open communication channels to create a positive experience that sets the foundation for success.

    References:

    References

  • Tendering in Construction

    Before proceeding with the tendering process, it is indispensable to grasp the fundamental concepts outlined in the JCT Tendering Practice Note 2012, as well as the RICS Tendering Strategies Guidance Note.

    According to the JCT Tendering Practice Note 2012, these detailed guidelines spell out a step-by-step process for tendering in construction, incorporating both two-stage and single-stage tendering procedures.

    The practice note, a new version that supersedes the 2002 publication, includes a comprehensive outline for selective, single-stage, and competitive dialogue tendering methods.

    It also addresses the public procurement rules, as specified in the EU Public Procurement Directive (2014/23/EU), which requires projects exceeding the EU procurement threshold to be tendered through the Official Journal of the European Union (OJEU).

    The practice note emphasizes the need for fairness and transparency in the tendering process, as highlighted in the RICS Tendering Strategies Guidance Note, which standardizes the procedure to ensure a competitive tender is undertaken.

    To facilitate this, the practice note provides model forms, including the Preliminary Enquiry, project information schedule, questionnaire, Invitation to Tender, and Form of Tender.

    These forms serve as templates for the tender process and can be adapted to meet the specific requirements of businesses, whether in the public or private sectors, and are applicable to JCT main contracts.

    Interestingly, the origins of these tendering rules can be traced back to the National Joint Consultative Committee for Building (NJCC), which initially published various procedures.

    Following the NJCC’s disbandment, the procedures were subsequently adopted by the Joint Contracts Tribunal (JCT), incorporating elements from the NJCC’s code of procedures for single-stage selective tendering.

    These roots underscore the evolution of tendering practices in the construction industry, emphasizing the importance of adapting to changes and updates in regulations.

    Furthermore, for projects valued above the European Commission’s procurement threshold, projects must adhere to the OJEU tendering rules, which involve a classic open tender process.

    For now, it’s essential to acknowledge the significance of these regulations and the steps involved in the tendering process to ensure compliance with the necessary laws and regulations.

    JCT Practice Note 2012JCT Practice Note 2012

    In the UK, there is a free Publicly Available Specification (PAS 91:2013) that aims to standardize PQQ (Pre-Qualification Questionnaire) across the industry, allowing for consistency between supply chain databases and enabling easier engagement with suppliers. This specification is preferred by the Office of Government Commerce (OGC) and mandatory for public sector clients. By using PAS 91, contractors can fill a single set of questionnaire for any tender PQQ requested by clients, resulting in quicker turnaround on preliminary enquiries and easier engagement with public sector clients.

    The PAS does not provide project-specific questions, however. Contractors must add these to qualify for the work. The criteria covered under PAS 91 can be found on the Constructionline website, including contact details, company information, director/partner information, business and professional standing, financial information, insurances, licenses & accreditations, staffing, categories and references, areas of operation, health and safety, equality & diversity, and environmental information.

    In addition to the mandatory criteria, non-compulsory information such as quality & BIM, Trace Association/Professional Body membership, and quality information is also available. Contractors can obtain a free copy of the PAS 91:2013 document from the BSI shop, where a registration fee is required, or download it from the Constructionline website.

    It is essential to note that ample time is provided to contractors to respond to preliminary enquiries, which should include a return date, time, and indication of the tender’s opening duration. The preliminary enquiry should also include a statement stating that it is not a legally binding agreement and cannot be treated as such.

    Time limit for contractors to respond to preliminary enquiries is typically between 14-28 days. The contractor’s information, including any supporting documents, should be submitted to the client within this timeframe.

    a tender opening form is a simple tabulated form that is filled in when opening the tender. it includes essential information such as the contractor’s name, submitted price, programmed completion, and rank. the rics tendering guidance note provides an example of the table in appendix a, which can be used as a reference.

    reviewing the tender is a critical step in the process. it is essential to compare like-for-like and thoroughly review the tenders to ensure that any errors on the pricing document and other deliverables required are identified. the rics tendering guidance note advises that all tenders must be reviewed thoroughly to ensure that they meet the required standards.

    checks undertaken during the review process include:

    • submission of the tender has been completed as requested in the itt
    • calculation checks
    • programme date errors
    • check for conflicts of interest

    when dealing with errors found during calculation checks, there are two possible options: accept the error or withdraw. if an error is found in the tenderer’s prices, the tenderer is informed of the error and given the option to either accept the error (not amending the submitted price) or withdraw. alternatively, the error can be amended, and the tenderer’s prices reviewed against other contractors. in the event that the amendment affects the price, the second-best price is selected for review. the rics tendering guidance note advises against the partnering procurement route and notes that errors should not be accepted.

    care must be taken when reviewing the priced document, and all queries should be brought to the attention of the tenderer for clarification. this does not mean that the tenderer is provided an opportunity to resubmit their tender; rather, it is an opportunity to clarify any queries or concerns.

    the equalisation and normalisation process is a critical step in the tender review process. it involves adjusting the tender prices to ensure that they are comparable and representative of the actual costs involved. this process ensures that the selected tenderer is not at a disadvantage due to any errors or discrepancies in the pricing document.

    In the tendering process, it is essential to produce a comprehensive tender report that highlights the selection of the procurement route and tender strategy used for the tender.

    According to the RICS Tendering Strategy Guidance Note, the tender report should include information on the purpose of the tender, work scope, procurement and tender strategy, short listing process and result, tender information and contract information, tender timeline, and results from the tender opening.

    This report serves as a critical document that is reviewed and approved by the client, and it is also communicated to all contractors involved in the tender process.

    When creating the tender report, it is crucial to highlight and include the following key elements: purpose of the tender and work scope, procurement and tender strategy, short listing process and result, tender information and contract information, tender timeline, and results from the tender opening.

    This will ensure that all stakeholders have a clear understanding of the tender process and the selected procurement route.

    Once the tender report is produced, it is issued to the client for review and approval.

    Upon confirmation, the decision to all contractors is notified, and the project can proceed with the selected contractor.

    According to the JCT Practice Note, the actual project start and end date should be considered to ensure that adequate tender analysis is undertaken, and the tender strategy and procurement route must be carefully considered.

    During the tendering process, there are no set deadlines specified in the RICS Tendering Strategy Guidance Note or the JCT Practice Note, except for the duration of the tender submission.

    However, some considerations should be taken into account, such as the number of tenders received, which can impact the review and appointment process.

    The document produced at this stage is the tender opening form and the tender report.

    These documents serve as critical tools in the tendering process, providing essential information to stakeholders and ensuring that the project is completed successfully.

    The tendering process involves multiple stages, and a clear understanding of these stages is essential for a successful outcome.

    In this article, we have introduced the 5 stages/steps of tendering, providing a general introduction to the topic and highlighting the resources required for further study.

    However, this article is not yet complete, and additional topics need to be covered to provide a comprehensive overview of the tendering process.

    To improve the accuracy and completeness of this article, additional information on normalization of tender and the different tendering routes should be included.

    Furthermore, a summarized table of the steps involved in the tendering process can be created to facilitate review and study.

    References

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