SETTING UP A NEGOTIATION TEAM – [PART I]

A negotiation should never be conducted alone. It is extremely difficult for one person to simultaneously discuss, plan, analyze, and actively listen. A team approach increases effectiveness, control, and strategic clarity.

As a minimum, the negotiation team should consist of at least three people with clearly differentiated roles:

1) Negotiator

• Leads the discussion and interacts directly with the counterpart
• Asks questions, presents positions, and manages the dialogue
• Focuses on listening, understanding interests, and maintaining the relationship

2) Commander

• Oversees the overall strategy and structure of the negotiation
• Monitors progress against objectives and priorities
• Signals tactical adjustments, breaks, or changes in approach
• Ensures discipline and coherence within the team

3) DecisionMaker

• Holds authority to approve concessions and final agreements
• Validates trade-offs and confirms commitments
• Ensures alignment with internal limits, mandates, and business objectives

To be effective, the team must present one single face to the supplier. This requires full internal alignment before the negotiation and strict discipline to maintain each role throughout the entire process.

Clear role separation avoids confusion, strengthens negotiation performance, and prevents contradictory messages. When each team member focuses on their specific responsibility, the team is able to think strategically while remaining fully engaged in the discussion.

This role-based approach enables better listening, stronger strategic control, and negotiations conducted from a position of strength.