The Coronavirus pandemic has emphasised teleconferencing’s central role in negotiations across all sectors. While they have recently become essential, virtual negotiations have long been utilised. However, virtual negotiations have never been as widely used or indeed accessible as they are today.

As digital skills have been enhanced across the developed world, there are still many challenges to conducting successful negotiations using virtual platforms and tools. A particular knowledge gap is emerging in digital protocol and skilled communication in digital settings. This can range from minor faux pas to more consequential blunders in important virtual organisation contexts.

However, more importantly, subtle and less overt mistakes can fundamentally undermine a successful negotiation. There are fundamental differences between in-person and virtual interaction. Understanding what is necessary, beyond the apparent physical deviations, is central to effectively adapting to the virtual context. Harnessing skilled interpersonal communication is key to successful virtual negotiations and professional interactions.

Fusing skilled interpersonal communication skills with digital know-how is essential to achieving such outcomes. This requires several key steps. Adopting a step-by-step approach is useful to cognitively preparing for professional interaction in the virtual context.

1. Develop Strategy 

Planning is essential to achieving a successful negotiated outcome. Fundamental to this planning is establishing your position in a negotiation. At a basic level, this is your bottom line, understanding what such a minimum satisfactory outcome would look like. Identifying relative strengths and weaknesses, as well as areas of authority and threat, will prepare to protect a negotiator’s interest. This strategic analysis enables a negotiator to frame arguments and produce evidence to support their position. This is key to protecting and advancing a negotiator’s interest.

With the establishment of negotiator positions comes the ability to assess potential conflict areas within the planned negotiation. Identifying these conflicts in the planning stage strengthens the negotiator’s position, as you cannot leverage surprise from the opposing side. Moreover, it also helps ensure fluid negotiation, increasing the chances of achieving a negotiated settlement.

Equally, it is also key at this stage to identify areas of potential agreement. This will ultimately save time, promote a mood of compromise and establish respect within the negotiation. This, in turn, supports a successful outcome for a negotiator by leveraging the result of patience and goodwill. This fundamentally alters the opposing negotiator’s perception of their opponents and the chances of a successful interaction. 

2. Neutralising Digital Threats 

It is essential not only to ensure that you have cognitively prepared for the negotiation but also to consider digital threats to a successful interaction. The vast majority of digital blunders in telecommunications are avoidable. Ensuring your microphone is on, even when you are not directly involved in the interaction, is an elementary yet incredibly useful step to avoiding any ‘you’re on mute’ moments.

Such interruptions can damage the flow of the negotiation. Further, if there are immovable environmental barriers to constantly having your microphone, follow the flow of the conversation and ensure you are turned on before you even gesture to interject. It is also helpful to consider removing impediments to visual clarity in digital interaction.

Ensuring that your room is suitably bright, your background is professional, whether superimposed or a real physical feature, and the room’s temperature is cool to avoid facial redness, and perspiration is fundamental. Moreover, avoiding technology-related video distortions such as freezing and blurring is key to facilitating a successful interaction.

This can be achieved using WiFi strength level gauges, which are available on most video conferencing tools, including Zoom. Doing this well before the scheduled negotiation is vital to eliminating any connectivity issues.

Audio issues are a particular impairment for a digital negotiation as they undermine essential communication. Therefore, it is crucial to avoid any issues by using audio quality settings within most video conferencing tools, such as Zoom, before the negotiation. The vast majority of digital technology issues can be prevented, with simple checks in advance of interactions helping to facilitate effective digital interaction.

3. Opening the Negotiation

In any negotiation, it is extremely important to initiate it properly. In almost all cases, there will be an exchange of pleasantries or other business discussed that advances the negotiation. As such, it is beneficial for one of the negotiation parties to take the initiative and formally begin negotiations. This is best achieved through the use of set induction techniques.

In essence, set induction is any verbal utterance, gesture, or audiovisual aid that introduces a topic. This acts as a frame for all that follows, and effectively deploying set induction techniques can help a negotiating party dictate the structure and flow of the negotiation.

Deploying these techniques in a digital context is also useful because it offers a clearer, more efficient interaction structure, cutting down on disjointed cross-talking and general uncertainty. The opening of negotiation should focus on rapport and trust-building, which will lend to a positive and fluid negotiation.

