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How can you use negotiation planning to improve procurement?

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Negotiation planning is a key skill for supplier sourcing professionals who want to improve their procurement outcomes. It involves researching, analyzing, and preparing for the negotiation process with potential or existing suppliers. By following some effective negotiation planning steps, you can increase your chances of achieving your procurement goals, such as cost savings, quality improvement, delivery performance, and risk reduction. In this article, we will discuss how you can use negotiation planning to improve your procurement in six sections.

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Hoang Tap

Business Development - Supply Chain Management

1 Identify your objectives

Before you enter any negotiation, you need to have a clear idea of what you want to achieve and why. Your objectives should be specific, measurable, achievable, realistic, and time-bound (SMART). They should also align with your overall procurement strategy and the needs of your internal stakeholders. You can use tools such as the Kraljic matrix, the supplier positioning matrix, or the supplier preference matrix to help you prioritize your objectives and classify your suppliers according to their importance and influence.

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Hoang Tap

Business Development - Supply Chain Management
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In my experience, setting the goal is top priority of each negotiation, only when you have target, you can build right strategy, define what are must haves/ want to haves/ nice to haves . In order to set the correct goal, you should take time to prepare the data, understand the context of negotiation and what are your strengthen and weakness.

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Lambo Zou

4K Followers - Furniture Hardware Expert | Smart Drawer Lock | Cabinet Handle | Drawer Slides | Hinge | CNC Machining
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Negotiation planning in procurement involves thorough preparation to achieve favorable outcomes. Identify goals, desired terms, and alternatives beforehand. Research suppliers, market trends, and industry benchmarks to leverage during negotiations. Develop a strategy to maximize value while minimizing costs and risks. During negotiations, actively listen, ask probing questions, and maintain flexibility to reach mutually beneficial agreements. Post-negotiation, evaluate outcomes, and incorporate lessons learned into future procurement strategies for continuous improvement.

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Atul Yadav

Indian Solar Industry|Manager - Frittsolar|
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Negotiation planning can help improve procurement by ensuring successful execution of decisions and understanding the long-term consequences of negotiation terms

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2 Assess your BATNA

Your BATNA (best alternative to a negotiated agreement) is the most favorable option you have if you walk away from the negotiation. It represents your minimum acceptable outcome and your leverage in the negotiation. You should assess your BATNA by comparing the value and feasibility of different alternatives, such as switching to another supplier, postponing the purchase, or doing it in-house. You should also try to estimate the BATNA of your supplier and how it affects their willingness to negotiate.

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3 Gather information

Information is power in any negotiation, so you should gather as much relevant and reliable information as possible about your supplier, the market, and the product or service you are procuring. You should use multiple sources of information, such as industry reports, online databases, trade associations, referrals, or direct contact with the supplier. You should also verify the accuracy and credibility of the information you collect and avoid disclosing sensitive or confidential information that could weaken your position.

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Diego Ant?nio Sena Araújo

Analista de Compras | Analista de Suprimentos | Comprador | Coordenador de Suprimentos
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When arriving at a negotiation table, it is crucial to have information about what will be discussed. Internally gather to understand the project, obtain technical data of what will be negotiated, check sales forecasts, and all business planning; this part is fundamental to achieve the best result for your company. Never go into a negotiation without understanding the subject, as you will be completely at the mercy of your supplier.

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4 Develop your strategy

Based on your objectives, BATNA, and information, you should develop a negotiation strategy that defines your approach, tactics, and style for the negotiation. Your strategy should consider the type and level of relationship you want to establish with your supplier, the balance of power and interests between you and your supplier, and the potential risks and opportunities for both parties. You should also decide on your opening offer, your target point, and your reservation point, as well as the criteria and standards you will use to justify your position.

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5 Prepare your team

If you are negotiating with a team, you should prepare your team members by assigning them roles and responsibilities, such as leader, spokesperson, observer, or expert. You should also communicate your objectives, strategy, and expectations to your team and ensure that they are aligned and consistent. You should also rehearse your negotiation with your team by using scenarios, simulations, or role-plays to practice your skills, test your assumptions, and anticipate possible challenges or objections.

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Inna Pankina

Construction and Engineering Expert I Procurement professional in Manufacturing and Petrochemical sectors I Supply Chain Operations I Procurement Leader (Operations)
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Be ready to be the one, who facilitates the whole process. You shall follow the flow of discussion to tackle the issues and problems, if such appears.

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6 Plan your agenda

A negotiation agenda is a document that outlines the topics, sequence, and timing of the negotiation. It helps you structure and organize the negotiation process and avoid confusion or misunderstanding. You should plan your agenda by prioritizing the most important and urgent issues, grouping related issues together, and leaving some room for flexibility and adaptation. You should also share your agenda with your supplier in advance and seek their input and agreement on the agenda items.

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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?

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Inna Pankina

Construction and Engineering Expert I Procurement professional in Manufacturing and Petrochemical sectors I Supply Chain Operations I Procurement Leader (Operations)
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If during the negotiation you have identified the technical issue, or agree that commercial conditions can be changed, make sure you make such information transparent to all participant of the RFQ, as later on you can compare apples to apples.

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How can you use negotiation planning to improve procurement?

1

2

3

4

5

6

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1 Identify your objectives

2 Assess your BATNA

3 Gather information

4 Develop your strategy

5 Prepare your team

6 Plan your agenda

7 Here’s what else to consider

Supplier Sourcing

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How can you use negotiation planning to improve procurement?

1

2

3

4

5

6

7

1 Identify your objectives

2 Assess your BATNA

3 Gather information

4 Develop your strategy

5 Prepare your team

6 Plan your agenda

7 Here’s what else to consider

Supplier Sourcing

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