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NEGOTIATIONS AND PRESENTATIONS

Presented to Zsolt SZIGETVARI Concordia University 1455 De Maisonneuve Blvd. West Montreal, Quebec, Canada GM 300-6 Business Communication Section AB Monday & Wednesday @ 6:30pm-9:00pm

Prepared by Guido COCOMELLO 4568869

June 11, 2007

TABLE OF CONTENTS

EXECUTIVE SUMMARY……………………………………………………………….3 Negotiation Skills…………………………………………………………………3 Advanced PowerPoint……………………………………………………………..3

NEGOTIATION SKILLS…………………………………………………………………4 Negotiation with a Difficult Person…………………………………………….....4 Telephone and Email Negotiations……………………………………………..4, 5

ADVANCED POWERPOINT……………………………………………………………6 Music, Narration, Video………………………………………………………......6 Collaborating through SharePoint……………………………………………...6, 7

JUSTIFICATIONS Negotiation Skills……………………………………………………………….....8 Advanced PowerPoint……………………………………………………………..8

REFERENCES……………………………………………………………………………9 APPENDIX A – NEGOTIATION SKILLS……………………………………………..10 APPENDIX B - NEGOTIATION SKILLS………………………………………….…..11

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EXECUTIVE SUMMARY

NEGOTIATION SKILLS In the ever changing world of business, some things change and some do not. The importance of excellent negotiation skills is and always will be a necessary tool. However, the mediums we use to negotiate multiply with time due to technology and the business we are now doing with countries from all over the world. In this section I will show you how to negotiate face to face with a specific category of difficult people, the “bully’s”, and I will teach you proper protocol for telephone and e-mail negotiations.

ADVANCED POWERPOINT We all learn to use PowerPoint at a very basic level. In fact, it is a prerequisite for all business programs. However, with every new edition that comes out, we fail to look into it and see all the new features it offers. In this report I will inform you on the importance of these new features that can make an average presentation, extraordinary.

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NEGOTIATION SKILLS

NEGOTIATING WITH A DIFFICULT PERSON The bully usually uses his great physical appearance and loud voice to intimidate. You must know that this is his only tactic. If you stand your ground, remain low key and keep emotional distance he’ll realize that his bullying has no effect on you whatsoever. He’ll be forced to move to plan B which he’s not used to and suddenly the control of the situation is now yours. You can only succeed in doing this if you come to the meeting prepared, this will give you confidence and it will show. Also, before entering set limits; you don’t have to make every deal (Donaldson, 2007).

TELEPHONE AND E-MAIL NEGOTIATIONS The most important factor in a successful telephone negotiation is listening. Since we don’t have the luxury of seeing the person’s physical reactions and facial expressions we have to really listen to their tone and tempo of speech. This will cue you in to their mood. Fill the silences in the conversation. What I mean is try to avoid him asking you if you’re listening or if you’re still on the line. Continuously give him feedback and let him know that you’re there. When it is your turn to talk you need good volume, clear pronunciation, avoid being monotone and don’t use words like “umm” or “uhh”. Before each call you need to prepare yourself. Make a list of what you need to say. People tend to be less prepared than at a face to face negotiation so don’t fall in that trap. Ending the

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conversation on a positive note is extremely important. Try telling a personal story or a joke (Donaldson, 2007). E-mail negotiations are tricky because it is the most impersonal interaction. First of all, you need to keep your document short. Secondly, formatting is crucial. According to Michael C. Donaldson “it is equivalent to your appearance in a face to face negotiation” (Donaldson, 2007). So keep sentences and paragraphs short, use bullet points to highlight main points; select the appropriate font and size for your lettering. Finally, make sure that your grammar and punctuation are correct and be aware of what you write because it can be interpreted in a negative way; the person on the other end may be offended (Donaldson, 2007). .

