Posts tagged "problem"

Negotiation Strategy

5 Steps to Better Negotiations

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“Any business arrangement that is not profitable to the other person will in the end prove unprofitable for you. The bargain that yields mutual satisfaction is the only one that is apt to be repeated.” B. C. Forbes

Most of us take part in some form of negotiation everyday. In life, skilled negotiators are able to close better deals, and reach mutually acceptable agreements faster. Ever since I undertook this entrepreneurial journey, negotiations seem to have become common place. I have come a long way from my early negotiations, at that time, very often I did not get the best deal possible . Experience however is a great teacher, and although I have made many mistakes in the past, I have also learnt much, which has honed my negotiation skills . Listed below are some key steps to be undertaken during negotiations, to ensure that a mutually acceptable agreement is reached quickly, fairly and efficiently.

1. Motivations & Interests: At the heart of every negotiation, each side has a set of motivations and interests which enable them to take  certain positions on issues. Before beginning the negotiations, identify  your personal motivations and interests for resolving the issue at hand. Internal clarity helps greatly to communicate your message. Next, we need to understand the other side’s position, as also why they have taken it. What are their motivations and interests on the particular issue? The initial round or rounds of negotiation need to include candid discussion to ensure as clear a picture as possible. To read specific examples please click here.

2. Focus on the Problem: The entire objective of negotiating is to find a mutually acceptable consensus. To ensure that this objective is achieved, we need to keep the process as simple as possible. This requires us to understand each other’s perceptions to ensure that we are on the same page. It also requires us to keep emotional baggage off the table. Lastly, we need to ensure that during the negotiation process both parties communicate clearly, and listen attentively. At the same time, we need to be aware of non verbal communications as well. Being focused on the issue and not deviating ,greatly improves the speed at which to reach an agreement. To read more specific examples please click here.

3. Develop Options: The objective of the option development phase is to arrive at a set of mutually viable and beneficial options. To reach this objective much collaborative work is required. We need to have several candid sessions whose sole purpose is to chart out maximum number of options. Each side has to ensure that its position’s and interests are clearly communicated, with the entire focus on how to maximize expectations by working together on a macro level. To read more specific examples of developing options please click here.

4. Alternatives: These are options which form our backup options if negotiations break down and agreement cannot be reached. Before the negotiation process, one should clearly list down all the available alternatives related to the issue at hand. Then list down possible alternatives that the other side may have. This gives a better understanding of how much room there is to negotiate. Alternatives are vital negotiation tools and need to be used tactfully to ensure that a fair agreement is reached. To read more specific examples of alternatives please click here.

5. Objective Criterion: These are benchmarks which provide a fair assessment to rate particular options against. Negotiations which use objective criterion’s usually result in fairer agreements. Therefore it is important that before one begins negotiations, criterions are researched and decided upon. Whether it is for purchasing a business or negotiating a salary increase, one needs to identify quantifiable metrics which can help make the decision making process easier and fairer.To read more specific examples please click here.

Negotiations are usually not very straight forward. Much of the time, emotions get in the way which complicates matters dramatically and frankly confuses both sides on procedural matters. To say that we need to keep all emotion out of the picture is not possible. What we need to do is to exercise a great deal of self control, and constantly put ourselves in the shoes of the other side. Only once we begin to see negotiations as a two-sided process will we be able to progress to becoming a more skilled negotiator. I wish you the best of luck in all your future negotiations.

Negotiation Strategy

Objective Criterions

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“Here’s the rule for bargains: ”Do other men, for they would do you.” That’s the true business precept.” Charles Dickens

Most of us have at some time, played the high-lowball game during negotiations. For example, a while ago I was attempting to buy a domain I wanted. The seller had a listed price of $500, I put in a lowball offer of a $100 dollars straight off the bat. The $100 I offered, had no actual basis and was nearer to the $200 or so I wanted to actually pay for the domain. The seller and I had a number of correspondences back and forth, and a deal was struck around $230. Did I get a good price? Was my reservation price, one that had a logic basis? Unfortunately I could not answer any of these questions.

