Negotiations
Training
Negotiating
in the Information Age:
Electronic Negotiations
Recent advancements
in technology seem to have made it infinitely easier for companies
to do business together. With the proliferation of the Internet
and electronic communications, the ability to communicate
both internally and externally has become faster and more efficient.
Documents that once had to be mailed or, at best, faxed can be quickly
exchanged among business. This enables negotiations to proceed at
a much faster pace than just a few short years ago.
This brings
to mind a problem - nowadays, it seems like more and more people
are focusing on using the Internet to communicate and are neglecting
to meet face-to-face or even talk
on the phone. While there are times when face-to-face meetings
simply aren't practical, it is important to maintain
that human touch with others. At the same time, some negotiations
can be easily and cordially be handled via e-mail. We don't necessarily
discourage electronic negotiations. We know they take place. We
just want to make sure that those who are involved in electronic
negotiations follow some important rules and guidelines to keep
"discussions" flowing smoothly.
* Get to Know
the Other Party - It truly helps to know the other party, whether
in person or on the phone, before moving forward via e-mail. Failure
to do so can lead
to misunderstandings as those nuances found in verbal communication
are suddenly missing in a pre-formatted text message. By establishing
a relationship prior
to negotiating electronically, you will have the opportunity
to understand the other
person's personalities, quirks and tendencies. Discovering these
traits via e-mail can lead to misunderstandings.
* Lay Down Some
Ground Rules - Most e-mail negotiations are spontaneous. They occur
over time as two parties begun talking about a particular relationship,
a purchase or some other type
of transaction. In some cases, telephone conversations regarding
an alliance agreement may find their way onto e-mail as each side
goes back and forth on particular
terms and conditions. In many of these cases, it is helpful
to establish some ground rules. If you are negotiating over e-mail,
you may want to ask the other party to provide answers or response
within X amount of time. You might also ask that any documents that
are sent back and fort and set to show possible mark-ups. Think
about those essential areas that need to covered to ensure your
communications are clear and straightforward and not fraught with
opportunities for miscommunication.
* Watch Your
Ps and Qs - When negotiating electronically, remember that professionalism
still applies. Don't type you're messages like a giddy teenager.
All too often, normally professional individuals will throw out
rules on punctuation, grammar and spelling. Stick to the basics.
Use proper punctuation and sentence structure. Avoid using "cutesy"
abbreviations and smiley faces. Remember that you
are negotiating, not chatting online with your friend Sally
about a pep rally.
* Be
Specific - Don't leave the other party guessing about your intent.
Go out of the way to be as clear as possible in your communications.
If you come to an agreement on something, confirm your understanding.
* Don't Be Afraid
to Reach Out - If you're facing difficulties communicating via e-mail,
don't be afraid to pick up the phone or set a face-to-face
meeting. E-mail makes it difficult to have a true discussion
to hash out more difficult topics or resolve
conflict. When faced with a tough situation, step away from
the keyboard and call the other party. Better yet, if possible,
drive over to their office to work out any difficulties. The tried
and true methods
of negotiating in person or on the phone never fail.
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