This is particularly important in digital contact because this positive and clearly defined opening can bridge the divide between the negating party and absent physical contact and proximity.  

4. Maintain Professional Communication

Throughout the negotiation, best endeavours must be made to maintain effective communication. This is supported by limiting technological issues, thus avoiding unnecessary impediments to clear communication. Video conferencing has distinct issues, such as instances of miscommunication, because of the unique social detachment digital platforms can experience.

At a fundamental level, not being in the same room as another negotiation party impedes certain core tenets of interpersonal connection. Therefore, a negotiator must effectively adapt to a simulated shared room while interacting with others virtually. The camera angle, device position, and resulting position from which the negotiator addresses it are potentially consequential. This angle should be natural and square to the negotiator’s face. 

There are two central considerations: eye contact and posture. Eye contact and the signals humans send with their eyes are a cornerstone of interpersonal communication. Good eye contact and facial gesticulation in a negotiation mustn’t be neglected in a virtual context. As such, it is helpful for a negotiator to use camera check tools to practise on the device to achieve a natural and effective camera presence.

Appearing distracted and not focusing on one position can send confused and potentially damaging nonverbal signals to the opposing negotiation party. It is also useful for a negotiator to be aware of their facial expressions. This could involve practising being affirmative to signal agreement, muted disapproving to signal disagreement, and, most importantly, a positive and engaged resting pose. 

To consolidate this, a negotiator must consider their posture during a virtual negotiation. Adopting a relaxed, assured, and professional posture is important to send the appropriate message to the opposing negotiating party. The negotiator should have their shoulders back, with the view of the camera acting as a frame to which they will adapt their posture accordingly.

Further, the negotiator should have their hands out of view when they are not illustrating a point or at an appropriate distance from the camera. This will avoid distracting screen-dominating hand gestures and potentially disconcerting fidgeting. It is also important, particularly in an affirmative context, for a negotiator to use their body to respond to dialogue by leaning in to show engagement and interest. The opposing negotiation party will respond positively to this clear signal. 

5. Close the Negotiation

When a negotiation is concluding, or one party wants to conclude a negotiation, several key considerations must be made. As a negotiator, it is essential to give signals in language and nonverbal communication that you wish for proceedings to be brought to an end.

Equally, looking for these signals as the opposing side is essential. In a virtual context, this is even more important. As not being physically present in the exact location as the opposing party brings a natural disconnect, virtual settings can potentially lead to confusion within and between parties.

Furthermore, all parties must agree on the negotiation outcomes and be clear about these outcomes. In a virtual context, this is particularly relevant as there is more chance of miscommunication. Therefore, it is useful to complement or follow up such a conclusion with other forms of digital communication for clarification of finer details.

This could be an email summarising the main points of negotiation and agreement, to be sent within 24 hours. Fundamentally, in a virtual negotiation – like any other form – strong communication is key, particularly in the closing stages.

Clarity and honesty are central. Concessions should be made from a place of strength and trim. Negotiation should not be concluded if there is an unnecessary imbalance in the negotiated outcome – this is potentially damaging. Efforts should be made to frame any settlement as mutually advantageous.

When an agreed settlement is reached, celebrating it is still essential; even when it may be impossible for both parties to be in the exact physical location, creative means of celebration should be considered. This could take the form of an informal breakout or celebratory virtual meeting.

Challenges of Virtual Negotiations: Navigating the Remote Landscape

While Zoom and other video conferencing platforms have revolutionized business communication, they introduce unique challenges when it comes to negotiation. Navigating these hurdles is crucial for achieving successful outcomes in the virtual realm. Let’s dive into the key challenges you need to be aware of:

1. Reduced Ability to Read Body Language and Cues:

• Nonverbal communication plays a significant role in negotiations, conveying emotions, trustworthiness, and intent. Limited visibility of body language and facial expressions in virtual settings can lead to misinterpretations.
• Solution: Pay close attention to subtle cues like vocal tone, pauses, and eye contact. Utilize clear and concise verbal communication to avoid ambiguity. Consider using additional video angles or tools like emojis to enhance nonverbals.

2. Increased Risk of Distractions and Multitasking:

• Remote environments can be filled with distractions, from emails to household chores. Multitasking during negotiations can hinder focus and attentiveness, impacting your ability to negotiate effectively.
• Solution: Choose a quiet, distraction-free environment for the negotiation. Communicate your expectations regarding focus and attentiveness to all participants. Utilize features like “Do Not Disturb” mode or background noise cancellation on your platform.

