Know How to Negotiate

You go to your principal with a great project in mind. They turned you down. What do you do next? If you are like many, you shrug your shoulders, tear up your plan, and complain to other librarians about how the administration doesn’t support libraries. There is another way. In these situations, “no” doesn’t always mean “no.” It may mean “not that way” or “not yet.” To turn the “no” into a “yes,” you need to know how to negotiate. This means being aware of what you want, why you want it, and how it will benefit not only your library but others as well.

Two examples from my past illustrate this point. Working in a district where they spent as little as possible on education, I wanted to purchase what was then the latest in technology – a CD tower that allowed multiple access to several databases now available digitally. The cost was about $20,000. Rather than submit it in my budget where it would be turned down immediately, I went to my Superintendent. I explained to her why the purchase was important and proposed I cut from other places in my budget to make up for the cost. I also highlighted benefits to students. I got the tower and didn’t have to make up all the money from cuts because the Superintendent knew if I purchased it, I would use it.

In the second case, in a different district, a new Superintendent visiting the library envisioned a major renovation project. I was on board with that and contacted a vendor I had seen at a conference. In 24 hours, I had a projected quote. It was much higher than the Superintendent expected. I went back to the vendor letting them know my challenges if they wanted to work with me. One day later, I had a proposal for the project with the costs to be spread over three years. The renovation went forward, and the Superintendent saw me as a valuable person on the team who could get things done.

Knowing how to negotiate pays. Before putting yourself into this situation, check with a mentor, your PLN or favorite social media group for support and encouragement from your peers. They understand the challenges and needs you face. Greg Williams gives the following practical advice to Negotiate Better: How to Increase Your Leadership Skills:

  • Plan for negotiation – You plan for the project, but you also need to plan your “Ask.” Williams says these are the needed steps:
    • What-if scenarios – Life happens. You see that the principal is not in the best of moods. Or they are busy and want you to meet with the assistant principal. Pushing through with how you planned your presentation of the project won’t work. Reschedule or use an alternate approach depending on what you think would work best. But be prepared.
    • Know when to make offers and counteroffers – In both my scenarios, understanding the parameters of others was necessary so we could make compromises. Be open to suggestions;p know what you are and aren’t prepared to give up.
    • Control emotions – Keep a positive mindset throughout. You don’t want to show frustration or anger. Show that you can handle it if you’re turned down. Remember – “no” can be temporary but being negative can leave a lasting impression.
    • Control the environment – The time and day of your meeting matters. You don’t want to do it on a Monday when the week’s crises are beginning, and you may not want a Friday afternoon when thoughts are on the weekend. Summer is my favorite time when administrators are creating their plans for the coming year, but Thursday after school can be another good choice.
    • The value of reading body language in negotiations – It’s like a “tell” in poker. Watch for attitude changes showing interest or impatience. Williams suggests you notice hand gestures, voice tonality and intonation, and shifting physical position. By being attuned to these silent communications, you can adjust what and how you continue with your presentation.

When it’s over, make time to reflect and review what happened. Did you get what you wanted or most of it? Think about what worked and what you could have done better. How has this negotiation affected your principal’s perception of you as a librarian and a leader? And when negotiation gets you what you wanted – don’t forget to celebrate.


The Ins and Outs of Negotiation

Don’t neglect this important leadership skill which can strengthen your program.

In the education world, where the library is only one small piece of the pie, knowing how and when to negotiate can grow your program and result in your being more valued. If you are like most school librarians, you rarely think consciously of how and when to negotiate. You are likely not to recognize when you have employed it, and as a result may not have achieved your aims. The business world, however, recognizes it a vital skill, and school librarians need to do the same.

One of my most successful negotiations came in the early stages of the tech explosion. I had just been responsible for building a new library wing in our high school, a huge expenditure. Now, I wanted to get the latest digital tool –  a CD-ROM tower. It cost $20,000. Obviously, if I put that in my budget for the next school year, it would be turned down. I knew what I wanted, why I wanted it, and what I could and couldn’t sacrifice to get it. I made an appointment with my Superintendent of Schools during the summer.

The Superintendent’s first response to my request was to refuse, as I expected. I briefly summarized the benefits and offered to make cuts elsewhere in my budget. When she suggested eliminating my periodical budget, I explained why that would be a problem, and proposed slashing my book budget. Ultimately, because of my determination, clarity and willingness to negotiate, I got the CD-ROM tower – and didn’t lose anywhere near $20,000 from my budget.

You have more opportunities to negotiate than you think. You can use negotiation to propose a collaborative or cooperative unit with teachers or you can negotiate with your principal to modify your non-library duties so they relate to your program. The idea is to be open to the possibility of changing what is to something better.

To increase this skill, Ed Browdow presents Ten Tips for Negotiating in 2021 that can help you achieve goals you didn’t think possible. Here are his ten with interpretations for school librarians:

  1. Don’t be afraid to ask for what you want – If you don’t ask the answer is always, “No.” Leaders have a vision. Go for yours.
  2. Shut up and listen – Active listening is a must. Don’t rush into counter what is being said and be perceived as pushing your agenda. Pay attention so that you know what is at the root of the resistance.
  3. Do your homework – Know what the other person’s needs are. What is challenging them? How is what you want to do going to help with that? See where you can align with their priorities.
  4. Always be willing to walk away – Know when to stop. If you continue pushing when the other person is firm on their position, you are only going to increase resistance for the future. Not every negotiation ends positively.
  5. Don’t be in a hurry – While this means prolonged negotiations in the business world, for us it can mean not to give up or be upset if an appointment with an administrator is cancelled, a teacher needs to reschedule, or you are told they need time to think it over. Most negotiations are part of a longer process, not a quick yes or no decision.
  6. Aim high and expect the best outcome – Don’t second guess what is achievable. You want to lay out where you want to go. At the same time, this is a negotiation, so be prepared with your Plan B. And your Plan C.
  7. Focus on the other sides’ pressure not yours – This is where doing your homework counts. You want to present why what you are planning is beneficial to the other person whether it’s a principal or a teacher.
  8. Show the other person how their needs will be met – Related to the others sides’ pressure, if you can show where your request/suggestion/need supports them as well, you’re more likely to get the answer you want.  Be ready to be specific as much as possible. The best negotiations end with both sides feeling as though they’ve won.
  9. Don’t give anything away without getting something back – In our case this means being watching out for little landmines. For example, I had to be prepared for my Superintendent to seize on my offer to slash my book budget without giving me the tower. Had she suggested it, I would have pointed out that without the tower I was forced to make do with what I had on hand and so could ill afford my budget to be cut.
  10. Don’t take the other person’s behavior personally –This is about what you are trying to get but is influenced by the pressures and needs of the other person. Listen for the message rather than its delivery. Staying calm is a top tactic in negotiations.

Negotiations happen all the time, making this a great leadership skill to develop. Some are noticeable, others are easy to miss. They are present in your work and your home life. If you are aware of when the opportunity shows up and are prepared, you’ll strengthen your program and getting more of what you need.