Communication in Negotiation Process - Case Study Example

COMMUNICATION IN NEGOTIATION PROCESS by Student’s Name Code + Name of Course Professor Date Executive summary Communication plays a key function in negotiation. Negotiation denotes the process of dialogue to reach an agreement between two conflicting parties. Attempting to reach a level ground can involve the use of both verbal and non-verbal features of communication. That is, since this is a process of dialogue, words and signals are bound to be incorporated during the process. These aspects help to facilitate the process as well as enable the parties involved to arrive at a common goal. Non-verbal signals are majorly considered to have an even more effect than the verbal cues. This is because; they indicate the way the communication is being received. Overly, in comprehending the process of communication, various models have been formulated. Scholars like Shannon and Weaver, Wilbur Schramm and Barnlund have designed basic models which focus on how people communicate. From a linear model to a circular one, these models have help negotiators to effectively conduct negotiations efficiently. Consequently, for an effective negotiation, the parties engaged need to consider a number of issues that could otherwise distort the process. There are various factors that impact on the process of negotiation, thus determining its efficacy, for example, culture and listening. Considering cultural aspects and the need to listen effectively to the other party will direct both parties to achieve their objectives. In this discussion, focus will be majorly on the impact that communication has in negotiations. This will be considered through a focus on the varied models of communication, the features as well as benefits and weaknesses of communication as a process. Introduction Negotiation denotes a vital process in problem solving. It involves the use of dialogue and is usually aimed at reaching an understanding, settle differences between conflicting parties or even in making decisions. There are two major ways of negotiating. Distributive negotiation entails dialogue measures to reach an agreement between two parties that seemingly had no prior interactions. In this negotiation, the parties involved tend to hold extreme stands and try to work a way of balancing their differences. Integrative negotiation on the other hand entails a more cooperative way of reaching an understanding. It involves an aim to create an outstanding relationship between the parties involved. However, this process usually depends on the situation. While some parties may choose to accommodate, avoid, collaborate with their adversaries, others may decide to compete or compromise. Consequently, negotiation incorporates the aspect of communication. Considering that this is a process of creating understanding, communication plays a major role in it (Zhu & Zhu n.d). Types of Communication in Negotiation In negotiation, communication is central. Individuals in a negotiation use both verbal and non-verbal communication. Since this is a dialogue process, the need to be effective in expressing one’s opinion and views is essential. Each group needs to be able to present its stand in a clear way to enable the other party to comprehend their point. The application of these two key aspects of communication depends on the form of negation. For instance, there are negotiations that are considered to be formal or non-formal. Thus, the way the negotiating parties interact through communication will determine how they apply the verbal and non-verbal concepts. Verbal communication in communication entails the trading of vital information. In most cases, the information is used in determining the outcome of the negotiation process. Additionally, verbal communication helps in establishing the rules of negotiation. In most instances, depending on the form of the process, this feature of communication determines how and when the rules are established. For instance, casual negotiations design its set of laws during the dialogues. Alternatively, non-verbal communication brings about the aspect of culture. Considering that these are body cues which could mean different things to the parties involved, it is thus, important to be cautious and not rely too much on this feature of communication. Factors like, time, distance as well as use of paralanguage, unless clearly comprehended can make the negotiation process complex (Oregon 2013). Basic Models of Communication Communication models are majorly used to elucidate human communication. Claude Shannon and Warren Weaver are considered to be the fore fathers of communication. This is because, the two scholars are considered to be the first in developing the first communication model. According to Shannon and Weaver, human communication is considered to be linear. It seemingly constitutes the two individuals engaging in communication and a media for conveying the information being shared. Originally, this model of communication was designed to illuminate on the radio technology. Additionally, the two noted that there are a number of aspects that tend to affect communication. Noise, was identified as a major aspect that influence how people communicate. It could be the failure of a communication signal or even external aspects like the environment (Pfeiffer 1998). The original model by Shannon and Weaver opened up a new field of research for other scholars. Wilbur Schramm developed on the first liner model of communication by raising a number of questions. Who says what to whom, in what form and through what medium? Traditionally, this represents the original components of the first model; the originator of the message, the addressee, means of communication and the message itself. Schramm also considered the effect that the information being shared will have on the addressee. Taking a negotiation situation for example, all the parties involved should, according to this model consider the impact they want to create. For example, if one party seeks to persuade the other to compromise, they should design their message in a way that would persuade the conflicting party to do so. Consequently, other models were also developed concurrently in an attempt to perfectly explain human communication. Barnlund (1970) came up with a new model, which focused on the flaws identified from the previous two models. He based his model on the concept that, humans are concurrently engaging in the exchange of information. Thus, they exchange their roles of originator and addressee