In the dynamic and demanding world of Executive Assistants, the art of negotiation is not just a skill, but a superpower.
Whether it's orchestrating a complex schedule, securing resources for an important project, or advocating for personal career growth, the ability to negotiate effectively can make all the difference.
In this blog post, we delve into practical and strategic negotiation tactics tailored specifically for Executive Assistants. Drawing on real-life scenarios and expert insights, we aim to empower you with the tools and confidence to navigate any negotiation with grace and effectiveness.
So when would you need to be able to negotiate effectively?
Well, the reality is that every Executive Assistant needs to negotiate not only for themselves and their executive, but within many more facets of your role. Ever had to organise an event within a strict budget? Ever had to change a meeting with more than one moving part? Then you´ve made negotiation a key part of your role, and the next step is to ensure that you make it one of your key skills.
So what makes a good negotiator?
Dean Rusk said "One of the best ways to persuade others is by listening to them."
As seasoned pros in the skill of listening to others (let´s be honest, it´s basically part of your job description!), this part should be easy, so let´s figure out what and who you´re negotiating for:
Scheduling and Calendar Management: Negotiating meeting times is more than juggling calendars. It's about understanding the priorities and constraints of key stakeholders and proposing solutions that optimize everyone's time. This might involve suggesting alternate dates, adjusting the agenda to accommodate time zones, or even setting up virtual meetings to bridge scheduling gaps.
Resource Acquisition and Budget Management: Whether it's negotiating with vendors for better rates or advocating for additional budget for office supplies, your role involves making sure the team has what it needs without overspending. This requires a clear understanding of the value of each resource and the ability to communicate this effectively to stakeholders.
Personal Career Advancement: Negotiating your own salary or benefits package is critical. This includes presenting a compelling case based on your achievements, market research, and understanding your executive’s or HR’s perspectives. It’s about striking a balance between your worth and the organization's capacity.
Project Prioritization: As an EA, you often need to negotiate project timelines and priorities. This could mean discussing with your executive which projects require immediate attention and which can be deferred, based on an understanding of business impact and available resources.
Event Coordination and Logistics: Organizing events, from small meetings to large corporate functions, often involves negotiating with multiple vendors and service providers. This means getting the best deals while ensuring quality service, and sometimes creatively working within tight budgets to deliver successful events.
OK, so we´ve looked at a couple of scenarios where you already use your skills to successfully negotiate, but lets look at what can make you great at it.
Know what it is that you want - Seems obvious but it´s the most important part of the conversation. You can´t get anywhere near where you need to be if you don´t have a fixed idea of your end goal. Be it a salary rise, a promotion, or a budget allocation, have a clear picture of what it is that you´re hoping to achieve.
Have the data ready - Be prepared to back up your argument with numbers and facts. It´s much harder to argue against funding for development if you can present a report that shows the benefits that it will bring. Remember, it´s always about the bottom line.
Be prepared for their arguments - It´s unlikely that you´ll get something agreed upon with no pushback (and if you do, then it´s not really a negotiation!). Think in advance about the answers and reasoning that you might get and pre-empt how you will respond. Have every argument accounted for in advance. Understanding the fuller picture is key, so you have to be able to account for every eventuality.
Lastly, a little sneaky one- Ask for more than you need. No one likes feeling as though they´re being taken advantage of, so if whoever you´re negotiating with feels as though they´ve also won something from you, you´re much more likely to get a yes. Don´t go nuts, you don´t want to seem greedy, but have a little wiggle room in there so you can knock down your initial request as well.
In conclusion, the art of negotiation for Executive Assistants extends beyond mere task management; it's about becoming a strategic, influential figure within your organization. Each negotiation you navigate enhances your skill set, contributes significantly to your career advancement, and strengthens your professional relationships. Remember that each successful negotiation not only achieves immediate objectives but also cements your role as an indispensable asset, showcasing your ability to balance diverse needs with diplomacy and strategic insight. Keep evolving with each opportunity, as your mastery of negotiation becomes a testament to your professional growth and success.
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