How can you use technology to facilitate virtual negotiations and mediations?

1 Choose the right platform

The first step is to choose the right platform for your virtual negotiation or mediation. Depending on your needs, preferences, and resources, you may opt for a video conferencing tool, a phone call, an email, a chat app, or a combination of these. The platform should be reliable, secure, accessible, and compatible with your devices and networks. You should also consider the features and functions of the platform, such as screen sharing, recording, breakout rooms, chat, and polls, and how they can enhance or hinder your communication and collaboration.

2 Prepare and test your technology

The second step is to prepare and test your technology before the virtual negotiation or mediation. You should ensure that your device, internet connection, microphone, camera, and software are working properly and have enough battery and bandwidth. You should also familiarize yourself with the platform and its settings, and practice using its features and functions. You should also check the background, lighting, and sound quality of your environment, and eliminate any potential distractions or interruptions. You should also share any relevant documents or materials with your counterparts in advance, and confirm the date, time, and agenda of the meeting.

3 Establish ground rules and expectations

The third step is to establish ground rules and expectations for the virtual negotiation or mediation. You should communicate clearly and respectfully with your counterparts about the purpose, objectives, and process of the meeting. You should also agree on the roles, responsibilities, and norms of each party, such as who will facilitate, moderate, or document the meeting, how long it will last, how often you will take breaks, how you will handle technical issues, and how you will exchange feedback and follow up. You should also build rapport and trust with your counterparts by greeting them warmly, introducing yourself and your interests, and acknowledging their perspectives and emotions.

4 Use effective communication skills

The fourth step is to use effective communication skills during the virtual negotiation or mediation. You should speak clearly, concisely, and confidently, and use appropriate language, tone, and body language. You should also listen actively, attentively, and empathetically, and ask open-ended, probing, and clarifying questions. You should also express your needs, interests, and positions, and explore the needs, interests, and positions of your counterparts. You should also avoid making assumptions, judgments, or accusations, and instead focus on finding common ground, generating options, and creating value.

5 Leverage technology to support your process

The fifth step is to leverage technology to support your process and outcome of the virtual negotiation or mediation. You should use the features and functions of the platform to enhance your communication and collaboration, such as screen sharing to present your proposals, recording to review your discussions, breakout rooms to conduct private or separate conversations, chat to share links or documents, and polls to gauge opinions or preferences. You should also use other tools or apps to supplement your platform, such as online whiteboards, mind maps, spreadsheets, or calculators, to brainstorm, organize, analyze, or visualize your data or ideas.

6 Confirm and document your agreement

The sixth step is to confirm and document your agreement after the virtual negotiation or mediation. You should summarize the main points, issues, and solutions that you and your counterparts have discussed and agreed on, and verify that there are no misunderstandings, ambiguities, or discrepancies. You should also express your appreciation, satisfaction, and commitment, and congratulate your counterparts on reaching a mutually beneficial agreement. You should also document your agreement in writing, and send a copy to your counterparts for their review and confirmation. You should also follow up with your counterparts to monitor the implementation and evaluation of the agreement, and address any issues or concerns that may arise.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?