It therefore got me thinking, that having objective criterions are necessary to ensure that both sides get an optimal deal. In the case of the above example, companies such as Sedo are able to calculate the true worth of a domain through several established criterions that include, estimate of the domain name’s value, list of recent comparable sales, search engine friendliness, branding potential, legal situation and even, possible buyers. This estimation establishes the true worth of a domain. If the had seller relied and gone with such a report from a trusted authority, stating the domain estimate at $500, I would have had very little room to negotiate a price which was substantially lower. We can therefore see, that by adding objective criterion’s to negotiations, we can optimize the value created on the whole.

It is therefore recommended, that whenever you enter into a negotiation, be it changing terms of payments with your supplier, a salary increase for your staff or the sale of your business to a private equity firm, do research regarding the metrics that can be used fairly, to add objectivity to the negotiations. It is important that the criterions proposed are acceptable to both sides. A key characteristic of skilled negotiators is, they are always prepared. They know their underlying interests, the options available,  available alternatives, and a list of objective criterions to reach an optimal agreement for both sides.

Negotiation Strategy

What are your Alternatives?

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“The hardest thing to learn in life is which bridge to cross and which to burn.” ~David Russell

How does one assess whether one is really getting a good deal or not? To answer this question one needs to have a deeper understanding of the alternatives available. Lets say for example, we are negotiating a salary increase with our employer. We want an increase from $50k to $60k. We bring up the topic with our employer, who immediately refuses the suggestion blaming the current economic climate. We could be an extremely valuable resource for the company, but without any available alternative we have very little leverage in this negotiation. However if we do some research about market rates for our profession and may even float our resume around to get an idea what our market worth is we could arrive at a figure which gives us a better understanding of our market worth. With this figure we now have a foot to stand on during negotiation.

Alternatives however are rarely as straight forward in complicated deals where one is negotiating the sale of a business or better terms of payment from suppliers. They do however give us an important edge to see how far we can actually push during negotiations. Lets say for example I am selling my car and my reserve price is $20k I meet a seller whose maximum limit is $30k. In this case any price above my $20k reservation price will be a positive outcome for myself and likewise any price below $30k will be a positive outcome for the seller. This brings out the objective of negotiations which is to achieve a better deal than not negotiating at all. Revealing your alternatives during negotiation is usually not a good strategy unless it strengthens your position at the negotiation table. It is important to remember that alternatives should not be used to apply pressure or force the other side into a particular decision. They are markers to help us make an optimal choice.

Before the negotiation process, one should clearly list down all the available choices related to the issue at hand. I then list down possible alternatives that the other side may have. This gives a better understanding of how much room there is to negotiate. It is important to not use ones alternatives to apply pressure tactics to induce the other side to give in. Such tactics may work in the short term, however repeated use of such strategies will hurt your future chances of getting a better deal. One needs to be fair and ensure that each side is benefiting from the agreement to ensure better long term results.

Negotiation Strategy

Options Development

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“Everything is something you decide to do, and there is nothing you have to do.” Denis Waitley

Often in negotiations, each side promotes their optimal outcome without taking into account mutually beneficial options. We often only concentrate on how we can get the most out of a particular predicament, rather than creatively coming up with alternatives for mutual gain. Other common problems leading to stalemates, is when each side looks for a single answer to resolve the issue, or views the pie as fixed, and looks for ways to increase their own share. These road blocks lead to slow negotiations, and can be frustrating for both sides. Below are a couple of ways I follow for option development:

1. Separate Brainstorming & Decision Making: The option development phase is an important one, and needs to be handled independently. If we mix the option development phase, with the decision making one, it could potentially lead to premature judgments. This phase needs to focus on the creativity of both sides, to develop options which cater to the bigger picture. At this stage there is no option which is too crazy, and both sides must feel comfortable in expressing their point of views and opinions. The end result of these sessions should be a developed list of potential options which cater to both sides and are mutually beneficial.