through the communication process. For example, in negotiations, the parties involved exchange their opinions and react to that of their opponents concurrently. Thus, there is neither a definite originator of information nor a permanent recipient. This model considered the communication process to be in a circular way unlike the traditional linear processes. Figure retrieved from Pfeiffer (1998) Distortion in Communication Distortion in communication affects the way information is transmitted and comprehended. Non-verbal signals play a vital role in the way people communicate. For instance, sustaining eye contact during communication is normally considered to be vital. This is because; it signifies attentiveness and interest in the communication process. A fact that helps to facilitate the process since without upholding eye contact, the parties engaging in communication are likely to conflict or misunderstand each other. According to Yunxia Zhu and Sun Zhu (n.d), culture plays a major role in communication. It impacts on the way people communicate and negotiate. This is probably because it affects the verbal and non-verbal features or human communication. Culturally, the Chinese are considered tough negotiators. This aspect has made it challenging for other cultures to reach agreements. For example, non-verbal cues tend to mean various things among different cultures. For Americans, being open and direct during negotiations is highly appreciated; however, the Chinese negotiators are fond of maintaining a high level of secrecy and are not explicit during negotiations. These differences in the culture of communication can cause major distortions (Zhu & Zhu n.d; Pfeiffer 1998). Additionally, distortion can result from lack of effective listening. In most communication situations, individuals assume the role that effective listening plays in the process. Listening contributes to the way individuals decode the information they receive as well as help them to formulate an appropriate feedback. It helps to direct the communication towards the desired objective of the process. Without proper listening, the information being communicated is likely to be misunderstood or even fail to be delivered as intended. For example, during negotiations, if one party fails to listen to what the other is saying, probably because of having a static view point or wanting to direct the results of the process towards their benefit, it is difficult to reach an agreement. This may lead to the parties repeating their information and may sometimes lead to the abandonment of the communication process eventually. Eye contact plays a major role in enhancing effective listening and so it should be implemented for the benefit of the communication process (Zhu & Zhu n.d). Figure retrieved from science direct Journal of visuals What is communicated during a Negotiation? Depending on the purpose and context of engaging in negotiations, the parties involved communicate different things. For instance, in business negotiations, the main communication can be to make offers or proposals for business relations. In a social setting, the communication can be trying to solve a disagreement. Generally, the information content of any negotiation depends on the context and purpose of the process. Additionally, there are a number of things that are also communicated during negotiations. First, individuals engaging in negotiations tend to communicate their status and personalities. In most cases, these factors are conveyed through the non-verbal cues. For example, the Chinese negotiators normally consider themselves highly, thus, they tend to communicate this by striving to ‘maintain face’ through the negotiation process. Maintaining face entails the ability to make your opponents aware of your status. This is usually considered to be vital in determining how the process goes (Hancerli 2008). Moreover, negotiators also communicate their beliefs. Considering that negotiations are mostly conducted to reach a common goal, the parties involved engage in dialogue to present their opinions and beliefs about the matter at hand. This is achieved through verbal communication. The parties exchange information concurrently and try to establish a common ground from which they can both operate from. Essentially, it is through sharing these beliefs that the negotiators are able to establish the causes that necessitated engaging in that process as well as helps in the identification of possible and appropriate solutions (McGinn & Noth 2012). Advantage and Disadvantage of Using Communication in Negotiation Communication in negotiation helps to establish a balance between the two parties. Subsequent to establishing the reason for their differences, conflicting parties are able to communicate their opinions and how they would like the issue to be handled. This can be achieved through combining the verbal and non-verbal signals. For instance, in making a business proposal, the proposing party is able to access the way the opponents are receiving their arguments through assessing their body cues. Furthermore, the opponents are also able to assess the others and identify ways in which they can also make proposals that will favor them in the business. Communication helps to formulate effective measures of reaching an agreement. It is through human communication that two differing groups can be able to reach consent. In most cases, negotiations have been used to resolve differences between individuals. This is because; communication via dialogue provides the two differing individuals with an opportunity and avenue to express their feelings. Communication acts as a medium through which the conflicting parties try to reason together and settle on a solution that is beneficial for them both. Without communication, it is difficult for the conflicting parties to consent or level their differences (Putman & Roloff 2008). However, communication can also be detrimental in that, non-verbal signals can create confusion and conflict. In most instances, negotiators tend to value the non-verbal signals and have a propensity to pay no heed to the verbal signals. This discriminatory concept of valuing one signal to the other can be damaging to the whole process. Mostly, the non-verbal signals have a tendency to be in contrary with the intended verbal communication. For instance, a nod in communication can mean an agreement or indicate that the addressee is paying attention to the communication. As a negotiator, if one interprets this as an agreement by the other party when it is