Negotiating in Teams

Keys to Success

• Negotiate as a team, but prepare as a group of creative individuals.
• Avoid “group think;” encourage individual input to stimulate creativity.
• Present one public message/voice throughout.
• Receive empowerment and support from all parts of the organization.
• Obtain stakeholders’ input and buy-in.
• Gain authority and access to all necessary information.
• Establish hierarchy of decision making within the team.
• Define role for each team member.
• Develop mutual respect and trust among your own team members.

Special Challenges

• Risk of error generally increases proportionally with the number of team members.
• Maintaining control when you have highly invested and emotional team members.
• Ensuring your team speaks with one voice and carries a consistent message throughout.
• They typically take more time and are less efficient.
• Team members sticking to their roles: some should be at the table, others should not.
• Other side can feel overpowered.

The Negotiators

• Limit the negotiation team to only necessary players.
• Strategically select which team members are around the “table.”
• Encourage each negotiator to take notes for full team review at caucus.
• Ensure team members are well prepared, well rested, and well fed.
• Be a gracious host to their negotiators: comfortable environment, plenty of drinks & snacks, regular breaks.

What to do Before Negotiations Begin

• Consider having a pre-negotiating telephone conversation. Prepare the other side for what you expect from each meeting/round.
• Manage and control the agenda:
  • You set the time and date;
  • Give the other side time to prepare and provide them the agenda in advance;
  • Request that the other side provide input to the agenda; and
  • Let the other side know who you expect to attend from their side.
• As always, come prepared for each meeting/round:
  • Define your Opening, Goal, & Least Acceptable Agreement for each round,
  • Determine your concession strategy for each round or meeting, if any.
• Know members’ roles:

• Conduct team building exercises.
• Train all members in the negotiating process.
• Identify all stakeholders and obtain their input and buy-in.
•  Ensure all members understand the strategy and their role.
• Establish a hierarchy of decision making amongst your team. For example:

Communications at the Negotiating “Table”

• Don’t forget rapport: start slowly, introduce your team, encourage small talk.
• Have well prepared, scripted, and practiced opening comments.
• Your lead negotiator is clearly the lead negotiator.
• Determine what each team member is allowed to say, if anything.
• Every team member is an observer when not speaking.
• Listen until it hurts.
• Caucus, Caucus, Caucus. It is a sign of preparedness, strength and confidence.
• Absolutely no whispering or passing notes to your team members; instead, caucus.
• Before leaving, summarize what was agreed upon so far, any action items and deadlines.
• Follow-up meeting/rounds with summaries sent to other party.