2. Cater to Interests: As mentioned in earlier posts it is important to focus on interests rather than positions during the negotiation process. This has great significance in the option development phase. For example, if we negotiate a larger equity stake in the business with one of the founders, it is important to let the partners know why you want 10% instead of the 6% offered. Is it because the 10% signifies the actual opportunity cost that you are foregoing to join the business? Explore the reason of the founders interests  and why they had offered 6%. Without this, the discussion is polarized to very hard positions, its either 10%, or I will not be joining. Such an attitude is not conducive to developing viable options.

3. Focus on Increasing the Pie: On a micro level when you look at an issue there are a couple of possible options available. For instance, if you are negotiating terms of payment with a vendor there are a limited number of options available to reach an agreement. However, if we take a 3 dimensional view of the issue at hand and take into account macro level factors to improve the situation, a number of options will become available. In the same negotiation with the vendor, if we zoom out and brainstorm new ways to increase the volume of business with the vendor through shared activities, maybe the vendor would be more inclined to negotiate more favorable terms. Broadening the scope of the issue is an essential trait of the skilled negotiator.

The objective of the option development phase is to arrive at a set of mutually viable and beneficial options. To reach this objective much collaborative work is required. Many individuals shy away from talking through options and stating their interests, only because they fear they may be giving too much away and may appear vulnerable. Such a stance will most likely lead to a limited set of options, most of which do not cater to the interests of the involved sides.  We must therefore introduce candor into our negotiation process to yield optimal results.

Negotiation Strategy

Focus on the Problem

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“When dealing with people, remember you are not dealing with creatures of logic, but creatures of emotion.” Dale Carnegie

Dale Carnegie’s quote, eloquently summarizes a major challenge we face at the negotiating table. Negotiations tend to get complicated due to the fact, that as human beings we bring a lot of baggage to the process. In the seminal book “Getting to Yes” by Roger Fisher and William Ury, they have a dedicated section devoted to separating the personal element as much as possible, from the negotiation process. They identify three main segments which tend to complicate matters repeatedly, they are perceptions, emotions and communications. Listed below are a few tips on dealing with each segment.

1. Perceptions: As stated in yesterday’s blog post, if we do not look adequately into the other sides position and interests, our perceptions will be skewed. We may perceive an issue in a certain manner because of a particular reason, whereas, it could be due to something completely different. We need to open up candid discussions on both sides. Unless this is done, both sides will blame the other and point fingers. Each side needs to be part of negotiation process, as also clear on each other’s positions, to reach a mutually agreeable decision.

2. Emotions: This area tends to complicate matters during the negotiation process as a routine. To become an adept negotiator, one needs to become emotionally aware of ourselves and others. Emotions tend to play either a positive or negative role in negotiations. It is only when negative emotions such as anger, fear and distrust come into play, that reaching a consensus becomes very challenging. As skilled negotiators it is important to keep a constant check on our own emotional levels, as well as that of the other person. When we sense a boiling point it is important to diffuse the situation by either changing our stance or by temporarily leaving the scene. It is important to focus on the issue at hand and not take personal jabs at the other person.

3. Communication: During the negotiating process if the involved individuals are not able to communicate properly, chances of reaching any sort of agreement is minimal. We need to ensure that during the negotiation process both parties communicate clearly and listen actively. At the same time, we need to be aware of non verbal communication as well. Key factors such as eye contact, facial expressions and body posture are continuously communicating messages to the other side. We also need to be aware of the non verbal cues we may be receiving from the other side as well. Miscommunication is one of the primary reasons why negotiations break down, we must ensure that the focus on keeping channels of communication clear at all times is maintained.

The entire objective of negotiating is to find a mutually acceptable consensus. To ensure that this objective is achieved, we need to keep the process as simple as possible. If we complicate the process by bringing external baggage into the equation, chances of reaching a consensus become slim. We need to ensure focus on the issue at hand at all times. This will undoubtedly be challenging, and there will be moments when our emotions will get the better of us. However, if we always remind ourselves of the core issue and make a concentrated effort to reach a consensus, both sides will benefit.

