NEGOTIATIONS AND BUSINESS

COMMUNICATION





Tips for Successful
Negotiation
Before the meeting be well rested and well
fed- also visit the restroom before entering
the arena as you dont want a nature call to
have you leave the room or adjourn the
meeting early.

Wear comfortable, yet appropriate
clothing- the commercial expression dont
let them see you sweat is never more
applicable. A tight collar and or tie or a skirt
that is being hitched or hiked that will cause
you to fidget will detract from your image.

Focus on issues, not personalities- if you have
to deal with persons you dont like (or those you
do like) it is tempting to let your thoughts about
that person influence your behavior. Focusing on
your goal and treating everyone as an equal will
help matters become resolved in your favor. By
treating all fairly you will avoid simmering about
grudges or worrying about feelings, which can be
an obstacle in your success.


Speak in supportive statements- Attach
credibility to your statements by speaking
in facts not feelings. Avoid sentences
beginning with I think I feel or In my
opinion. When stating facts, be prepared
to quote your sources and elaborate or
deflect questions meant to deflate your
position. Being armed with facts stands up
better than trying to justify feelings.


Listen (with more than your ears)- Listen
for audible content but also watch the body
language. Are your opponents sitting with an
open body posture or are their arms tightly
folded across their chest? Are they
scratching their nose often in disbelief? Are
they looking down or are they engaging you
with their eyes in a game of blink to
establish who is boss?

Find points of agreement to build on-
pick up points that you agree upon and
incorporate them into your presentation. An
example would be I agree with you on the
importance of XYZ, and this is how the
implementation of PDQ can benefit XYZ".

Compromise with care on items important
to you. Weigh carefully whether holding out
will be in your best interest. Sometimes a
speedy resolution isnt the best.


Take minutes- Have someone tape or take minutes
so that all that has been said is recorded. Reiterate
that your responsibility will be and that you will
execute your part right away.

End on a positive note - Shake hands and smile. A
smile shows friendliness and confidence and that
you are a great person to do business with, even if
everyone in the room wasnt altogether pleased with
the outcome. Conversely, if you did not get all you
wanted, dont appear a bad sport. Focus on your
wins and play down the losses. Take honest notes
to yourself on your tactics and see how you can
improve for next time.








The following are a few suggestions to get you started on
the road to effective negotiation tactics.

You should always have clear objectives.
It helps to make a list of goals before
meeting the other party.

It is important to go to a negotiation
having done your research. Know relevant
law, facts, and figures.

Consider what you really need to get
from the other party, and also decide in
what areas you are willing to compromise.
Build trust with the other party. Trust
will aid communication.
You may want to have a first draft of
an agreement written before meeting
with the other party.
Try to keep the discussion ordered
when meeting with the other
party. Make a checklist of topics that
should be reached during the
negotiation.
Listen to the other party and their
concerns.



Contract Drafting Tips
An effective contract should always be
clear, specific, and focused.

Sentences should be short to avoid
unnecessary complexity and ambiguity.

You may want to look at sample
agreements prior to drafting your own.

Make sure all party names are
accurate. Include their business titles if
applicable.

A contract should be consistent in its tone,
grammar, word usage, and abbreviations.
Outlining the contract can aid clarity and allow
for quick reference to certain clauses.
Define important terms.
Anticipate litigation by including sections
regarding venue, choice of law, and attorney
fees.
All parties should sign the contract, including
business titles if applicable.
Pages should be numbered. Avoid the
appearance that pages could have been added
after the agreement was signed.
As with any business writing, proofread very
carefully.
Negotiation Basics
Do:

Give yourself time
If U.S. negotiations normally take
four to six months, it could take a
year or more for an international
event.

Do your homework
Research online and talk to others
who have been to the destination.
Understand the culture
Cultural differences can impact what you get,
when you get it, and how much you pay for
it.

Get local help
A tourism board, travel agent, customs
broker, congress organizer, or your local
chapter/office can be your ally in
negotiations.

Know with whom you're dealing
Check references and inquire about the
quality of services rendered.
Ask for English
Request English as the official language for negotiations
and specify the English-language contract as the prevailing
document.

Define the terminology
State your requirements in descriptive terms rather than
industry jargon.

Read the small print
Standard terms and conditions, rules and regulations may
be referenced in the contract but not attached. Review all
referenced documents before signing.

Obtain insurance
Make sure your organization is ensured for losses outside
the United States.
Don't:
Assume it's included
If what you need is not spelled out in the
contract, it's probably not included in the
price. The same is true for taxes, gratuities
and service charges.

Agree to something you don't understand
Ask questions, gather information and, if
you're unclear about something, ask again.
Sign a contract without examining a
translation
Request copies of the contract in English and
the language of the host country, then
compare the documents for consistency.

Be the ugly American
Arrogance, disrespect for cultural differences,
or a bull-in-the-china-shop approach will
only hinder negotiations.
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Negotiation Tactics
Location
Time limits
Buyer-seller relations
Bargaining behaviors
Use of extreme behaviors
Promises, threats and other behaviors
Nonverbal behaviors
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Effective Negotiation Characteristics
Adapted from Table 7-10: Culture-Specific Characteristics Needed by International Managers for Effective Negotiations
40
Effective Negotiation Characteristics
Adapted from Table 7-10: Culture-Specific Characteristics Needed by International Managers for Effective Negotiations
Rules I

A.Everything is Negotiable, Nothing is Ever
"Off the Table".

B."No" Doesn't Mean "No", "Final" Doesn't
Mean "Final".

C.Noise is Part of the Process.

D.Negotiations are 50% Psychology and 50%
Sales.

E.Be Persistent.

Rules II

F. Don't Negotiate, Mediate.

G. Be Patient: Negotiations Are Full of Ups &
Downs.

H. Momentum is in Favor of an Agreement.

I. You Dont Have to Make a Bad Deal