![Page 1: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/1.jpg)
Facilitation and Negotiation
PG page 1
David Mantica
IIBA Cincinnati/Northern Kentucky IIBA Chapter
Tuesday, August 18th
![Page 2: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/2.jpg)
Objectives
• Know the difference between a team and a workgroup.
• Understand what facilitation encompasses and its three
principles.
• Know the steps to facilitating a successful meeting.
• Understand how time, power, and information influence
the outcome of a negotiation.
• Know how to plan for a negotiation.
![Page 3: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/3.jpg)
Objectives (continued)
• Avoid the common pitfalls of negotiating.
• Understand how to both use and avoid common
negotiating tactics.
![Page 4: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/4.jpg)
is the amount of time professionals lose each
month in unproductive meetings!
![Page 5: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/5.jpg)
Facilitation
• Used to ensure successful meetings
– Works with group processes to ensure meetings are well-
run and reach successful consensus
• Group Processes are a system of behaviors that occur within
any social group
• Reaches its most effective form when utilized with high
performance teams
– “[A] small number of people with complementary skills who
are committed to a common purpose, performance goals
and approach for which they hold themselves mutually
accountable.”*
*Source: The Wisdom of Teams by Jon R. Katzenbach
and Douglas K. Smith
![Page 6: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/6.jpg)
The Three Principles of Facilitation
• Facilitation encourages everyone to contribute to a
shared set of ideas and solutions in a manner that
makes them feel positive about both the process and the
decision.
• This concept leads to the three principles.
![Page 7: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/7.jpg)
The Three Principles of Facilitation
1. The facilitator is there to move the process along, not to
be the center of attention. The facilitator does not offer
opinions, but draws out others.
2. The facilitator focuses on how people participate, not on
the material of the meeting.
3. The facilitator is a neutral party.
![Page 8: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/8.jpg)
Climate/Environment
• Sets the general tone for participation
• Issues considered:
– Comfort
– Safety
– Power
![Page 9: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/9.jpg)
Logistics/Room Arrangement
• Provide for:
– Comfortable seating
– Places to hang charts
– Refreshments
– Audio Visual equipment
– Etc.
![Page 10: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/10.jpg)
Ground Rules
• May be referred to as the “Rules of Engagement”
• Common rules include:
– One person speaks at a time
– Raise your hand to be recognized/speak
– Listen to the person currently talking
– No mocking, ad hominem attacks, etc.
– Be on time
– Respect other team members
![Page 11: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/11.jpg)
Ground Rules Development
• Develop within a facilitated process that encourages
buy-in, and thus compliance
– Check-in with the group before you write anything down
– Ask for group approval (explicitly voiced)
![Page 12: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/12.jpg)
Start the Meeting / Welcome
• You have scheduled a meeting of your team for 2:00pm.
It is now 2:00 and only 5 of your 8 team members are
present.
– Start on time (or no later than 5 minutes late)
– Do NOT acknowledge the arrival of late members
• If they ask what they missed, tell them you will catch them up
at the break
– Thank everyone for being there and welcome them
• No comment about missing people
![Page 13: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/13.jpg)
Introductions
• Not all of your meeting participants know each other or,
even if they are acquainted, know each other well.
– Ask people to introduce themselves
– Ask them to elaborate on what they want from this meeting
– Ask some key question:
• How did you get involved in this organization?
• What concerns you about this topic?
– Icebreakers
– Introduce yourself!
![Page 14: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/14.jpg)
Review
• Your meeting is about to swing into high gear. Are there
any things that you think should be discussed before it
starts?
– Agenda
– Objectives
– Ground Rules
![Page 15: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/15.jpg)
Participation
• The meeting has started, but as you glance around the
room, one person is doodling and another is staring out
the window.
– Ask individuals to go next
– Ask individuals to give their thoughts on what was just said
– Use your body language
![Page 16: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/16.jpg)
Agenda
• The agenda calls for your team to be discussing the cost
of parts for the new widget. Fred, one of your engineers,
says that widgets were first developed by the ancient
Mesopotamians as a way of not paying for parking.
Everyone seems interested.
– “That’s an interesting issue, but perhaps we should get
back to our cost issue.”
– “That’s an interesting issue. Would the team like to add
this to our list as something to address [whenever]?”
![Page 17: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/17.jpg)
Detailed Decision-Making
• The team had decided that future widget parts should be
purchased from Acme Widgets representative, Mr. W.
Coyote. Fred says that this means that detailed
technical specifications need to be created for the legal
department and starts writing a list of such specs.
Others join in.
– “Is this something that can be developed later?”
– “Does the team feel that this is something we should
assign Fred as an action item?”
![Page 18: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/18.jpg)
Commitment
• The meeting is back on track, and team members are
saying they will do this or that action item between now
and the next meeting.
– Get commitment from the team members
– Put it in writing (action item and their name) on the board
– Leave adequate time to get this commitment
– Watch out for those who over-commit and those that
under-commit
![Page 19: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/19.jpg)
Closure
• As previously stated, you have decided to purchase from
Acme Widgets. However Fred and Jane (who both
support the Acme choice) continue to discuss the pros
and cons.
