Ground Rules for Teams:

Key Rules and Guidelines for Team Negotiations

We've already talked about some of the benefits of utilizing a team-based approach when negotiating with another party. As many have found, teams can work together to present a unified front when dealing with customers, potential partners or internal colleagues. When negotiating as a team, members can draw upon varying levels of experience, history and knowledge to work as an effective group.

Once your organization has decided that a team-based approach will be the most effective, there are a few key rules and guidelines that will make your efforts more successful. Failing to pay attention to these rules and guidelines may limit your team's effectiveness. As you prepare for your negotiations, keep in mind the following important guidelines:

• Who should be involved on the team? Depending on the type of negotiation, you may need to build a cross-functional team with representatives from different departments and functions.
• Will team members be able to make a commitment to the entire process? Select those who will be there to help the team succeed during negotiations.
• Are you selecting compatible personalities? Team negotiations are no place for the shy and timid. Select team members with compatible but outgoing personalities who are willing to contribute and follow the lead of the head negotiator.
• Have you worked together as a team to plan for the negotiation? If not, be sure to set up internal meetings to go over roles, responsibilities, expectations, issues, aspirations and other vital information.
• Will anyone keep track of the proceedings? Assign one person to bring a laptop in order to take notes on your discussions. Good record-keeping is essentially during long negotiations.
• Are you prepared to handle negotiating tactics? It helps to review some of the possible tactics the other side may use as well as prepare possible responses.
• Have you spent time rehearsing a negotiation? Practice makes perfect... a bit of time spent "playing out" the possible negotiation will go a long way
• Some other key factors to keep in mind as you prepare to enter a team negotiation:
• Team members should avoid contradicting or interrupting their colleagues. When you argue in front of the client, you are showing the other side that they team may not be as unified as first thought. Focus on allowing each person to speak their turn and listening to team members.
• Unless you get stuck trying to hammer out an issue, focus on one topic at a time. By now, you should've already prepared an agenda for how the negotiation will flow from one discussion to another.
• If you sense dissent forming among team members, don't be afraid to call a time out. Don't hash out differences in front of the other party.
• Determine who will be acting as the primary negotiator during all discussions. One person should be assigned as the lead with other providing supporting roles.