5 Questions to Ask Before Every Meeting

Years ago, I suffered one of the most embarrassing moments of my professional life. (Not the most embarrassing — that one I take to the grave!)

I was having one of those days we all have — a revolving door of back-to-back meetings and calls. This was pre-Zoom, so I was rushing back to my office from an in-person meeting to a conference call with a client and her senior executives.

I dropped my stuff, dialed up the number and conference code (remember those?) and joined at the exact start time. As the group exchanged the usual pleasantries, I rifled through my file to figure out what the meeting was about.

Just then, the client said, “So …” Followed by a long pause. And I was thinking, “So … what?”

That’s when it dawned on me: I was supposed to be leading the meeting! And I had no idea what it was about.

I stumbled through the first few minutes, uttering some vague generalities until I found my footing. In the end, the meeting was a success, so it’s possible that some of the executives didn’t even recall the awkward start. 

But, certainly, the client did. And the only thing that saved my proverbial bacon that day was that we had a history of working together.

She knew this wasn’t my usual style and was willing to extend some grace. But if it had been a brand-new client or prospect, the relationship could have ended before it even started.

After the call, as the adrenalin drained from my system, I vowed to never let that happen again. And now, before every meeting, I make it a point to take a few moments, clear my head and make a plan.

So, if you’ve ever entered a meeting feeling underprepared, whether with a group or one-on-one, here’s a simple road map you can follow to make sure it doesn’t happen again.

1. What’s happening? What exactly is the purpose of this meeting?

Especially if it’s your meeting!

2. Who’s going to be there?

Think about who’s going to be in the room and, just as important, who they are as people.

What are their pain points, hot-button issues and usual concerns? What’s your relationship and track record with them? 

3. Who am I?

Sounds like a dumb question, right? You are you. But we all play many roles on any given day — boss, colleague, employee, client, etc.

And within those roles, and depending on the relationship, we may act as coach, confidante, cheerleader, friend, shoulder to cry on, sounding board, problem-solver, devil’s advocate, authority figure, drill sergeant and more.

Figure out who you need to be in this particular moment.

4. What do I want?

This is the critical question in any interaction. You may want something explicit: a decision, approval, buy-in, support, direction or compliance.

Or it could be implicit. You want to inspire trust, offer assurance, demonstrate expertise or exhibit leadership. 

And if you’re a meeting participant instead of the leader, then you may want to ask an essential question, raise an objection, identify an issue for consideration, clarify roles or throw your hat in the ring.

5. How do I get what I want?

Think through the possible obstacles and objections that may come up and how you’re going to overcome them.

Again, examine your past history with this person or group. What are their usual doubts and concerns? Is it lack of budget? Fear of change? Distrust? 

You might counter budget concerns by demonstrating long-term value. Fear of change requires reassurance. If there’s distrust, then work on establishing (or repairing) the relationship.

Of course, not every meeting will require this level of preparation. And you’ll probably want to create your own process. But whatever you do, don’t just rely on your ability to wing it. It’s not worth the risk to your reputation and relationships.

So, carve out at least a moment or two before every meeting to take a breath, make a plan, and show up with clear focus and intention. 

 

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