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ADVANCED POWERPOINT

ADDING MUSIC, VIDEO AND NARRATION Music and sound can add an ambiance to any PowerPoint presentation. You just download an MP3 file, it can be music or sound bites from movies, and paste it directly into the slide. Once you have done this, you can decide whether to let the song or sound bite play automatically when the slide appears or have you click on an icon before it begins to play. Narration can be very useful in a presentation, especially in a world where business is being conducted in multiple languages. The presentation itself can be in English while there is a narration in Chinese. “Sometimes the best way to ensure that your audience understands your message is to show a video or animation, collectively referred to in PowerPoint as movies. For example, if your company has developed a short advertising video, it more sense to include the video in a presentation…than to try and describe it with bullet points or even still pictures.” (“Microsoft Office 2007”, n.d.).

COLLABORATING WITH SHAREPOINT SharePoint Server is an additional service provided by Microsoft 2007 that allows you to set up websites so you can collaborate on PowerPoint presentations from all over the globe. This service allows you to add comments, have online discussions, review and

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give feedback on presentations so that everyone in your group can see. “Microsoft Office SharePoint Server 2007 helps your organization get more done by providing a platform for sharing information and working together in teams…an important part of the overall Microsoft collaboration vision…” (“Microsoft Office 2007”, n.d.).

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JUSTIFICATION

NEGOTIATION SKILLS I believe that negotiation is one of the most important subjects to learn because we are constantly negotiating. Whether we’re at work negotiating with our boss, clients, employees and peers or at home negotiating with our spouses, children and parents, it is skill that should be taught to everyone regardless of their profession.

ADVANCED POWERPOINT In conclusion, schools should require business students to complete an advanced PowerPoint class or at least make them aware of the new and improved features of the new editions. Also, collaboration and sharing our work is increasingly important in today’s business and we need to learn these new ways of doing so instead of remaining in the past. Why would we want to settle for average when we can achieve greatness?

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REFERENCES
Cohen, A. R., & Hollenbeck, A. R. (2005). Adapting New Technologies to Solve Business Problems: A Case Study Using Microsoft SharePoint Team Services to hold an Anytime/Anywhere Meeting [Electronic Version]. The Psychologist-Manager Journal, 8(1), 75-88 Donaldson, M.C. (2007). Negotiating for Dummies 2nd Edition. : Wiley Publishing, Inc. Microsoft Office 2007. (n.d.). Retrieved June 1, 2007, from http://en.wikipedia.org/wiki/Microsoft_Office_2007 So what is new in PowerPoint2007? (n.d.). Retrieved June 3, 2007, from http://visio.mvps.org/PowerPoint_2007.htm Tips for adding sound and video to PowerPoint 2007 presentations. (n.d.). Retrieved May 29, 2007, from http://office.microsoft.com/enus/powerpoint/HA102176481033.aspx Wertheim, E. Negotiations and Resolving Conflicts: An Overview. Retrieved May21, 2007, from http://web.cba.neu.edu/~ewertheim/interper/negot3.htm Zelenka, A. (2006). How to Screw Up an Email Negotiation. Retrieved May 18, 2007, from http://webworkerdaily.com/2006/12/03/how-to-screw-up-an-email-negotiation/

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APPENDIX A
NEGOTIATION SKILLS

• • • • • •

Everyone has it within them to negotiate with a difficult person Every difficult person has a vulnerable point The bully uses his stature to intimidate Before entering a negotiation, set limits The “know it all” is someone who uses his age or experience as leverage Once he (“know it all”) thinks that he has the upper hand, his guard will come down and then you can take advantage

• • • •

The most important factor in a successful telephone negotiation is listening In telephone negotiations make sure to fill the silences in the conversation In an email negotiation you need to keep your document short; formatting is crucial Be aware of what you write because it can be interpreted in a negative way; the person on the other end may be offended

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APPENDIX B
ADVANCED POWERPOINT

• • •

Music and sound can add an ambiance to any PowerPoint presentation Download an MP3 file and paste it onto the slide Narration can be very useful in a presentation, especially in a world where business is being conducted in multiple languages

The best way to ensure that your audience understands your message is to show a video or animation, collectively referred to in PowerPoint as movies

If your company has developed a short advertising video, it more sense to include the video in a presentation

SharePoint Server allows you to set up websites so you can collaborate on PowerPoint presentations from all over the globe

This service allows you to add comments, have online discussions, review and give feedback on presentations so that everyone in your group can see

SharePoint Server 2007 helps your organization get more done by providing a platform for sharing information and working together in teams

You can control who has access to the site

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