Lessons in table manners
By Tom Lester
Published: November 21 2007 19:29 | Last updated: November 21 2007 19:29
You are vice-president of strategy for Ford in North America and part of a taskforce the chief executive has just instructed to devise a radical strategy. The urgent priority is to stop the slow decline in the company’s US market share and lift operations back into the black. And, by the way, you and your eight colleagues have just two hours to finalise your recommendations.
MBA veterans will recognise the conventions of the business school case study. In this instance, though, the aim is not to produce a beautiful strategic solution, but to highlight the participants’ negotiating skills. As representatives of the manufacturing, engineering, finance, marketing and sales arms of a fictional Ford, they must reconcile their conflicting priorities to produce a coherent plan.
Used on executive negotiation courses at Oxford’s Saïd business school, the case illustrates a shift in the way the subject has been taught – and practised – over the past 20 years. In a world of extended supply chains and long-term outsourcing relationships, traditional nose-to-nose price confrontations are becoming less commonplace; co-operation is increasingly more important than the crude terms of a deal.
Yet organisations have been slow to develop the necessary skills. Sherman Roberts, former director of the negotiation programme at Harvard and a teacher on the Saïd programme, says: “Without instruction, people in negotiations do very poorly, especially in terms of the opportunities left on the table.”
A workable settlement demands that both sides – or all sides in multi-party negotiations – come away with something. As the Ford case shows, the principle applies internally as well as externally.
Such skills are vital for public-sector managers as well as corporations. Policymakers aim at “joined-up government” – departments that co-operate closely rather than merely defend their patch – and this often entails interminable discussions and trade-offs.
Yet the principles of good negotiation have not always been clear. In the 1970s economists attempted to aid the negotiation process with sophisticated computer programs that used dynamic game theory and simulations. The aim was to predict moves in multi-party deals based on the mathematical balance of advantage. Unfortunately, human beings usually have many and variable aims, and don’t always react as pure logic suggests they should.
More practical advice came from the legal profession. In the 1970s, Roger Fisher, professor of law at Harvard, saw that in many conflicts participants lacked the experience to find mutually beneficial solutions. He set up the Harvard Negotiation Project in 1979 to study negotiation and conflict resolution, and co-authored Getting to Yes in 1981, which became a classic source of advice. Most business schools, including Harvard, now offer the subject in one form or another and it has become a crowd-puller for executive courses.
Communication is critical because it allows all sides to establish a rapport and assess their opponents’ aims and constraints (see below). Possible concessions may be noted that would cost little, but make valuable bargaining counters.
In traditional negotiation, this is the point at which the tough negotiator, thumping the table with exorbitant demands, loses ground. Deepak Malhotra, an associate professor at Harvard and co-author with Max Bazerman of Negotiation Genius , laments the corrosive belief that people have that “they are either good or bad at negotiation. You shouldn’t define yourself as a bad negotiator, and being quiet and non-aggressive is not necessarily a weakness. You have to find out what your strengths and weaknesses are, and build on the one and mitigate the other.”
Careful preparation is the key, say the experts. Negotiators must work out their objectives, the alternatives to a deal and the point at which they will walk away. It is easy to say yes, but much more difficult to know when to say no.
When it comes to the substance of the negotiation, says Prof Malhotra, it is critical to be aware of your own as well as other people’s biases, many of which are predictable. One is the “fixed pie” bias – the assumption that the negotiation is about one goal only. Score that goal, and the negotiator is satisfied – until he discovers that one or two other goals were there to be scored had he been more perceptive at the communication stage.
Another is the vividness bias – what Northcote Parkinson, the writer and satirist, termed the “bike-shed syndrome”. People will spend more time arguing over what they can see and understand – the bicycle shed – than abstract or complex proposals such as a research project or strategic transformation. In negotiation, this means participants will attach more value to tangible issues than the intangible, even though the latter may be more important.
Knowing these biases – Prof Roberts of Saïd lists 25 – helps the skilled negotiator increase the perceived value of an offer. The aim is not to rush the decision process but to make the final agreement easy. And as a Boeing salesman and former Saïd alumnus remarks, just because it can take 10 years to make the sale, you should never give up.
All that remains is to make the other party appreciate what they have achieved so that the agreement will not fall apart when they get back to the office. In the art of good negotiation, sound training, preparation and skill are likely to win over gut feel and a loud voice.
Unspoken factors that make a difference
Past and present students of negotiation at Saïd business school say a valuable part of the exercise is considering the unspoken aspects of negotiation.
Patrick Cadell, a lawyer for Wolfson Microelectronics, explains that in a traditional contractual negotiation the lawyer on one side will merely put a line through a clause he doesn’t like, and send it back to his opposite number. But one of the principles espoused by Roger Fisher, a Harvard Law School professor and pioneer of negotiation training, is that better communication brings benefits for both parties. Mr Cadell reports that simply adding an explanation for a change “takes longer, but is incredibly persuasive”.
Rutu Dave, whose job with the UN’s Intergovernmental Panel on Climate Change requires her to negotiate with 160 countries to produce consensus-based reports, says: “All countries start by putting their foot down, then they loosen up a bit.” Being a woman gives her an advantage, she says: opponents believe she is more ready to listen to what they are saying, and therefore provide more bargaining opportunities.
Copyright The Financial Times Limited 2007
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