Negotiations hold a pivotal role in every business and organization. When parties with conflicting interests come together, discussions can spiral up to the manager’s desk far too quickly. Managers must find ways to keep negotiations from reaching their level prematurely.
Team members deserve the opportunity to seal deals on their own; otherwise, they might get used to bypassing their own authority and escalating issues to management when tensions run high. The real danger lies in setting a precedent where the opposing side always expects to speak with a manager—especially since higher mandates sometimes tempt managers to offer too much just to end the discussion. In this blog, I explore five methods that help managers keep negotiations where they belong.
1. Objective Setting:
Managers and their teams must lock in clear, specific goals for every negotiation. Set SMART goals—Specific, Measurable, Achievable, Relevant, and Time-bound—for each discussion. These sharp objectives keep the team on track and cut down on miscommunication.
2. Preparation:
Solid groundwork forms the backbone of every successful negotiation. Demand detailed negotiation plans that dive into key issues, compile vital data, and define a strong bargaining stance. A thorough review session with the team ensures everyone remains organized and focused.
3. Confidence:
Negotiations test everyone’s resolve. Boost your team’s confidence through targeted training and immersive practice sessions. Encourage mock negotiations and role-playing exercises so that every member feels equipped to tackle difficult conversations head-on.
4. Process:
A clear escalation framework prevents negotiations from landing in the manager’s lap. Lay out a step-by-step escalation process with specific timelines, so each team member knows exactly what to do when challenges arise. This structure keeps discussions organized and on point.
5. Empower:
Trust remains the cornerstone of effective negotiations. Grant your team the authority and resources they need to drive deals forward. If a negotiation heats up, step in as a supportive listener rather than taking over the dialogue. This approach reinforces your team’s autonomy and builds mutual trust.
Now, you might argue: that theory sounds flawless, yet as a senior manager, I still find myself dragged into deals. How can you avoid that? Let’s break down two common scenarios:
Scenario 1: The other party keeps dialing you directly for an escalation.
- Option 1: Let the call go to voicemail, then send a brief message such as, “I saw your call. I’m tied up right now, but my colleague handling the negotiation will call you back shortly.”
- Option 2: Answer with a quick, “I can’t talk right now—could you summarize the issue in one sentence? I’ll ensure my colleague reaches out to you.”
Scenario 2: The opposing side refuses to speak with your lead negotiator unless you join the conversation.
- Option 1: Stand firm if time allows. Clearly communicate that you won’t join the meeting, reinforcing your lead negotiator’s authority.
- Option 2: Alternatively, initiate a brief call yourself to inform the other party that your lead negotiator holds the mandate to negotiate, and that you won’t get involved. Keep the conversation strictly about this point.
These scenarios likely stem from past successes in escalation, setting a pattern that becomes hard to reverse. Sometimes the issue also hints at a weak escalation plan or wavering confidence in the lead negotiator’s abilities. Either way, these potential pitfalls deserve attention during the preparation phase.
If you’ve implemented all these strategies and the other party still insists on escalation, follow these steps:
– When the situation escalates to a certain level, respond in kind. Make sure escalation occurs in tandem with the appropriate hierarchy.
– Bring in your lead negotiator and let them steer the conversation. Steer clear of stepping in yourself, as doing so rewards the other party for escalating.
– End the meeting by restating your lead negotiator’s mandate to negotiate on your organization’s behalf.
Negotiations might be complex, but these five methods—locking in clear objectives, investing in thorough preparation, building genuine confidence, establishing a solid process, and empowering your team—offer managers a robust way to keep discussions in the right hands. This approach not only prevents unnecessary escalation but also helps your team handle negotiations with poise and authority.
Jan Aerts 
