Background Preparation for a Negotiation

People come across circumstances in daily work that call for them to communicate and market their goals and ideas successfully and convincingly. To do this, one needs to possess effective negotiation techniques that will enable them to persuade their client to accept their proposal or concept.

In the negotiation process, two or more parties work together to try to solve a problem through conversation. In the scenario that follows, I shall think of myself as a consultant for Sydney's communication system. I'm pitching the University of Technology, Sydney on the concept of using better communication techniques (UTS). As a consultant, I have to engage myself with the competency agency of UTS, who will evaluate my negotiation skills and decide whether my idea is worth implementing.

I will have to develop proper negotiation skills that will entice my client to embrace my proposal. I will, therefore, present this paper as a report for my negotiation will the competency agency. The first section will be the analysis of the context of the negotiation. Here, I will enlighten my client on my plan and why they ought to implement it. I will use proper negotiation skills to convince them fully. Thereafter, I will elaborate the various challenges I faced in my attempt to relay information. I will then outline my negotiation strategy and conclude by elaborating the efficiency of my strategy.

Analysis of the Context

Sydney is one of the most urbanized cities worldwide with a very excellent infrastructure. The University of Technology Sydney has followed suit with this trend to ensure that it delivers high-quality education to its students. However, the students have complained numerously regarding the university website. Sometimes the system becomes very slow, especially when examinations are approaching. Most of the students have complained that they cannot access reading materials on time and are thus not able to adequately revise for their exams. Some instructors prefer sending notes and questions to students emails so that no student lacks any reading material. They consider this tedious as they have to keep sending the study materials year-in, year-out to the students' emails. They crave for a system that would enable them to send the study materials once and only update them when necessary.

The communication company aims to provide the institution with a more stable website that will be able to host several users without slowing down. This will assist the students to access the materials with ease and convenience. The communication system was able to discover the issue on the school's website through a survey that was carried out for various institutions. It aims at ensuring that every learning institution embraces e-learning conveniently.

The primary stakeholders in this negotiation will be the IT managers of the institution and the IT representatives from the communications authority (Hawes, 2015, p.34). The main issue of concern in the negotiation is embracing e-learning and upgrading the institution's website. Both parties need to familiarize themselves with the current state of the website to figure out the upgrades that need to be done. There is a high possibility that the school may shun the upgrades claiming that the website serves its intended purpose at the moment. The IT representatives from the communications authority need to consider the school management on the importance of upgrading their system.

Challenges of the Negotiation Process

The greatest challenge the negotiation may face is the rigidity of the institution (Hawes, 2015, p.39). To have a successful system upgrade, the institution has to produce funds for infrastructure. The funds have to be planned for in advance to ensure the upgrade is a success. It is not wise to interfere with an already set budget as this will interfere with other programs. The school management is therefore likely to reject the offer at first in fear of the funds to be spent. Also, focusing too much on the funds may hinder the institution from having a properly functioning website.

In some cases, the consultant may not have gathered enough information concerning the current functioning of the website (Opresnik, 2014, p.52). Without sufficient facts and figures, it will able almost impossible to convince the school management to have a system upgrade. The school administration may not have received cries of distress from instructors and students. To avoid this, the consultant needs to carry out sufficient survey and have enough evidence that would be able to convince the administration to employ the system upgrade.

Another critical challenge the negotiation may face is the presentation of the consultants (Opresnik, 2014, p.55). In such a scenario, it is advisable for the shareholders to dress officially to put a more serious look to the negotiations. If dressed casually, the administration may consider the consultants as jokers and automatically decline their offer.

Presenting such a proposal to officials and IT managers of the institution may be quite intimidating (Brett, 2012, p.10). The consultants may come off as shy and thus fail to address all their issues. This will prevent them from selling their idea to the institution, and their offer declined. The consultants need to have extra confidence and be assertive in their communication. Confidence is a great key to successful negotiation as the representatives from the institution will consider the matter with the seriousness it deserves.

During the negotiations, the involved parties need to avoid any sarcastic comments as this will be a great turn off (Holden and Thompson, 2013, p.120). The need to be sincere with each other and have an open mind that will enable them to see the importance of the new idea. They should not criticize one another, rather have a willingness to listen and embrace new ideas.