Communication Marketing

5 Steps to Better Presentations

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“There are always three speeches, for every one you actually gave. The one you practiced, the one you gave, and the one you wish you gave.” Dale Carnegie

Presentations are a critical communication medium which entrepreneurs need to be adept at. Good presentation techniques make it easier to get your point across to your team, investors and customers. However, to be able to present like Steve Jobs, requires a lot of hard work, creativity and passion. Whenever I have seen a great presentation, it has the same five components. These components make the presentation experience engaging, stimulating and interesting. When any one of these key components is missing, the presentation unravels itself. These five components are:

1. Theme: We have all been to presentations where confusion surrounds the first 15 minutes, and everyone is trying to understand what the presenter is attempting to establish. With the aid of a theme the presenter is able to communicate the core essence of what is being presented. A theme serves as an anchor to keep the audience focused on the single most important message in your presentation. To read more about how to develop a theme for your presentation please click here.

2. Navigation: The outline is supposed to break the story into manageable parts, so that the audience does not get lost. Research has shown that focusing on a maximum of 3 main points in your presentation, is an optimal number as far as recall and attention spans are concerned. It is important that when we begin talking about a key point we introduce it, talk about it, and have a conclusion for it before we move on to the next point. To read more about developing a good outline for your presentation please click here.

3. Call to Action: This component requires the presenter to clearly state the action the audience needs to take after the presentation. This could be many things, ranging from closing a deal, securing funding, or convincing the team to go with a particular marketing strategy. Without this component we have wasted the audience’s time and they will leave the presentation frustrated and confused. Every presentation must have a specific call to action to fulfill its core purpose. To read more about developing a call to action for your presentation please click here.

4. Design: The creativity part of the presentation is one of the most challenging aspects when done correctly. It is about reducing the presentation content into simple messages, and with the help of visual aids communicated to your target audience optimally. We need to be wary of using clipart, complicated tables & charts, bullet points and distracting templates. Every element of your presentation from the colors, font and images must communicate a particular message to your audience. To read more design tips for your presentation please click here.

5. Rehearsal: Being prepared is the difference between a good and a great presentation. There should be an equal amount of effort put into the delivery of your presentation as well as to the production of the presentation. Memorize your material, get feedback from whoever will listen, and record yourself giving the presentation to gauge areas you need to focus on. There is a statistic which says that every minute of a presentation requires an hour of presentation. This goes to show how much effort needs to be placed on rehearsals to give a great presentation. To read more rehearsal techniques please click here.

You will notice that I have not mentioned passion as one of the components. The reason I leave it out is because it is a given. The above mentioned components help take your average presentation to a great one. Without passion however, your presentations will be well below average. Whatever we do in life, whether we are an entrepreneur, lawyer, doctor or an investment banker, we have to ensure that we are passionate about what we are doing. I wish you the best of luck in all your future presentations.

Uncategorized

Are you Prepared to Present?

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“It takes one hour of preparation for each minute of presentation time.” Wayne Burgraf 

A killer theme has been selected, a consistent story, a great punch-line and a mind blowing design. All hyped up, we step up to the podium to deliver our presentation, and everything falls apart. We start by getting the words wrong, our train of thought goes astray, we begin talking about unrelated topics and soon, we have completely lost the audience’s attention and respect. Sound familiar? Well it does to me. I have had my fair share of presentations which did not go as planned. The reason: I never planned how I wanted them to go in the first place. One gets so caught up in getting the right picture, the right statistics and the right design, that we tend to forget the important aspect of getting the delivery of the actual presentation right. This is a lesson you have to learn the hard way to truly understand it’s magnitude. 

One of the first presentations I remembering rehearsing for, day and night, was my first VC pitch. I was the lead presenter and my team and I spent around 5 days perfecting the delivery of the pitch. It was the first time I realized how difficult it was to do something which appears to be relatively easy. Each time I watch one of Steve Jobs keynote addresses it just blows me away. Here is a guy who stands in front of thousands of individuals and holds their attention for 90 minutes without breaking a sweat. So is there a special secret which helps some speakers present better than others? No…..it is simply about being well prepared. Outlined below are some steps which can help you to be better prepared for your next presentation:

1. Who is your audience?: If you are pitching to a VC, you will have to pay attention to aspects like financials, target market and assumptions. Be prepared with answers to difficult questions in advance. On the other hand, if you are pitching to a customer,  stress different factors and communicate in point form to help them make a decision faster. Understand who your audience is, and what they expect of you in advance.

