Page 143 - Communication in Organizations Basic Skills and Conversation Models

Communication in organizations 132

an atmosphere of indifference. Good personal relationships contribute to negotiations
proceeding in a relaxed atmosphere, wherein creativity regarding the solution can be
developed. By expressing interest in personal affairs and by emphasizing the mutual
dependence, an atmosphere can exist which is not solely ‘businesslike’.

Influencing the structure of the negotiation
Effective negotiators will attempt, as far as possible, to influence the process of affairs
during the negotiation. They can propose to allow the conversation to proceed according
to a phase model (see Chapter 15). The addition of structure in the conversation leads to
calmness in the negotiation situation. This usually has a positive effect on the
atmosphere. The negotiation space can be extensively explored and the various
alternatives get a chance to be considered and discussed. These activities demand a
flexible attitude of negotiators. They have to be able to ask questions, to find alternatives
and to think aloud about the proposals made by the other party. In short, they have to
show explorative behaviour, directed to achieving an optimal result.

Model for a negotiation conversation

The negotiation conversation can be divided into five phases:
• preparation phase
• introduction phase
• exploration phase
• decision phase
• closing phase.

Preparation phase
We have already discussed how negotiators can influence four elements of the situation.
Careful preparation is necessary in order to be able to do so. Negotiators should go
through all the information about the question to be negotiated in advance. They have to
set themselves goals and ask what the arguments are for different possible choices.
Besides, it is useful to make an estimate of the goals of the other party. What do they
want to achieve and why? At this stage the negotiators should think about their target
point and point of resistance and the negotiation space in which they have to operate.
The preparation of positions takes place by making a strength and weakness analysis
of both parties, by considering possible solutions and alternatives in case the negotiations
do not proceed as desired. The atmosphere can also be anticipated in the preparation
phase. For example, if the atmosphere is expected to be ‘grim’, then negotiators can plan
to improve it by mentioning this grimness. Here, it is important to consider the difference
between a stating and a supposing tone. A stating tone can influence the atmosphere
negatively. If negotiators are aware of the personal background of the other party and
show that this is relevant, this may improve the atmosphere. Finally, negotiators should
prepare themselves on the structure of the conversation.