Introduction
The term negotiation refers to a dialogue between different parties or people. It aims at arriving at an understanding and crafting a satisfactory outcome that satisfies the parties involved. In addition, it is the bargaining for collective or individual advantage. It results in an agreement to guide the course of action, and resolves differences among different parties. In this process, each party attempts to gain some advantage over the other.
As a method of conflict resolution, negotiation settles differences among belligerent parties. Most studies that have been done in relation to communication and conflict resolution have general ideas. The few studies that have been conducted on negotiations provide shallow information. However, the outcomes of negotiations depend on effective communication. Ideas, opinions, and views of each party are conveyed through communication. Therefore, this essay discusses communication during negotiations.
Communication
Communication is the process used to bring about consensus and understanding among disputing parties (McGinn and Markus 4). It is the conveying of information or a message, verbally or non-verbally; from the sender to the receiver. Effective communication occurs when the receiver decodes a similar understanding as the one encoded by the sender. Communication clarifies the goals of negotiations in an attempt to solve the conflict. However, the formality of communication is dependent on the context in which it takes place. Communication is made up of inter-related components (McGinn and Markus 5).
These include the sender, receiver, message, and a channel. The sender is also referred to as the source, which generates the message. In this case, the message represents the idea, opinion, or the view of the sender. It is also called the intended effect on the receiver. This message is conveyed through a medium known as a channel to the receiver who is also known as the encoder. Negotiation involves a process through which ideas, views, and opinions are exchanged to bring out mutual understanding among the disputing groups. Communication can be classified into two forms. That is verbal and non-verbal. Both categories have impacts on the outcomes of the negotiation process. Therefore, parties involved in negotiation should pay attention to verbal and non-verbal messages to enhance mutual agreements.
Process of negotiation
The communication process starts with preparation (“SkillsYouNeed.com” par. 8). This includes all decisions taken concerning where and when the negotiation will occur. To avoid disagreements, both parties should agree mutually on the time and venue of the negotiations. These discussions are done through communication. Communication clarifies the context, time, and position of each party. In addition, communication defines the rules of the process to the concerned parties. Finally, it clarifies all materials and references used during the negotiations. They encompass the following; organizational policies, guidelines, state laws, and international conventions among others.
Secondly, discussions take place (“SkillsYouNeed.com” par. 9). At this stage, each party communicates their understanding of the case. There are essential skills of communication that facilitate discussion for example, questioning clarifies ideas. Therefore, questioning is particularly significant in this process. Listening helps both parties to learn about each other’s point of view. Each party should be ready to listen to the other by giving them a chance to articulate themselves. Clarifying is the third skill of communication that sheds more light on the opinions or ideas of each party. In addition, one may make notes for future clarification. Speaking a lot and paying less attention may increase the persistence of the conflict. Therefore, each party should be granted an equal chance to argue their case. Good communication in negotiations enhances the clarification of goals. This is useful in prioritizing the propositions and establishes a common ground (Lewick par. 9).
An agreement comes at the final stage when the suggestions have been prioritized (“SkillsYouNeed.com” par. 12). At this stage, the terms of the agreement are drawn and course of action developed. Each party should feel at ease with the result. Communication is essential to ensure each party adheres to the agreements. Therefore, follow-ups are made and the results communicated back to each party. In case there is a need for adjustments, all parties are called back to re-draft the agreement. All this is done through communication.
Role of communication in negotiation
Communication coordinates the outcomes of the negotiations (“Oregonstate.edu” par. 3). It is the process through which the negotiation process takes place. In addition, communication conveys information through overt, covert, intentional, and unintentional methods. This happens through verbal and non-verbal communication. Furthermore, communication expresses tactical actions and strategic intentions of the process. In other words, it expresses the vested interests in relation to the results of the process. It also identifies patterns of behavior among the parties involved. It reveals both verbal and non-verbal cues of the parties. Finally, it alters expectations and perceptions of the outcome, process, relationship, and bargaining situation.
Focus of communication
In negotiations, communication focuses on substantive issues being discussed (“Oregonstate.edu” par. 4). These include interests, demands, and proposals of each group. These are issues which define the conflicts. In addition, communication highlights procedural issues that come up during the process. They include probable solutions, misinterpretations, and interpersonal relationships.
Non-verbal communication during negotiation
Non-verbal communication affects resolutions of a dispute or conflict (“Oregonstate.edu” par. 6-9). These include chronemics which means time, proxemics that defines distance and space, and kinesics which is also referred to as body language. In addition, there are physical and eye expressions which influence negotiations. However, the outcome of communication is also affected by contextual issues like the environment, culture, and international conventions.
Case study involving communication in negotiation
James and John are employees of a certain company in Australia. Both are line managers in different departments. In this company, subordinates are transferred weekly from one department to another. However, one day Jack retained two employees whom he termed as competent. Therefore, John’s department experienced a deficit of two members. This caused a conflict between the two heads of departments. This called for negation to settle the conflict that had affected the company’s productivity.
They prepared for the process by setting the time, place, and rules to govern all parties involved. The process began on the second day where John and Jack exchanged their opinions and ideas concerning the case. Each party was given a chance to speak and listen to another. However, in the process, misunderstandings rose because of non-verbal communication. Jack complained that John kept on smiling while the issue was serious. On the second day of the process, they settled the conflict and drafted guidelines for inter-departmental transfer of employees.
In the above case of Jack and John’s communication plays a significant role from preparation to settlement of the conflict. Different skills are used such as listening and turn-taking. However, a misunderstanding arises from non-verbal methods of communication where Jack criticizes John of smiling while the issue is serious. On the second day, they settle the conflict and draft operational guidelines for inter-departmental transfers.
Conclusion
Most studies do not discuss communication in negotiations comprehensively. Negotiation takes place through communication. This involves both verbal and non-verbal communication. Effective communication enhances the outcome of negotiations. The process of negotiation commences with preparation and culminates with an agreement. In each stage, communication plays a significant role in determining the outcome. During this process, communication focuses on substantive and procedural issues. Furthermore, non-verbal communication affects the outcome of communication. Therefore, both verbal and non-verbal communications dictate negotiation outcomes.
Works Cited
Lewick, Saunder. Communication: Negotiation as a Process, 2011. Web.
McGinn, Kathleen L and Markus, Nöth. Communicating Frames in Negotiations. Cambridge, MA: Harvard Business School, 2012. Print.
Oregonstate.edu. n.d. Key Aspects of Communication in Negotiation, n.d. Web.
SkillsYouNeed.com. Negotiation, 2013. Web.