As a Project Manager, your role in a negotiation meeting shares similarities with a coach's preparation before a penalty shootout in football. Last week, we took inspiration from two specific anecdotes about winning approaches by two players in famous situations.
This time, let's shine a spotlight on the power of preparation.
1. Anticipating Choices
Consider the opening coin toss in a penalty shootout—it's more than a formality. Research reveals that its outcome, and the consequent choices that are taken, can shape the outcome of the game.
Identify and consider the importance of these metaphorical "coin tosses". Even if they rely on an informed guess, these choices might set the tone and course of discussion, bolstering confidence and reducing hesitation.
2. Defining Roles
Uncertainty breeds anxiety. Similar to how a football coach designates who will take penalties, make sure that roles and responsibilities are clear.
By clarifying who leads discussions on specific topics, you eliminate uncertainty, reduce stress and promote effective teamwork.
There is no one-size-fits-all definition of negotiation roles, but these ones are always present. It goes without saying, one person can own more than one (unless you decide that you want to run a “good cop — bad cop” kind of meeting):
Lead Negotiator
This individual takes the forefront in the discussion, steering the conversation and presenting key points. They set the tone for the negotiation and maintain a strong grasp of the overall strategy.
Subject Matter Expert
Different topics require specialized knowledge. Having a team member who is an expert in a particular area ensures that detailed and accurate information is conveyed.
Communication Coordinator
Effective communication is essential. This team member ensures that messages are conveyed clearly and consistently, both within the team and to the opposing side.
Observer and Note-Taker
Assign someone to closely observe the dynamics of the negotiation and capture important points. This role ensures that nothing crucial is missed and allows for later analysis.
Decision Maker
In certain situations, swift decisions might be necessary. Having someone authorized to make on-the-spot decisions can expedite the negotiation process.
See "resources" below for some structured approaches to define the roles in a negotiation team.
3. Get rid of emotional baggage
Past failures can haunt both footballers and negotiators. Learning from defeats while building on successes is crucial.
For instance, imagine a team member being unhappy with a new provider due to a strong, positive relationship with the old one. Another might have been part of a bad deal in a previous project.
Recognize emotional baggage and guide your team in channelling it positively, instead of dwelling in negative attitudes.
An article by The Guardian highlights how Australia Women football team approached the topic to deal with past defeats in preparation for the World Cup.
4. Be ready for the unpredictable
Football matches and negotiations are dynamic. Just like one or more of the designated strikers might not be able to take their penalty because they did not make it to the end of the game, whether due to injury or unforeseen circumstances, be prepared for last-minute changes.
Having contingency plans ensures that unexpected alterations won’t derail your strategy.
5. Prepare the environment
Creating the right environment is vital. As in the previous article about behaviours that establish your ownership of the playing field, here we focus on what can be done in advance to set the right stage for effective negotiations.
Control in-person dynamics: make sure that the room is adequately sized, that your team members are able to get there on time without being in a rush. Moreover, seating arrangements and presentation setups influence your presence. Take charge of these elements to assert your authority and ensure effective communication.
Project a professional virtual presence: in virtual meetings, projecting professionalism is crucial. Ensure you and your team members have good lighting, proper attire, and a clutter-free background to maintain a credible presence.
Navigate tech and logistics: anticipate and troubleshoot tech issues. Have backup plans and materials ready to keep the focus on your message. Technical glitches can disrupt the flow of negotiations, so being prepared is crucial.
Craft a clear agenda: leading with a clear agenda and a well-structured schedule guides the flow of the meeting and helps achieve your objectives.
Resources
The parallels we’ve discussed between negotiation meetings and penalty shootouts provide a glimpse into the significance of preparation. Yet, negotiations are intricate, with many more facets to consider.
For a broader understanding of negotiation strategies, this article by the Harvard Business Review offers a wide perspective.
More specifically for Project Managers, this article from the PMI library provides a list of project-related activities that require strong negotiation skills.
These articles sources show different structured approaches to negotiations, each emphasizing a different set of roles for team members:
Essentials for Government Contract Negotiators by Legette McIntyre, O’Reilly (subscription required)
Understanding Negotiation Roles and Responsibilities by Derek Gaunt, the Black Swan Group
Negotiation Roles, ChangingMinds.org
In the small-”a” agile model, these strategies reflect the “Anticipation” practice.
Conclusion
Preparation serves as the line between triumph and frustration in negotiations. If I had to wrap it all up in one single piece of advice, including all the important points in the two articles above, it would be this one: gather your team for a pre-meeting.
It’s your golden opportunity to make sure everyone’s on the same page. Just like athletes huddle before a game, this huddle readies your team for success.