How important is the language we use in communicating?

Most NEC3 contracts require us to communicate in a form that can be 'read, copied and recorded' - see clause 13.1 of the NEC3 ECC. But what sort of language should we actually use in such communications, and when we are in say a risk reduction meeting, what language should we use there? I say this, following on from earlier posts today, that often I hear people using I/you quite prolifically rather than we/us. What state of mind do you think that creates? If somebody in a risk reduction meeting starts finger pointing at you saying 'You have messed up, it's your risk/fault, what are you going to do about it?' then funnily enough you may not be quite as engaging and may not be quite as creative/helpful as the pointing person hopes! To neutralise this as best you can, why not try (at the same risk reduction meeting)....'We have a problem here [explain] so what do we think we can do to avoid or reduce the effects of this matter'? Suddenly you've given yourself a chance to tease some good ideas out of those in attendance and can hopefully come up with something really good out of this and action it. Or is this a bit fluffy and the 'bloke' within many of us wants to make sure everyone knows who is the boss?! Which approach do you think is most likely to best minimise the time/cost effects of problems: A. I/you, or B. We/us?

Q. Do you issue or raise an early warning?

A. Neither of these. Assuming this is NEC3 ECC, clause 16.1 requires the Project Manager (PM) or the Contractor to give an early warning by 'notifying' the other as soon as blah blah. All either party needs to do is fill in a very simple communication form (such as those produced by NEC) that says eg 'Under clause 16.1 I notify you that a Subcontractor may be going insolvent/a supplier may be delivering some key Plant and Materials later than promised/the Employer has requested we change the permanent fencing layout (yet again!)/a protest group has threatened to invade the Site....' and so on. The contract does not ask either party to say anything more than stating the matter itself that is giving concern - it does not say fix it, or somehow rank it, or submit proposals or anything other than what is it, and this needs to be properly communicated via a notification. Use the NEC Project Manager's notification form or the Contractor's notification form. PMN or CN if you like acronyms. Simples. So again, this is about properly and closely following what the contract requires you to do, no more, no less. Follow the language. Follow the processes.

Like the new NEC3 'How to...' guides?

Hopefully most of you have had the chance to look over the new 'How to...' guides that were launched in April. Do you like them, would you like to see more and if so, on what topics? These are intended to be fairly concise but practical guides to help users better understand the particular topic in the guide, which so far concentrates on communications, BIM and writing the Scope/Works Information/Service Information. Do let us have some feedback.

Rob