Effective Communication and Negotiation Techniques (CT-03)

1. Communication techniques How to make others understand Negotiation techniques and fixing agreements (CT-03)

2. Negotiation techniques and fixing agreements What others say… Let us never negotiate out of fear, but let us never fear to negotiate. (Anonymus) The truth isn't the truth until people believe you, and they can't believe you if they don't know what you're saying, and they can't know what you're saying if they don't listen to you, and they won't listen to you if you're not interesting, and you won't be interesting unless you say things imaginatively, originally, freshly.(William Bernbach) … what do you say?

3. Negotiation techniques and fixing agreements Definition of negotiation • Negotiation techniques - What is in it for you as a leader? • The right use of modern negotiation techniques will: • ensure your success • guarantee sustainability • create win-win situation in which no one looses • make it easier to convince people • give you self confidence • … will make you a leader others follow!

4. Negotiation techniques and fixing agreements Definition of negotiation • What negotiation is and what it is not! • Task: • Build groups of four participants • Collect on cards short answers to the question what negotiations are and what they are not • by answering the following: • What are the elements that make a negotiation successful • What might prevent you from negotiating successfully • Pin your collection on the pin board and be prepared to discuss it.

5. Negotiation techniques and fixing agreements Win-win situations WIN WIN

6. Negotiation techniques and fixing agreements The negotiation process A negotiation process can be divided into six steps in three phases: PHASE 1 Before the Negotiation PHASE 2 The Negotiation PHASE 3 After the Negotiation Step 1: Preparing and Planning Step 2: Setting the Tone Step 6: Reviewing the Negotiation Step 3: Exploring Underlying Needs Step 4: Selecting, Crafting an Agreement Step 5: Reviewing the Agreement

7. Negotiation techniques and fixing agreements Factors influencing negotiations Power Text People Time Information

8. Negotiation techniques and fixing agreements Get to know your conversation partner

9. Negotiation techniques and fixing agreements Basic rules of successful negotiation Negotiation techniques The following general principles must be remembered and applied to negotiations: • Present and maintain a professional attitude • Control stress and tension • Avoid politics and egos • Take time to gather all facts and requirements beforehand • Meet in a proper hotel or site people who have the authority to make decisions • Know all the following Do’s and Don’ts

10. Negotiation techniques and fixing agreements Tool What you should do in a negotiation DO • Define the purpose and objectives of the meeting • Know the event • Have printed copies of meeting plans available • Follow up frequently • Communicate with clarity and outline everything in writing • Make all agreements part of the written contract • Be ethical • Ask questions • Listen and pay attention • Minimize all distractions • Know the budget

11. Negotiation techniques and fixing agreements Tool What you should not do in a negotiation DON’T • Sacrifice quality for cost • Make unreasonable demands • Insist on being the final authority • Be inconsiderate of other parties needs • Escalate and overestimate needs • Hesitate to ask questions • Be apprehensive about negotiating for everything required • Promise what cannot be delivered • Lie or misrepresent • Jump at the first offer • Pass up a good deal based on a personality conflict • Be intimidated • Hesitate to advise the facility of changes

12. Negotiation techniques and fixing agreements Tool Negotiation tactics: Assess your style Interest compliant __________________________________________ tough Power submissive _________________________________________ dominating Climate jovial, personal ______________________________________ hostile, formal Flexibility open minded ________________________________________ repetitive

13. Negotiation techniques and fixing agreements Strategies for successful negotiation Here are some negotiation skills, techniques and strategies to help you handle these situations more effectively: 1. Know yourself 2. Do your homework 3. Practice double and triple think 4. Build trust 5. Develop external listening 6. Move beyond positions 7. Own your power 8. Know your BATNA 9. Know what a Win Is 10. Enjoy the process

14. Negotiation techniques and fixing agreements And the most important rule: Stop the negotiations as soon as you have the deal! Any further word can only have negative impact.

15. Negotiation techniques and fixing agreements Group work: Negotiation skills – Role play • Four participants play in one round (three companies and one manager) • The companies (Sahara, Gobi and Kalahari) plan to merge • The value of the newly to be established merger depends on the combination • The value of the work of the manager depends on the overall result • Negotiate between the four partners to get a deal with the manager leading • the negotiation • Results are counted as follows:

16. Negotiation techniques and fixing agreements Fixing agreements • What is an agreement? • An understanding between individuals to follow a specific course of conduct, such as an • agreement to working together • A state whereby two parties share a view or opinion (“We agree that corruption is bad”) • An expression or indication that an agreement has been reached (“He nodded his agreement”) • A legally binding contract enforceable in a court of law (law) • When one statement does not contradict another, they are said to be in agreement.

17. Negotiation techniques and fixing agreements Fixing agreements • Would you fix an agreement on the following: • You plan to go out for dinner with a friend tonight • You agreed with a friend to borrow his car • You agreed with your subordinate that he/she will send a note to the Minister • You agreed with the Minister to work on a new procedure to introduce gender equity in your • Ministry • You agreed with a house owner to buy his house • You agreed with the trainer to work on your Professional Development Plan • You agreed to meet your wife/husband at 8 o’clock tomorrow • You employ a new secretary • Do you see differences ? Why and where?

18. Negotiation techniques and fixing agreements Fixing agreements • General guidelines: • The more official and the more important an agreement is the more it should be fixed! • The way of fixing an agreement should fit the situation and fit to what has been agreed! • Do not overdo it, but do not trust people to much (in best case people might only forget • something) • In your Ministry • At least fix all agreements in written for yourself (e.g. as reminder without signature of • the other party) • Use memos, minutes etc. and a proper file management system (see workshop on “How to practically organize work in a public administration”