Negotiating effectively is a valuable skill that can help you achieve your goals and build positive relationships. However, negotiating over email can be challenging, as you have less control over the tone, timing, and feedback of your communication. How can you use email to negotiate effectively and avoid common pitfalls? Here are some tips to help you.
Before you start an email negotiation, you need to have a clear idea of what you want to achieve and what your best alternative is if you don't reach an agreement. This will help you set realistic expectations, avoid unnecessary concessions, and communicate confidently. You should also research the other party's interests, needs, and alternatives, so you can understand their perspective and find common ground.
Keep in mind you're not just negotiating compensation. Benefits, perks, and even work responsibilities are all on the table. Have an ideal salary, and a minimum you'll accept. Have a list of nice-to-have benefits and perks, and the ones you can't live without. And if you're unsure about a listed responsibility, don't be afraid to ask questions.
Use self-identification and qualifiers like "however" as supplementary words. Set up the context beforehand to avoid misunderstandings. Use qualifiers and transition words like "but" as supplement words. Prepare explanations ahead of time and include them before the main message. Ask fewer questions, not more. Create a conducive environment. Experiment with various sign-offs for individual emails. Practice with different sign-off methods for different situations. Here are some other tips for successful discussions: Listen to both sides of the problem and understand the perspective. Stay calm. Present discussions professionally and respectfully. Understand the dynamics of a deal. Always have the first version of the contract handy."
Make email communications as short as you possibly can. Be rigorous and take out 'another thing' paragraphs. Look for 'over explanations" and sentences with overlapping content. Try to super summarise the whole communication to short phrases so that you can see the flow of the essence of the message
The words you use in your email negotiation can have a significant impact on how the other party perceives your message and responds to it. You want to use polite, respectful, and professional language that conveys your value proposition, your willingness to cooperate, and your appreciation for their time and effort. You should avoid using words that are too aggressive, demanding, or emotional, as they can trigger defensiveness, hostility, or resentment. You should also avoid using words that are too vague, ambiguous, or tentative, as they can create confusion, misunderstanding, or doubt.
One of the perks of email communication is the additional time afforded us to choose our words carefully - so take advantage of that time! Drafting an initial message and returning to it even 5 minutes later allows you to perceive better whether your words are too demanding, defensive, or vague. When appropriate, ask a trusted peer or mentor to review your message and give you feedback regarding tone and clarity.
Sometimes we hide behind the impersonality of email to exude confidence or dominance. We do so by using somewhat abrupt language that can be interpreted as aggressive without the subtext of verbal tone. With that in mind, you should remember to choose words that you would not hesitate to use if you were having the same discussion face-to-face. In an email, words can be taken out of context easily, which can lead to tension and lost opportunities.
The structure of your email negotiation can also influence how the other party reads and reacts to it. You want to use a clear and logical structure that guides them through your main points, your arguments, and your requests. You should start with a friendly greeting and a brief summary of the purpose and context of your email. Then, you should present your proposal, explain your reasoning, and provide evidence or examples to support it. Next, you should invite them to share their feedback, questions, or concerns, and express your openness to discuss and negotiate further. Finally, you should end with a clear call to action, a deadline if applicable, and a courteous sign-off.
The tone and style of your email negotiation can also affect how the other party feels and responds to it. You want to use a tone and style that are appropriate for the situation, the relationship, and the culture of the other party. You should use a positive and constructive tone that shows your interest, enthusiasm, and respect for the other party. You should also use a clear and concise style that avoids jargon, slang, or acronyms that the other party may not understand. You should also use proper grammar, spelling, and punctuation to avoid errors that may undermine your credibility or professionalism.
Electronic mail does not demonstrate the emotions of the parties. It is flat and dry, it is neutral, even though we write it with our own intentions in mind. Therefore, you have to use your imagination and make the other party feel emotions remotely. One of the easiest ways is to produce astonishment in the other party by using words that surprise him and make him think the way we want him to think. Be extremely cordial by using expressions like "Warm Regards" and you will open doors of kindness. Another way is to ask about their family. Whenever applicable, ask for permissions and confirmation from the other party rather than taking action unilaterally. Be personal and sweet and you'll see results.
Before you send your email negotiation, you should always review and revise it carefully. You should check your email for any errors, inconsistencies, or misunderstandings that may affect your message or impression. You should also check your email for any emotional triggers, assumptions, or biases that may affect your perception or judgment. You should also check your email for any gaps, weaknesses, or opportunities that may affect your negotiation outcome or strategy. You should also consider asking someone else to review your email and give you honest and constructive feedback.
After you send your email negotiation, you should always follow up and confirm with the other party. You should acknowledge their response, answer their questions, address their concerns, and clarify any misunderstandings. You should also restate your proposal, emphasize your benefits, and reinforce your value. You should also propose the next steps, suggest a meeting or a call if needed, and confirm the details and the timeline. You should also thank them for their cooperation and express your confidence and optimism in reaching a mutually beneficial agreement.
Avoid sending follow up emails that explain what you said before in a different way or by using examples. Avoid claiming that others or 'everyone' has the same view as you or would come to your conclusions. Do not assume that the other party does not see the weak points in your argument just because they don't mention them.