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The stages of the negotiation meeting
A

Open

Test

Propose

Bargain

G
R
E
E

Opening stage
Testing stage
Proposal stage
Bargaining stage
Agreement stage
ITC

M7:U4:4
...


If you are hosting, be
welcoming and show
respect and interest
Ensure refreshments are
at hand
Make purposeful small talk
and find out about them as
people
Check their authority to
negotiate
Be warm as a person, but
be firm on the issues
Agree on the agenda,
expected outcomes and
timescales
ITC

Don’t
...
1-2

Action Point

4
...
1-3

The testing stage
Check your assumptions & their perceptions
Get missing information
Explore topics of common ground
Explore their underlying needs & interests
Ask “what”, “why”, and “how” questions
Clarify perceptions
Listen attentively
Show concern for their needs & interests
Don’t make any firm proposals yet!
ITC

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...
1-5

The bargaining stage
Try to attach conditions to concessions
Give away variables which are worth more to them than to
you
Link variables
Make numerous small concessions rather than a major one
Don’t get caught by new issues
Don’t make unplanned concessions
Don’t lose sight of your objectives!!
ITC

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...


Watch for closing signals
Make sure that all the issues have
been resolved
Watch that the other side doesn’t
reopen a negotiation issue
Make a joint closing summary to
finalise the agreement
Get an agreement in principle if
they don’t have the final authority
Use visual aids to summarise
Specify responsibilities for any
follow-up to the meeting
Offer to prepare the agreement
document
ITC

Don’t
...

M7:U4:4
...
2-1

Action Point

4
...
2-2

The art of Active Listening
Stop talking
Concentrate on what they are saying
Don’t interrupt or answer back
Try to understand their underlying concern
Don’t jump to conclusions
The art of active listening
helps you to fully understand
the other side’s perspective
...
2-3

Action Point

4
...
3-1

Body language

What
we say

ITC

How we
say it

How we
appear

M7:U4:4
...
4-1

Interpreting body language: Doubt
Hand over mouth
Stroking beard or chin
Scratching head
Pen in mouth

ITC

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...
4-1 (Cont’d)

Interpreting body language: Confidence
Hands behind head
Relaxed look
Hands joined by fingertips (to form a triangle)

ITC

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...
4-1 (Cont’d)

Interpreting body language: Defensiveness
Arms crossed
Palms hidden
Leaning away

ITC

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...
4-1 (Cont’d)

Interpreting body language: Nervousness
Swallowing frequently
Clearing throat
Fidgeting and perspiring
Not looking the other person in the eyes (except in
cultures where this is a sign of respect)

ITC

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...
4-1 (Cont’d)

Interpreting body language: Willingness
Leaning forward
Open palms, arms uncrossed
Nodding gestures
Increased eye contact

ITC

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...
4-1 (Cont’d)

Interpreting body language: Boredom
Stifled yawns
Heavy eyes
Eye contact decreases
Leans back, moves away

ITC

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...
4-1 (Cont’d)

Interpreting body language: Frustration
Clenching & unclenching of fists
Touching desk, table, chair, documents
...
4-8

Action Point

4
...
4-9

Action Point

4
...


2
...


4
...


6
...


8
...


M7:U4:4
...
4-2 (Cont’d)

Interpreting gestures

ITC

10
...


12
...


14
...


16
...


18
...
4-11

Negotiating with people from other countries:
Generalising cultural patterns
can be dangerous!
Don’t expect a certain behaviour (you may
be mistaken!)
The same behaviour may mean different
things in different cultures
Your interpretation of people’s behaviour is
automatic, instantaneous and subconscious, so be
careful !
ITC

M7:U4:4
...

The importance of personal trust
The importance of status & background
The individual versus the group
Attitude to age, race & gender
The attitude to familiarity/formality
The importance of hospitality & entertainment
The attitude to time & punctuality
12
3

9
6

The accepted physical distance & physical contact
ITC

M7:U4:4
...

The importance of detailed information
Attitude to very explicit versus indirect messages
The ability to deal with/accept conflict & confrontation
The attitude to showing/facing strong emotion
Attitude to silence in a discussion

ITC

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...

Attitude to risk taking
The role of bargaining
The importance tradition/continuity vs
...
short-term gains
The importance of written agreements
Attitude to changes of plans…

ITC

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...

Avoid falling into the trap of “stereotypes”
Acknowledge different perceptions
Don’t judge
Speak clearly & slowly and check understanding
Be careful with expressions, signs & gestures
Observe & learn

ITC

M7:U4:4
...
5-6

Using interpreters
Words can be translated but cultural patterns can’t…
Opportunities for misunderstandings multiply so
prepare well
Get an interpreter who has participated in similar
negotiations before
If possible, choose your own interpreter
Go over issues & terminology with the interpreter in
advance
ITC

M7:U4:4
...
5-1

Negotiating with people from other countries

Think of a negotiation with a supplier from another country
...
5-8

Negotiating by telephone
Make a note of the key issues to be discussed in advance
Have a pen & paper ready (and use it)
Make sure the person at the other end is free to discuss
Be aware of any time differences
Speak slowly & clearly
Don’t interrupt
Suggest an agenda for the discussion & follow it
Summarise at the end
Keep a written record
Follow up in writing (if appropriate)
ITC

M7:U4:4
...
6-1

Negotiating by telephone
List the issues that you negotiate most frequently by telephone:

ITC

M7:U4:4

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