Communication and Negotiation Flashcards
What is communication?
The imparting or exchanging of information by speaking, writing or using some other medium.
What are your views on email communication?
Need to take great care when sending emails to make sure that they are free of grammatical errors, are concise and that the recipients are correct to ensure sensitive information is not incorrectly issued.
Despite emails appearing to be less formal that written letters, they can still have the ability to create contracts and form written instructions.
Should always communicate in a professional manner even if the other parties don’t.
What is negotiation?
Negotiation is a dialogue between two or more people or parties with the intention of reaching a beneficial outcome regarding one or more issues where a conflict exists.
What would you do following a negotiation meeting where a verbal agreement was made?
I would look to formalise the verbal agreement as soon as possible in written correspondence.
For example I do this by issuing email correspondence following dilapidations negotiations meetings to set out what was discussed and the agreed actions required of both parties. I would then formally document the agreement in a settlement letter which would need to be signed by both parties.
A
nother example would be discussing a final account with a contractor - I would issue email correspondence and request them to confirm the outcome by reply and then formally document by having me and the contractor sign a statement of final account.
What are the main phases of negotiation?
Preparation and planning: Effective planning is key to make sure you are confident ahead of the negotiation. Information should be collected on both your own and other parties positions to analyse for strengths and weaknesses. Consider concessions you are willing to make after working out ideal position and limits of negotiation.
Opening: Establishes rapport of two parties and their prospective positions. Warm but tough stance should be taken to ensure calmness and that you mean business.
Exploring: Learning about the other party’s position without revealing own. Leading questions can help gain small wins
Testing:Where the real negotiation takes place. Important to test how firm the other party’s position is.
Bargaining: Explore possible agreements. Never give concession without asking for something in return. Needs to be civil to protect long term relationships and aid future negotiations.
Closing: Final agreement.
What make a successful negotiation?
Preparation
Look at both respective positions (e.g Scott schedule) to see what strengths and weaknesses there.
Confirm with a client / yourself where concessions can be made and non-negotiable items.
Prepare structure for the negotiations - confirm this to the other party prior to the meeting.
Research or ask others in firm to confirm the character of the person so you are prepared.
The Meeting
Meeting should be held in calm environment where both parties are given the opportunity to speak without interruption.
Don’t dwell on items that cannot be agreed, come back to them later on when negotiations have progressed.
Post Meeting
Formalise in writing what has been discussed, what has been agreed and then allow formal docmentation once each party has had time to consider and talk with respective clients (if applicable).
What makes a good negotiator?
Understanding the other parties perspective
Respectful
Calm and professional
Understanding of the matter in hand - has the facts and is prepared and consideration of desired outcome at all times.
What is a Win/Win negotiating strategy?
- Negotiations in which each party achieves their goals, in a way that increases your opponents overall satisfaction whilst achieving the outcome you desire.
What is an integrative negotiating position?
- Focusses on developing mutual beneficial agreements based on the interests of the disputants, avoiding hard bargaining or haggling