– Summarize a point made, check it off, move on
– If continued discussion is based upon disagreement, state
where things stand and suggest Fred and Jane discuss
the issue “off-line”
– There is an entire sub-discipline for facilitated decision-
making
![Page 20: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/20.jpg)
Respect
• As the meeting progresses, Fred starts playing the role
of a “steam roller” in order to monopolize the
conversation. Every time George speaks, Jane rolls her
eyes and snickers an aside to Lucy. Bob says Lucy
must have straw for brains.
– Deal with the behavior, not the motive
![Page 21: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/21.jpg)
Some Guidelines
• Don’t memorize a script
• Watch group’s body language
• Always check back with the group
• Summarize and pause
• Occupy your hands
• Use your body language
• Talk to the group, not the board
Source: http://ctb.ku.edu
![Page 22: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/22.jpg)
Negotiation
• During your lifetime you may find yourself negotiating a
whole host of extremely important situations
– Buying a car
– Asking for a raise
– Buying a home
– Remodeling your home
– Divorce
– Establishing a partnership
![Page 23: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/23.jpg)
The Four Negotiated Outcomes
• Lose-Lose
– It does happen!
• Win-Lose
– Or Lose-Win
• Win-Win
– The Ideal
• Failure to Reach an Agreement
– Walk away
![Page 24: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/24.jpg)
Getting to Win-Win*
• Don’t narrow the negotiation down to a one-issue
problem.
• Understand that your goals are not the same as the
person’s with whom you are negotiating.
• Don’t assume you understand the other person’s goals.
*Adapted from The Only Negotiating Guide You’ll Ever Need
by Peter B. Stark and Jane Flaherty
![Page 25: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/25.jpg)
Single-Issues
• Often results in the Win-Lose outcome.
• Recognizing the existence of multiple issues allows you
to design compromises and trade-offs that can lead to
Win-Win.
![Page 26: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/26.jpg)
Differing Needs
• What is important to you is not necessarily what is
important to your counterpart.
• Differing needs are the foundation of economic
exchanges.
![Page 27: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/27.jpg)
Other’s Goals
• Can be explicit
– The counterpart will often state these
• Can be implicit
– These are often the real drivers for the conversation
– Often left as implicit
![Page 28: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/28.jpg)
The Driving Factors
• Time
• Power
• Information
![Page 29: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/29.jpg)
Time
• Be patient
– Most points of agreement are settled late in the negotiation
process
• Persevere
– If most points are settled late, don’t expect that your
counterpart will agree the first time you raise a point
• Recognize the power of deadlines
![Page 30: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/30.jpg)
Some “Time” Tactics
• Delay (or Stalling)
– Determine whether the other party is subject to some
deadline (delay)
– Works if other party is impatient (stall)
• Artificial Deadline
• Time Out
– To regroup
• Pause
– Prior to a concession
![Page 31: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/31.jpg)
Power
• Power is in the eyes of the beholder
– If your counterpart thinks you are, powerful,
you are
– Every party to the negotiation has some
power
• Work to enhance your power position
• Work to reduce your counterpart’s power
• Use power to achieve a Win-Win is ethical.
• Abuse your power to achieve a Win-Lose situation is
unethical.
![Page 32: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/32.jpg)
Some “Power” Tactics
• Act “Crazy”
• Bully
• Ambush
– Showing up in large numbers
• Home Court
– The home team is always at an advantage
• Expert Opinion
– Multiple variations
![Page 33: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/33.jpg)
Information
• Know your topic
– Do your homework
– A negotiation is more than the formal time spent in the
meeting
![Page 34: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/34.jpg)
Information
• Know yourself
– What are your goals? Long-run? Short-run?
– What will be your opening offer?
– You have other options. What are they?
– What is your limit? Set a resistance point above (or below
that limit).
![Page 35: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/35.jpg)
Information
• Know your counterpart
– Before the negotiating session:
• What do I know about my counterpart’s organization?
• What do I know about my counterpart?
• What do I think his or her goals are?
– During the session:
• Ask questions
• Read body language
• LISTEN!
![Page 36: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/36.jpg)
Some Additional Tactics
• Good Cop/Bad Cop
• Fait Accompli
• After You
• Concede Small
• Meet in the Middle
• Walk Away
![Page 37: Facilitation and Negotiation - cincinnati.iiba.orgFacilitation and Negotiation PG page 1 David Mantica IIBA Cincinnati/Northern Kentucky IIBA Chapter Tuesday, ... any social group](https://reader033.vdocuments.net/reader033/viewer/2022041713/5e494b46917d920dac12baa1/html5/thumbnails/37.jpg)
Summary: Facilitation and
Negotiation
• Facilitation is about more than proper meeting etiquette.
• A properly facilitated meeting leaves participants positive
about their decision and the means by which they
reached that decision.
• Negotiation is about reaching the Win-Win decision that
works for all parties.
• Negotiating without preparing is an invitation to failure.