For the negotiation to be successful, each of the parties needs to have set aside sufficient time (Holden and Thompson, 2013, p.127). It is wise to clear their schedules and dedicate a particular day to listen to the proposal and in turn take part in the negotiations. If the time is not sufficient, the consultants may not be able to address all their ideas to the institution. As such, UTS may find it difficult to embrace the new system.

Lastly, when the involved parties have preconceived notions regarding the other party, the negotiations may not be successful (Brett, 2012, p.14). Both parties need to have an open mind and ready to listen to each other. Also, they should not shut down each other's ideas. They should use the negotiations as an opportunity to learn about each other.

Negotiation Strategy

For me to ensure that the negotiations will be successful, I must employ specific negotiation strategies that would assist capture the attention of my clients. First, I need to provide the context of the negotiation then familiarize the clients with the information I intend to present to them, I have to elaborate on the advantages and disadvantages of the system (Hawes, 2015, p.136). However, I need to ensure that the pros outweigh the cons. Also, as I provide my context, I have to ensure that I involve them so that they do not get bored and wander off.

I need to appropriately share the objective of the new system by outlining the advantages it has over the old system. Providing sketches and interface of the new system will play a significant role in convincing the institution to embrace the system upgrade. Also, providing demonstrations of how the new system works and giving comparisons to the current system will help to shed light on the loopholes in the current system.

Since I am selling an idea, I need to empathize with the management of the institution so that they are willing to embrace the new system (Hawes, 2015, p.1367). I may come up with existing offers such as a reduced price which will entice the administration into swinging along with my negotiation. Also, I must consider that I am dealing with an institution and this provides them with suitable business deals.

Also, I need to prepare myself well enough to face whichever audience I have. Being an institution of higher learning, there is a possibility that a plan to upgrade the system is already in progress. I must put all these factors into consideration. Therefore, I must be well prepared in case the institution already has an alternative system upgrade. My conversation must be flexible so that they do not notice any hesitation or fear in my intonation. I must be assertive and confident enough during the negotiation. Great confidence will help me come up with more options in case they claim that they already have a similar work in progress. I must do my possible best to sell my idea.

I need to be patient and wise enough to solve any issue or question that may arise during the negotiation. I should not display any cowardice as they may doubt my skill. Whenever I am asked a question regarding the upgrade, I should be able to provide accurate answers. This means that I need to adequately familiarize myself with the system such that I will not need to make additional reference in the course of the negotiation.

Most importantly, I need to communicate properly with the other stakeholders so that they have the proper concept of the new upgrade. I also need to provide appropriate responses. The negotiations should not be one way so that they will feel included.

Conclusion and Recommendations

As long as I plan my negotiation process properly, the institution is highly likely to embrace my proposal. I only have to ensure that ensure that I fully capture their attention by explaining everything into details. Also, I should avoid using complicated terms that may leave them wondering what I am talking about. Since it is a negotiation, I should allow them to have equal opportunities to communicate as I have. I should not shut down any of their ideas, instead, take keen interest and respond accordingly. I need to have selected my mode of negotiation so that I am able to stick to my original idea. Deviating from my proposal may portray me as irresponsible and not serious about what I do. Once I select a style of negotiation, I should follow it through to the end. Most important, I should respect boundaries such that I do not invade their space or make them uncomfortable. With a proper negotiation process, the institution is highly likely to embrace my idea.

References

Brett, J. (2012). Negotiating Globally: How to Negotiate Deals, Resolve Disputes, and Make Decisions Across Cultural Boundaries. 2nd ed. San Francisco, Calif.: John Wiley & Sons, pp.5-19.

Hawes, J. (2015). Proceedings of the 1989 Academy of Marketing Science (AMS) Annual Conference Developments in Marketing Science: Proceedings of the Academy of Marketing Science. Cham: Springer International Publishing, pp.33-41.

Holden, R. and Thompson, L. (2013). Learn Successful Sales and Negotiation Tips (Collection. [S.l.]: FT Press, pp.119-150.

Opresnik, M. (2014). The Hidden Rules of Successful Negotiation and Communication: Getting to Yes! Management for Professionals. Cham: Springer International Publishing, pp.47-70.