Open Positions in a Crisis Negotiation Team – Memo

Introduction

            The selection of eligible candidates for a crisis negotiation team is one of the most crucial steps in preparing for mediation in a time of crisis. Therefore, it is important for organizations to consider key factors that should be taken into account. An ideal selection process should assess individual experience, personality, and technical abilities before deciding on the best fit for team members (Põlajeva, 2017). The following memorandum advertises open positions that will be required in the forthcoming negotiating team. It defines roles, responsibilities, and deliverables that members will fulfill as well as key factors and characteristics that will contribute to successful negotiations.

Memorandum

To: All staff

From: Project manager

Date: September 04, 2018

Subject: Crisis Negotiation Team

Following the recent upsurge of crises in the organization’s internal and external environment, the management has decided to create a crisis negotiation team. This memo announces open negotiator positions that need to be filled.

According to recent studies, estimated annual costs resulting from poor crisis management have risen tremendously in the 21st century. Our organization attests to this claim based on the last annual period in which we lost a significant amount of our profits to crises. Crises are inevitable. Therefore, it is better to be prepared than to be surprised when they occur. We believe that a crisis negotiation team is the best strategy for achieving preparedness. Here are the required positions and their roles:

Chief Negotiator

            The chief negotiator is responsible for making unilateral decisions, speaking and leading the negotiation toward conclusions, and binding the agency in a contract. This team member holds the highest authority within the team. The chief negotiators must have a depth and breadth of negotiating experience and a personality that’s well suited for negotiation efforts. In addition, they must showcase negotiation skills, professionalism, excellent oral communication skills, analytical abilities, and knowledge of crises.

Summarizer

            The summarizer intently follows the argument, occasionally intervening at opportune times to slow the argument and allow the chief negotiator to think critically. Intervention in negotiation involves asking questions for clarifications and summarizing negotiations. The summarizer must demonstrate logic, discernment, and excellent oral communication skills.

Note Taker

            The role of the note taker is to write quality notes in the course of negotiation. This team members should remain silent during the negotiation process unless required to do otherwise. Since quality note-taking is essential in a negotiation table, this role requires a member who holds experience, analytical ability, and good written communication.

Team Members

The team member is a legal and technical specialist and does not necessarily engage in the negotiation directly. Their role is to clarify and understand the issue in light of their expertise. They are also required to carefully observe the other negotiating team to detect visual and verbal cues. Team members must be able to contribute to the negotiations according to their knowledge level significantly and must keep their emotions and opinions in check.

Given the complexity of the negotiation process, eligible candidates should familiarize themselves with major factors that contribute to success in negotiations. They are broadly grouped into the following categories:

  • Authority – Negotiators should have the authority to conclude the deal.
  • Credibility – People that uphold honesty and sincerity, and are reliable and steady are better at negotiating.
  • Information – Negotiations rely on facts, past data, figures, empirical data, and future trends. Therefore, negotiators should be knowledgeable about crises.
  • Time – Negotiations cannot go on endlessly because of time constraints. However, parties should be patient since undue pressure is not desirable.
  • Emotional control – Good negotiators are aware of emotional responses and should always respond to arguments with emotional maturity.
  • Communication Skills – Negotiations involve the exchange of messages which necessitate good communication skills (McMains & Mullins, 2014).  Individuals interested in filling the open roles are encouraged to apply through the organization’s website.

Thank you,

Project Manager.

Conclusion            

Selection of negotiators should be based on candidates’ experience and potential strengths that may contribute to the success of negations in the team (Nadler, Thompson, & Boven, 2003). Each member should possess the capacity to contribute to the goals of negotiation and gains a sense of achievement after a successful negotiation process. The success of each negotiation process relies heavily on the skills, abilities, and professionality of individual members of the negotiating team.

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