2. Material: I recommend memorizing your material if possible. This has helped me pitch more confidently and that confidence is surely communicated to the audience. Instead of memorizing word for word, use central themes and key words for each segment. 

3. Dry Runs: I record myself while rehearsing important presentations. Through this I can identify pitch, those parts of the presentation I have trouble with, any hand gestures I use, and whether I am able to stay within the designated time which has been allocated for the presentation. The last point is vital when pitching your startup at demos where one is given only 2-5 minutes to communicate your idea.

4. Tools: I recommend advance testing of your presentation at the actual site if possible. For some odd reason, the projector and notebook always seems to have a problem right before a presentation. I also recommend using a remote device to help navigate your presentation yourself. 

5. Passion: Without this component one might as well not give the presentation. Passion for your idea, product or service is communicated from the moment you begin your presentation. During rehearsals get feedback from your peers or anyone who is assessing your delivery on how you rank on confidence, enthusiasm and passion. 

Being prepared is the difference between a good and a great presentation. There should be an equal amount of effort put into the delivery of your presentation as well as to the production of the presentation. When you see a presenter like Al Gore giving the “Inconvenient Truth” presentation, you cannot help but notice how effortlessly he delivers and more importantly, communicates with his audience. This is a result of giving the same presentation hundreds of times and refining it to perfection. When you are making your next presentation to your team, customer or investors make sure you come prepared.

Sample Presentation:

[slideshare id=504408&doc=thirst-upload-800×600-1215534320518707-8&w=425]

Communication

Presentation Design

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“Making the simple complicated is commonplace; making the complicated simple, awesomely simple, that’s creativity.” Charles Mingus

Text, animation, clipart graphics, charts, tables and bullet points need to be kept to a bare minimum in any presentation. Everything placed on your slide must have a purpose and communicate it’s message to the audience. This is easier said than done. Find below ‘before and after’ pictures from Apollo Ideas Inc, notice how well they communicate what I have just mentioned.

Copyright Apollo Ideas Inc

In all the ‘before’ pictures, we see there is too much text which is badly laid out, complicated tables & charts, and distracting backgrounds and colors. The ‘after’ slides have removed the clutter and presented simple, clear and concise slides which communicate their messages through pictures rather than words. To make a successful transition from the left slide to the right one, we need to put a lot more effort into each slide. In the book “Made to Stick” by Chip and Dan Heath, they outline six principles essential to describing a good presentation. They are simplicity, unexpectedness, concreteness, credibility, emotions, and stories. When developing your presentation, benchmark your presentation against these principles, to see whether the message you are attempting to communicate, will do so or not.

A summary of some key points for good presentation design:

1. Avoid: Clip art, complicated charts & tables, excessive use of text and bullet points.

2. Colors: Select colors carefully, and make sure they communicate the message you want the audience to feel. 

3. Typography: Keep your text consistent throughout the course of the presentation. Choose a font type which communicates your message effectively.

4. Images: Use high quality stock images whenever possible. The correct picture can communicate more than an entire slide worth of text, as shown in the example above.

Creating a well designed presentation which satisfies all the key criterions is a challenging task. With time and experience one will get more adept at choosing the correct elements for particular types of presentation. Until then, we need to keep practicing and getting as much feedback as possible. 

Sample Presentation:

[slideshare id=491788&doc=presentingwithtext-1214778422555501-9&w=425]

Communication Sales

Call to Action

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“Ask yourself, ”If I had only sixty seconds on the stage, what would I absolutely have to say to get my message across.” Jeff Dewar 

A couple of years ago I struggled with my customer presentations. The content was great, I spent a lot of time on the theme and design, yet, I was unable to close the sale. If you have been in this spot, you know how frustrating it can be, specially when it happens repeatedly. I took a presentation to my mentors for feedback, to see if they could spot where I was going wrong. I did a demo presentation, I remember the response, it was “so what?”. Wow. The feedback I got was, I was not being aggressive enough in asking for the sale with my presentation. The end of the presentation was not packing in sufficient build up, to convince the prospect to make a decision about whether or not they would like to sign up for the service. I was going straight to the Q & A section after I spoke about pricing, and I lost customers during that transition.

