What Makes a Good Meeting?

Oftentimes we are asked to make our case during a short meeting that is as short as 15 to 30 minutes. You might have one shot to make your case. What you do before, during and after a meeting can make a big difference. Below is a scenario and tips to consider.

Example scenario.

So you want to meet with the State Director (SD) for your U.S. Senator about an issue you are facing a federal agency that is stonewalling you at every step. What do you do?

Request a meeting.

• Be clear about what the “ask” is and the purpose of the meeting.
• Specify the duration of the meeting. Thirty minutes is ideal.
• If the SD is working remotely, suggest a location close to them.
• Be persistent. If you don’t hear back, resend the email. You might say, “I wanted to make sure you received this.”

Prepare a one-page backgrounder on your issue / request.

• Assume the SD has 10-15 meetings a day, so keep it simple.
• Backgrounder should briefly state:
  • Current situation
  • Brief history of the issue
  • Importance of issue to your community
  • Action requested of SD
  • Your contact information

Do your homework.

• It is important to find ways to make a personal connection with the SD and other staff members who might be attending. Research the SD’s background and that of other staff members who might be attending.
• Are you connected in any way? Did they go to the same school, play a sport, work in the same agency, etc.?

Build a short agenda.

• If you are bringing a team, be clear about who is saying what: Who will walk through one-pager?
• Who will give a brief technical background?
• Who will make the ask?
• Determine what materials are needed. Maps, photos, and graphs are all important tools to engage the audience.
• Be sure that you and your team bring business cards.

Send an email to confirm the meeting the day before.

• Be clear on the location and time of the meeting. If you are meeting virtually, make sure there is a meeting link in both the calendar invite and the body of the email.
• You may choose to attach your one-pager so that the SD can review it beforehand. However, if you attach the one pager, do not assume that the SD has read it.

During the meeting, connect and make it personal.

• Introduce yourself and connect with SD through your background.
• Try to sit at a small table to keep it personal.
• Keep your group to 2-3 people.
• Use your one-page backgrounder as your talking points guide.
• Make sure your staffer has a list of talking points that need to be made and can chime in if something is missed.
• If the meeting is scheduled for 30 minutes, try to be finished in 20; there is nothing more appreciated than a meeting that can end early.
• Restate next steps at the end of the meeting.

Send a thank you note.

• Be clear on what you agreed to in the meeting.
• Resend the backgrounder.

Continue to push your issue.

• The SD is busy—you need to stay on his list.
• Follow up with any updates
• Request information on progress

When the meeting leads to progress.

• Send a personal email thanking the SD.
• Send an email or letter from the Chairman thanking the SD on behalf of your Tribal Nation, or from your Executive Director on behalf of your organization.

Keep the SD / staffer up to date.

• Issues usually do not disappear. Keep them informed of the progress.
• Re-engage them going forward.
• It is important to continue to build relationships when you do not need anything.
• Give them credit.