Amechi Akpom, Contract and Grant Administrator Sara Judd, Director University of Southern California

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Amechi Akpom, Contract and Grant
AdministratorSara Judd, DirectorUniversity of
Southern California
The Art of Negotiation Training the
non-negotiator to negotiate
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Why bother?

• Whats in it for me/them/the institution?
• Mitigates risk exposure for University through
  better language in your agreements
• Its a wise investment
• Builds capacity in your office
• Builds a valuable resource infrastructure
• Payoff Significant reduction in negotiation
  times staff effort
• Examples Master agreements and templates
• Streamlines negotiations

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Getting to Yes

• How Do We Get There?
• How do we teach others to get there?

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What do you need to know/have to do this
negotiation thing, anyway?

• Knowledge
• Of the project
• Of the appropriate laws, regulations, policies
• Of what we can and cannot do
• Attitude
• Open mind
• Tact
• Patience
• Sense of humor
• Skills/tools
• Identify and anticipate issues
• Prepare and implement a solid game plan
• Communicate well
• Articulate your position persuasively
• Build rapport/teambuild
• Problem-solve

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What is your role as the trainer/mentor?

• Teach the fundamental concepts
• The whys
• Why teach the whys?
• Teach that its actually okay to negotiate with
  anyone
• Teach how to analyze
• Teach where to go for what
• Teach preparation
• Approach, strategery and teambuilding

Policy
Regs
Strategery
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What is your role as the trainer/mentor? (contd)

• Provide tools/resources
• Teach how to use tools/resources
• BE a resource
• Advise, provide feedback
• Teach what works
• Be supportive and encouraging
• Create an environment that engenders fearless
  negotiators
• Reinforce concepts and implementation
• Celebrate successes
• Referrals

Policy
Regs
Strategery
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Issues to understand

• Negotiating can be scary
• Not everyone likes to negotiate
• Not everyone thinks that they can negotiate well
• They think that the strategery only works for
  you
• A lack of knowledge increases stress,
  procrastination and length of negotiation time
• Negotiation involves a personal style, and
  everyone needs to develop their own
• Learning to negotiate well takes time
• Show and tell is not just for grade school
• Adult learning requires engagement and
  incorporation of different learning tools and
  circumstances

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Teaching the right perspective

• Negotiation IS NOT
• Mutual sacrifice in order to secure an agreement
• Giving in
• Trying to win an argument
• Gamesmanship
• Negotiation IS
• Problem solving
• Finding a formula that will maximize the goals of
  both parties
• Teambuilding

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The training plan

• The Goal
• Foster independent negotiators
• The 5 stages
• Tigers Provide foundational information
• Wolves Review everything together
• Bears Mentor takes the lead on negotiations,
  Bears sit in
• Webelos Webelos take the lead on negotiations,
  mentors sit in
• Eagle Scouts Independent negotiators only
  needing assistance with very complex issues
• transition time between stages depends on the
  person - everyones different

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The training plan where to start?

• Basic Training
• Start with the foundational concepts re big
  issues, i.e., who we are and why we care about
  IP, Publication, confidentiality, etc.
• Utilize formal and informal training
  opportunities
• Incorporate real language and examples into
  teaching scenarios
• Take every opportunity to confirm understanding
• Provide ideal, specific rationale language
• Show and tell isnt just for elementary school
  anymore
• The value of seeing/hearing a real life
  negotiation
• Negotiation before and after discussions
• Rinse and repeat

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What tools do you need to maximize training?

• Training plan that outlines expectations
• Formal and informal training opportunities
• Resources
• Laws, regulations, policies, procedures
• Language and rationale library
• Contract checklist
• Agreements
• Template, master, previous
• The lets call them right now attitude
• Oh no! I dont have all of this information
  completed yet!

Policy
Regs
Strategery
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Agreement Review The Approach

• Review the agreement and understand the project
• Do your homework
• What are the critical questions to ask
• Isolate the issues
• Compare with standard language and principles
• Have we negotiated with the sponsor before?
• Check
• Institutional data sources
• Other Administrators, campus, mgmnt
• Other educational institutions
• Other resources
• Standards for clauses (your training materials
  and the rationale library)
• Institutional standard research agreement
• Previous agreements that you have negotiated with
  good language
• Develop analysis and Rationale
• Offer to draft language/propose alternate
  language
• Redline the document
• Draft rationale

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Agreement reviewbreakin it down

• A 5 step process
• Step 1 Review and scribble
• Encourage them to take a stab at it.even if they
  dont know
• Step 2 Discuss
• Provide the whys and why nots (rationale)
• Step 3 Redline rationale
• Review prior to sending
• Step 4 Review response from other party
• Discuss strategery
• Step 5 Sit in on phone negotiations
• Step 6 Role play
• Provide specific feedback on the hows of
  presenting
• Step 7 Transition to lead negotiations

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Teaching STRATEGERY
No, its not a typo
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Teaching Strategery (contd)

• Teach how to determine the best mode of
  communication
• Email or telephone
• Pros cons of each
• Criteria to consider
• Teach how to develop a rapport/teambuild and why
  its important
• Teach how to set up a yes
• Teach how to overcome objections
• Role play

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Teaching Strategery (contd)

• Teach how to drive without actually being at the
  wheel
• Need to know your destination to frame
  conversation
• Explain the whys persuasively
• Help me understand
• The good news is
• Teach the effectiveness of utilizing extreme
  examples
• Real life is always better than fiction
• Teach the value of positive
• Its all how you say it
• Live observations
• Teach how to think on your feet
• Hear it over and over
• Teach segues

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Teaching Strategery (contd)

• Teach how to get unstuck
• Teach to ask for help

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Ready, Set, Go
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Questions???Answers???Jokes???