After that day, I make sure that before I make a presentation, I visualize the desired outcome. This could be many things, ranging from closing a deal, securing funding, or convincing the team to go with a particular marketing strategy. The key is that there must be a call to action, otherwise it is a waste of time for you and the audience. Once I started incorporating this into my presentations, the results were truly astonishing. I started closing more sales and the audience was more involved and pro-active. Initially I thought the audience may find this direct approach too frank or abrasive, however the results were quite the contrary. The audience actually appreciated the upfront attitude, understood the main objective and more importantly, the chances of getting a definitive reply increased sharply.

There are a couple of things to keep in mind when devising your call to action:

1. Subtle Buildup: The last thing your customer wants to see is a slide out of nowhere, asking them to purchase the product/service. Make sure your story is consistent, it should outline the product/service, show its benefits, how it would aid a specific customer and any other data to support your pitch for why they should purchase from you.

2. Specific: There should be no vague statements relating to what you want to achieve at the end of the presentation. Be absolutely clear about what you would like them to do. If necessary, provide them with all necessary details if they have questions relating to the transaction.

3. Closing Tools: If the presentation is geared towards closing the deal with the customer right after the presentation, make sure you have all the necessary items to ensure the sale goes through. This could be contract agreements, a form on your website or even a mobile signing device. Be prepared with all the necessary tools required to ensure a successful outcome.

This has been an invaluable lesson for me and has greatly increased the effectiveness of my presentations. The next time you are giving a presentation, make sure you have a clear call to action which is supported by the rest of the presentation. Remember, if we do not ask for the sale, we are rarely going to be able to close it.

Sample Presentation:

[slideshare id=33834&doc=shift-happens-23665&w=425]

Communication

Navigating your Audience

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“The audience only pays attention as long as you know where you are going.” Philip Crosby 

Steve Jobs usually begins his keynote addresses, by giving his audience a rough outline for his presentation. For example he says, “Today, I am going to be talking about 3 things”. Usually these are three different products or services which he will talk about. What this statement does is, it formulates a path in the mind of the audience about what to expect from the presentation. Much of the time however, we will not be giving keynote addresses, and our presentations will be more intricate, and have a lot of material which we want, and need to cover. However, this should not be an excuse to create huge presentation outlines, and you should not start your presentation with headings such as: About Us, Problems, Solutions, Benefits, Price. The audience usually has this framework in mind already. 

As a presenter, we have to look at each presentation we give from both the macro and micro level. The prior post talked about the macro level, where we established the theme and story to be followed. The outline is supposed to break the story up into manageable parts, so that the audience does not get lost. Research has shown, that focusing on a maximum of 3 main points in your presentation, is an optimal number as far as recall and attention spans are concerned. It is important that when we begin talking about a key point we introduce it, talk about it, and have a conclusion for it before we move on to the next point. Often I notice presentations which talk about product features on one slide and shift to the pricing structure in the next. It is important to make the transition smoothly, to reiterate the point and close the section before moving on to the next.

Without a sequential structure in place we tend to lose audience attention very quickly. Hence, when creating your presentation sequence, remember to keep these key criterions in mind:

1. Sequential: Does your presentation flow smoothly from one section to the next?

2. Opening & Closing: Are each of the sections of your presentation introduced, and concluded clearly?

3. Length: Have you managed to restrict the content to 3 main points?

Developing an interesting presentation which flows well, requires creativity and hard work. The next time you are creating a presentation, do your best to understand the target audience, and decide the best way to communicate your message in a simple, clear and concise manner.

Sample Presentation:

[slideshare id=531205&doc=got-roots-1217263543053192-8&w=425]