EFFECTIVE COMMUNICATION UWB 10202

INTRODUCTION a method by which people settle

differences. a process by which compromise or

agreement is reached while avoiding argument.

the principles of fairness, seeking mutual benefit and maintaining a relationship

WHY NEGOTIATE?

conflict and disagreement will arise as the differing needs, wants, aims and beliefs of people are brought together.

conflicts may lead to argument and resentment resulting in feeling dissatisfied.

to reach agreements without causing future barriers to communications.

CHARACTERISTICS OF NEGOTIATION (i) There are a minimum of two parties present in any negotiation.

(ii) Both the parties have pre-determined goals which they wish to achieve.

(iii) There is a clash of pre-determined goals, that is, some of the pre-determined goals are not shared by both the parties.

(iv) There is an expectation of outcome by both the parties in any negotiation.

(v) Both the parties believe the outcome of the negotiation to be satisfactory.

(vi) Both parties are willing to compromise, that is, modify their position.

(vii) The incompatibility of goals may make the modification of positions difficult.

(viii) The parties understand the purpose of negotiation

2.1 The Process of NegotiationStructured approach to negotiation

1.Preparation2.Discussion3.Clarification of goals4.Negotiate towards a Win-Win outcome5.Agreement6.Implementation of a course of action

1. Preparation a decision needs to be taken as to:- when and where a meeting will take

place to discuss the problem - and who will attend. - Set limited time scale to prevent the

disagreement continuing.

Ensure all the pertinent facts of the situation are known to clarify your position.

2. Discussion members of each side put forward the

case as they see it, i.e. their understanding of the situation.

Key skills during this stage are questioning, listening and clarifying.

It is extremely important to listen, as when disagreement takes place it is

easy to make the mistake - saying too much and listening too little.

3. Clarifying Goals

From the discussion, the goals, interests and viewpoints of both sides of the disagreement need to be clarified.

Through this clarification it is often possible to identify or establish common ground.

4. Negotiate Towards a Win-Win Outcome

both sides feel they have gained something positive

both sides feel their point of view has been taken into consideration.

5. Agreement

Agreement can be achieved once understanding of both sides’ viewpoints and interests have been considered.

Any agreement needs to be made perfectly clear so that both sides know what has been decided.

6. Implementing a Course of Action  In any negotiation, the following three elements are important and likely to affect the ultimate outcome of the negotiation:

1.Attitudes : towards the issues.2.Knowledge : the more knowledge, the

greater your participation.3.Interpersonal Skills : e.g- effective verbal

comm, listening skills, building rapport, problem solving, etc.

2.2 Basic Approaches1. Distributive Negotiation or Win-

Lose Approach2. 2. Lose-Lose Approach3. 3. Compromise Approach4. 4. Integrative Negotiation or

Win-Win Approach

1. Win-Lose Approach

competitive, zero sum, or claiming value approach

one person can win only at the expense of the other.

seeks to gain advantage through - concealing information, - misleading or - using manipulative actions.

Characteristics:

(i)One side ‘wins’ and one side ‘loses’.

(ii) There are fixed resources to be divided so that the more one gets, the less the other gets.

(iii) One person’s interests oppose the other’s.

(iv) The dominant concern in this type of bargaining is usually to maximize one’s own interests.

(v) The dominant strategies in this mode include manipulation, forcing and withholding information.

2. Lose-Lose Approach when one negotiating partner feels that

his own interests are threatened

he does all he can to ensure that the outcome of the negotiation is not suitable to the interests of the other party as well.

arises when the negotiating partners ignore one another’s needs .

This is the most undesirable type of outcome.

3. Compromise Approach To avoid a lose-lose situation

both parties give up a part of what they had originally sought.

A compromise is the best way out when it is impossible for both parties to convince each other or when the disputed resources are limited.

4. Win-Win Approach

called as collaborative or creating value approach.

results in both the parties feeling that they are achieving what they wanted.

Characteristics:

(i) There are a sufficient amount of resources to be divided and both sides can ‘win’

(ii) The dominant concern here is to maximize joint outcomes.

(iii) The dominant strategies include cooperation, sharing information, and mutual problem-solving.

2.2.1 Four Negotiation Strategies

1. Yielding2. Compromising3. Competing4. Problem solving

1. Yielding to not negotiate. accepts the first offer or assumes the

price is fixed. to avoid inner discomfort from thoughts

of taking advantage of someone else . fear of some form of conflict or other

unpleasantness. assume other people are more

important and powerful than them

2. Compromising

seeks some fair balance where both parties appear to get an equitable deal.

this approach is to 'split the difference‘.

see others as worthy and equal to them, and hence seek fair play.

see themselves as equal to others rather than inferior.

3. Competing

aggressive approach.

their goal is to get as much as possible at whatever cost to the other party.

often assume they are superior or feel inferior but need to appear superior.

4. Problem-solving closer to Compromising approach. Does not see the other person as

competitor or threat, but rather as a person who has legitimate

wants and needs, more to work together on an equitable

and reasonable solution. seek to understand the other person's

situation, explain their own, and then creatively seek a solution where both can get what they need.

2.3 Phases of Negotiation

1. preparation, 2. opening, 3. bargaining 4. closure.

Stage 1: Preparation

(i) Gathering Information- what info is needed from the other side.

(ii) Leverage Evaluation – evaluate the other party’s leverage.

(iii)Understand the people involved- with whom you are dealing with.

(iv) Rapport- determine how cooperative the opponent is.

(v) Know your objectives- what your priorities are.

(vi)Type of negotiation- highly competitive/ cooperative? By face to face/ fax/ through mediator?

(vii) Plan- decide the approach and plan accordingly.

Stage 2: Opening Phase Here the two sides come face to face.

Each party tries to make an impression on the other side and influence their thinking at the first opportunity.

It involves both negotiating parties presenting their case to each other.

Stage 3: Bargaining Phase involves coming closer to the objective you intended to achieve.

the basic strategy is to convince the other side of the appropriateness of your demands .

then persuading the other party to concede to those demands.

Stage 4: Closure Phase represents the opportunity to capitalize

on all of the work done in the earlier phases.

involves the sealing of the agreement in which both parties formalize the agreement in a written contract .

to review each element and find out what went well and what needs to be improved