How can you effectively communicate and negotiate with suppliers virtually?

1 Choose the right tools

The first step is to choose the right tools for your communication and negotiation needs. Depending on the complexity, urgency, and sensitivity of the matter, you may opt for different platforms and formats. For example, you may use email for simple inquiries and confirmations, video calls for more interactive and personal discussions, and online collaboration tools for sharing documents and data. Make sure you have reliable and secure technology, test it beforehand, and have a backup plan in case of technical issues.

2 Prepare and plan ahead

The second step is to prepare and plan ahead for your virtual communication and negotiation. You need to do your research on the supplier's background, needs, expectations, and culture. You also need to set clear goals, priorities, and alternatives for yourself and your team. Moreover, you need to schedule the meeting at a convenient time for both parties, considering the time zones, holidays, and working hours. Finally, you need to send an agenda, a brief, and any relevant materials to the supplier in advance, and confirm their attendance and availability.

3 Establish rapport and trust

The third step is to establish rapport and trust with your supplier during the virtual communication and negotiation. You need to show respect, professionalism, and courtesy, as well as empathy, curiosity, and appreciation. You can start by introducing yourself and your team, using the supplier's name and title, and acknowledging their situation and challenges. You can also use positive body language, eye contact, and smiles to convey interest and confidence. Additionally, you can use small talk, humor, and compliments to break the ice and build rapport.

4 Listen and ask questions

The fourth step is to listen and ask questions to your supplier during the virtual communication and negotiation. You need to pay attention to what they say, how they say it, and what they don't say. You also need to ask open-ended, probing, and clarifying questions to understand their perspective, motivations, and concerns. Furthermore, you need to paraphrase, summarize, and confirm what you hear to show that you are listening and to avoid misunderstandings and miscommunication.

5 Present and persuade

The fifth step is to present and persuade your supplier during the virtual communication and negotiation. You need to communicate your value proposition, benefits, and differentiators clearly, concisely, and convincingly. You also need to use facts, evidence, and examples to support your claims and address any objections or questions. Moreover, you need to use storytelling, analogies, and testimonials to appeal to their emotions and logic. Finally, you need to use positive framing, incentives, and concessions to influence their decision and behavior.