3. Technical Difficulties with Video and Audio:

• Glitches, frozen screens, and poor audio quality can disrupt the negotiation flow, causing frustration and miscommunication. Implementing a jitter buffer in your video conferencing setup can help smooth out audio delays and ensure more transparent communication.
• Solution: Test your technology beforehand and ensure a stable internet connection. Have a backup plan, like switching to audio-only if the video fails. Communicate openly about any technical issues and be prepared to reschedule if necessary.

4. Harder to Build Rapport and Trust:

• Establishing trust and rapport is essential for successful negotiations. The virtual environment can make it more challenging to connect on a personal level and build a sense of camaraderie.
• Solution: Initiate small talk and icebreakers to warm up the conversation. Actively listen and acknowledge the other party’s points. Utilize shared visual aids and interactive tools to foster engagement. Emphasize common interests and goals to build trust and collaboration.

Mastering the Art of Words: Verbal Communication Strategies for Zoom Negotiations

The success of your Zoom negotiation hinges not just on the content but also on how you deliver it. Mastering your verbal communication skills is crucial to navigating the limitations of a virtual environment and ensuring your message resonates effectively. Here are some key strategies to enhance your verbal prowess:

1. Speak Slowly and Clearly:

• In online settings, background noise and potential audio issues can make fast speech harder to understand. Pace yourself, enunciate clearly, and avoid mumbling to ensure your words are delivered with clarity and impact.

2. Ask Questions to Engage Participants:

• Don’t fall into the trap of a monotonous monologue. Pose open-ended questions to actively engage the other party, encourage participation, and gain valuable insights into their perspective. This fosters a collaborative atmosphere and builds trust.

3. Paraphrase to Check Understanding:

• Misinterpretations are more likely in virtual settings with limited nonverbal cues. Regularly paraphrase key points and ask for confirmation to ensure understanding and avoid unnecessary back-and-forth. This demonstrates attentiveness and prevents misunderstandings that could derail the negotiation.

4. Be Positive and Appreciative in Tone:

• Even when presenting opposing viewpoints, maintain a positive and respectful tone. Use phrases like “I appreciate your perspective” or “That’s an interesting point” to acknowledge the other party’s input and foster a constructive dialogue. Avoid accusatory language or negativity, which can escalate tensions and hinder progress.

FAQ

Q: What if I don’t have a quiet room available?

A: Consider using noise-cancelling headphones or booking a quiet space in a library or co-working space. Even stepping outside to a secluded area can work in a pinch.

Q: What should I do if my internet connection is unstable?

A: If possible, connect to a wired internet connection and close any unnecessary programs that might be consuming bandwidth. Consider having a backup communication plan, like switching to a phone if the video fails.

Q: Are there any cultural considerations for setting up my negotiation space?

A: Research cultural norms related to professional settings and adapt your background, attire, and overall presentation to avoid misunderstandings.

Q: How can I make my virtual background more professional?

A: Choose a neutral, uncluttered background that reflects your industry or company branding. Avoid busy patterns or overly personal items. Consider using virtual background tools offered by your video conferencing platform.

Q: What are some additional tips for staying comfortable during a Zoom negotiation?

A: Take breaks to stretch and move around periodically. Adjust screen brightness and look away to avoid straining your eyes. Remember to breathe deeply and maintain a relaxed posture.

Summary: 5 Steps to Successful Negotiations

Virtual negotiations are more relevant than ever. Innovation has seen virtual platforms like Zoom become technically advanced and increasingly vital in recent years. Bridging the physical divide between two or more teleconferencing parties, such platforms benefit businesses. This, coupled with social conditions, including the COVID-19 pandemic, has affirmed this relevance. This has been particularly prominent for a range of different negotiations. There are still many challenges to successfully negotiating using virtual platforms.

Utilising this step-by-step process will help facilitate a successful digital negotiation by affirming skilled communication in a virtual context. Moreover, as laid out, avoiding basic digital blunders strategically is also key for negotiators. Fundamentally, fusing skilled interpersonal communication skills with digital know-how is essential to achieving successful negotiations in a virtual context. A step-by-step approach is useful to cognitively and practically prepare for effective negotiation outcomes in the virtual setting.