Negotiation – Setting the Scene
Just imagine if, after all your personal preparations, rehearsals and visualisations, you meet up with the problem person in a parking lot, in the hallway, on the factory floor, in their office, or even in the kitchen.
How would you feel?
Have you practised for such an eventuality? This can very easily happen.
You need to be prepared and in control of everything.
Again, imagine, just as you are about to execute your well-rehearsed script for the negotiation, the phone rings, someone unexpectedly comes along, a dog barks, or their other distractions.
Would you feel like you have lost control of the situation?
The more you are involved in choosing the time and location for the negotiation, the more you are in control, and are perceived to be in control.
That is, you decide the following:
The venue where the encounter will occur
• Ideally, a negotiation encounter should take place on neutral territory. This gives both parties the feeling that they are starting out on equal footing, and will do great things for rapport building
• If it is not possible to find a neutral setting, then make sure that if you use one where you feel comfortable, for example in your office building, and not in the office building of your counterpart. That person should not have a psychological advantage over you
• Always in ensure that other people at the venue know that a negotiation procedure is occurring, so that you will not be interrupted. Specify that you will not take phone calls, accept any visitors or tolerate any other interruptions. You, of course, need to make sure that your mobile phone (cell phone) is switched off, not on silent (stun), but switched off
• If you need to consult with someone, you would request a break in the proceedings
Arrangement of the physical layout
• You will have all agreed on where the encounter should take place, so you would know about the physical layout including how and where the refreshments will be served
• It is an advantage if you are ask your counterpart if s/he would like a cup of tea or coffee or a cold drink, and serve her or him. This will take any hostility out to be air, as you are placing yourself in a more subservient position
• Couple this with pleasant small-talk and the rapport building process commences
• Make sure that you are in a sitting position that is beneficial to you in the encounter, and that includes that your counterpart is also sitting and not standing. Preferably you should be facing the door
Controlling the date and time
• Again it is important for you to take charge of the date that the encounter will occur, and the time all day. This ensures that you feel confident as you will be properly prepared, and you choose the time of day when you operate best, morning or afternoon
Who will be present?
• To not get any unpleasant surprises on the day, you need to have agreed upon who else will be present, if anyone
• If it is a particularly unpleasant negotiation topic, and a mediator is required, you both need to agree on this person
• Both parties need to justify if a third party is requested, such as for moral support, a witness to the proceedings, someone who is respected by both parties, or someone from human resources
• If someone unexpectedly appears, you are within your rights to postpone and reschedule the negotiation process
This is part of the preplanning that is so important if both parties, at the end, will feel a win-win situation has occurred.
And, of course, smile and be pleasant. This also shows you are confident.
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