How do you build rapport and trust with your negotiation counterparts?

Without thorough preparation, including researching the objectives of your negotiation counterpart, knowing your goals, understanding the concessions and having a best alternative to a negotiated outcome, the negotiation is unlikely to reach the optimum outcome Diagnose your negotiation counterpart’s environment and analyse their needs, interests and bargaining power. Determine the best possible outcomes, reasonable outcomes, and minimum desired outcomes. Recognise the trading aspects: items the other party may wish to trade and what they may offer or concede.

In my experience it is good to align your communication efforts to a specific structure. Here is one of many approaches: Opening – both parties explain their objectives, resulting from the negotiation. Testing - Understand what is really important to each other and where concessions could be made. Effective communication is important, but also so the rare skill of active listening. Proposing – Each put forward their proposals of what they would like to achieve having heard the opening stage and been involved in the testing. Bargaining - Each party may propose tradeable/s, giving up something in return for something back. Agreement, aiming for win-win – Can an agreement be reached or not. If not, understand why not. Document the outcome.

Communicate effectively and listen actively for what you are wishing to negotiate, e.g. Costs - To reduce the cost of procurement by achieving optimum pricing or value for money. Value - To achieve added value such as reduced lead times. Delivery - To improve performance through Key performance indicators. Disagreement - To resolve disagreement through achieving understanding. Problem - To solve a problem. Quality - To achieve better quality through reducing deficiencies. Agreement - To reach mutual agreement where all parties are satisfied.

Best way to build credibility and reliability is to be consistent; keep promises, show a level of care and understanding to their needs and admit mistakes without blame and finger pointing. Hallmarks of the principled style of negotiation but should be in place irrespective of the approach and context of the negotiation.

One thing I have found helpful is to build credibility by developing mutual trust and understanding, creating a constructive and open milieu and contributing to the joint management of the contract delivery. It is important, and often ignored, that the client representatives understand and adhere to client obligations under the contract.

In my experience, don't approach this with a rigid mindset or mandate. Show respect and appreciation for your counterpart's objectives as well. Consider what is my best possible outcomes, reasonable outcomes, and minimum desired outcomes. Aim for a win-win.

By embracing the diversity of views, one can unlock innovative solutions and foster a culture of inclusivity and respect. It is important to recognise that different perspectives bring valuable insights that can enhance decision-making processes and lead to better outcomes.

Be conscious of approach and cultural settings differences. The success of negotiation can depend on the situation, style, methods used and negotiating culture.

It is good practice if change control procedures are set out in the contract to avoid potential ambiguity about roles, responsibilities and the actions to be taken in various situations. These may include how to request changes including additional requirements; price variations; as well as prioritisation and authorisation levels and documenting of changes.

Building rapport and trust in negotiations is crucial for a positive and cooperative environment. Strategies include active listening, finding common ground, being transparent and honest, showing respect, building a relationship, maintaining confidentiality, and focusing on collaboration. Active listening involves demonstrating empathy and understanding, while finding common ground involves discussing shared interests or goals. Being transparent and honest about intentions, needs, and constraints is essential, as is respecting and acknowledging perspectives. Building a personal connection and maintaining confidentiality can strengthen the relationship. Consistent application of these strategies can foster long-term relationships.