Why Negotiate?
It is inevitable that, from time-to-time, conflict and disagreement will arise as the differing needs, wants, aims and beliefs of people are brought together. Without negotiation, such conflicts may lead to argument and resentment resulting in one or all of the parties feeling dissatisfied. The point of negotiation is to try to reach agreements without causing future barriers to communications.
Stages of Negotiation
In order to achieve a desirable outcome, it may be useful to follow a structured approach to negotiation. For example, in a work situation a meeting may need to be arranged in which all parties involved can come together.
The process of negotiation includes the following stages:
1. Preparation
2. Discussion
3. Clarification of goals
4. Negotiation towards a WIN-WIN situation
5. Agreement
6. Implementation of a course of action
1. Preparation
Before any negotiation takes place, a decision needs to be taken as to when and where a meeting will take place to discuss the problem and who will attend. Setting a limited time-scale can also be helpful to prevent the disagreement continuing.
This stage involves ensuring all the pertinent facts of the situation are known in order to clarify your own position. In the work example above, this would include knowing the ‘rules’ of your organisation, to whom help is given, when help is not felt appropriate and the grounds for such refusals. Your organisation may well have policies to which you can refer in preparation for the negotiation.
Undertaking preparation before discussing the disagreement will help to avoid further conflict and unnecessary wasting time during the meeting.
2. Discussion
During this stage, individuals or members of each side put forward the case as they see it, that is their understanding of the situation. Key skills during this stage are questioning, listening and clarifying. Sometimes it is helpful to take notes during the discussion stage to record all points put forward in case there is need for further clarification. It is extremely important to listen, as when disagreement takes place it is easy to make the mistake of saying too much and listening too little. Each side should have an equal opportunity to present their case.
3. Clarifying Goals
From the discussion, the goals, interests and viewpoints of both sides of the disagreement need to be clarified. It is helpful to list these in order of priority. Through this clarification it is often possible to identify or establish common ground.
4. Negotiate for a WIN-WIN Outcome
This stage focuses on what is termed a WIN-WIN outcome where both sides feel they have gained something positive through the process of negotiation and both sides feel their point of view has been taken into consideration. A WIN-WIN outcome is usually the best outcome, however it may not always be possible but through negotiation it should be the ultimate goal.
Suggestions of alternative strategies and compromises need to be considered at this point. Compromises are often positive alternatives which can often achieve greater benefit for all concerned rather than holding to the original positions.
5. Agreement
Agreement can be achieved once understanding of both sides’ viewpoints and interests have been considered. It is essential to keep an open mind in order to achieve a solution. Any agreement needs to be made perfectly clear so that both sides know what has been decided.
6. Implementing a Course of Action
From the agreement, a course of action has to be implemented, to carry through the decision.
Failure to Agree: If the process of negotiation breaks down and agreement cannot be reached, then re-scheduling a further meeting is called for. This avoids all parties becoming embroiled in heated discussion or argument, which not only wastes valuable time but can also damage future working relationships.
At the subsequent meeting, the stages of negotiation should be repeated. Any new ideas or interests should be taken into account and the situation looked at afresh.
At this stage it may also be helpful to look at other alternative solutions and/or bring in another person to mediate.
Informal Negotiation: Apart from situations when it is appropriate to employ this more formal process of negotiation, you will no doubt encounter one-to-one situations where there is a need to negotiate informally. At such a time when a difference of opinion arises, it might not be possible or appropriate to go through the stages set out above in a formal manner. Nevertheless, remembering the key points in the stages of formal negotiation may be very helpful in a variety of informal situations.
In any negotiation, the following three elements should always be taken into account:
1. Attitudes
2. Interpersonal Skills
3. Knowledge
Attitudes
All negotiation is strongly influenced by underlying attitudes to the process itself, for example attitudes to the issues and personalities involved in the particular case or attitudes linked to personal needs for recognition.
Always be aware that:
• Negotiation is not an arena for the realisation of individual achievements.
• There can be resentment of the need to negotiate by those in authority.
• Certain features of negotiation may influence a person’s behaviour, for example some people may become defensive.
Interpersonal Skills
There are many interpersonal skills required in the process of negotiation which are useful in both formal settings and in less formal one-to-one situations.
These skills include:
• Verbal Communication -
• Listening
• Reflecting, Clarifying and Summarising
• Problem Solving
• Decision Making
• Assertiveness
• Stress Management
• Dealing with Aggression
Knowledge
The more knowledge you possess of the issues in question, the greater your participation in the process of negotiation. In other words, good preparation is essential.
The way issues are negotiated must be understood as negotiating will require different methods in different situations.