not, they will cause a conflict in communication. Consequently, the signal could be from habitual practices of the other party and may not mean anything at all for the negotiation. It is thus important to be able to discern the correctly intended message to avoid miscommunications. The role of Communication in Negotiation Successful communication means a successful negotiation. Needles to say, communication and negotiation denote one process of sharing and exchanging opinions as well as thoughts. Negotiations mostly constitute intensive discussions and analysis of information to come up with a feasible conclusion. Thus, it is fundamental to have effective communication proficiency. Essentially, communication provides the negotiating parties with a medium of expressing themselves, without communication, the individual parties will not get to know what the other is thinking or feeling. Thus, maximum importance is placed on communication. How each party expresses themselves play an essential role in determining how the negotiation will go. For example, if one party in a negotiation situation fails to express their views and thoughts clearly to the other, they make the process challenging. That is, by failing to express themselves, the party creates a difficult situation that makes it difficult for the others involved to identify a level ground. This makes it hard to come to a common agreement and it might lead to one party walking out of the process without any solution to the issue being addressed (Hancerli 2008). How to Improve Communication in Negotiations Communication in negotiations can be enhanced through various ways. Firstly, it can be improved through understanding and acknowledging the cultural differences relating to communication. Culture plays a fundamental role in the process of communication. The way different cultures use words and other features to express themselves varies. To enhance this process, it is vital to be aware of the culture of the parties we are engaging with in negotiations. This will enable both parties to assess and evaluate the way their communication impacts the process. Additionally, familiarizing ourselves with the communication culture of our opponents will enable us to effectively negotiate without embarrassing ourselves and them, thus maintain respect in the process. Similarly, avoiding the use of non-verbal signals that are not universally comprehended will enhance communication in negotiations. The use of signals in communication relates to the cultural beliefs of people. For example, maintaining face in negotiations is normally prioritized by the Chinese. Thus, when negotiating with them, it is vital to ensure that this is not neglected, as it plays an essential role in the way they will communicate (Minela & Maria n.d). Listening effectively to the communication in the negotiation is another vital issue. To be able to improve communication in negotiations, the parties involved need to consider this feature of communication. Listening ostensibly impacts in the way the negotiations are conducted. Similarly, it helps to determine the results of the negotiations. For instance, if all parties listen effectively to the communication and attend to the negotiations, this will mean that the process will save on time spent negotiating as well as the solutions reached will be appropriate. When individuals effectively listen, they are able to make feasible contributions in the negotiation, hence, will try to work towards achieving the same objective. Conclusion To sum up, as discussed above, communication plays a vital role in negotiations. This is because of the clear similarities between the two processes. Both incorporate dialogue and the exchange of information. Negotiation has seemingly been categorized into two distinctive forms, distributive and integrative. The two forms of negotiation differ in respect to the existing relationship between the two parties. While distributive negations mostly involve parties that have no prior interactions, the integrative negotiation denotes a process of enhancing a prior relationship. Depending on the purpose of the negotiation, different negotiators may choose to resolve their differences in varied ways. Some may consider accommodating their opponents, compromising while others may choose to compete. Essentially, this process involves the use of various features of communication. That is, the verbal and non-verbal signals. The application of these signals plays another essential role in determining how the negotiators will conduct the process. It is important to consider the cultural aspects when using these signals of communication. Consequently, paying attention to the process through effective listening will also enable the negotiators to smoothly conduct negotiations. Failure to consider these basic aspects may lead to the distortion of the information being communicated and eventually the failure of the negotiation process. In respect to this, there is need to determine the most appropriate model of communication. Negotiators can choose to implement the traditional model or the circular model when negotiating. Depending on the parties involved, the model used will determine the outcome of the negotiation. For example, in a formal setting, the model adopted could be the traditional one or the circular model for a social setting. Recommendations Deriving from the conclusions drawn, I would recommend that negotiators should consider the intertwined characteristics that exist between communication and negotiation. Acknowledging that these two processes are seemingly equal will enable negotiators to conduct consultations effectively. Additionally, paying attention to the communication features being implemented like the use of words and symbols is fundamental. Negotiators are generally required to be effective in communication. This means that, they should be able to discern the varied meanings and implications of messages they receive. Apart from familiarizing themselves with the cultural aspects of communication of the party they are negotiating with, negotiators also need to pay attention to the way the information is presented. Overly, it is important to determine the main objective of engaging in the negotiations so as to identify the most effective way of carrying out the whole process. This is because, the reasons for engaging in negotiations helps to determine the most appropriate communication features to be used and eventually the outcome of the process. 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