Making the Most of Coffee Meetings: 7 Essential Strategies.
โ How to confidently communicate caffeinated.
Finding time for face-to-face interactions can be challenging in our fast-paced world. As a regular coffee drinker myself, I often receive requests from various individuals to meet over a cup of coffee. These informal coffee meetings can potentially lead to exciting opportunities, such as new business leads, partnerships, speaking engagements, and even meaningful friendships. Recognizing the significance of connecting over coffee, I dedicated an entire chapter to this topic in my book, "New Business Networking." In this newsletter, I will share seven essential strategies for managing and making the most of your coffee meetings so you can confidently communicate caffeinated.
Making the Most of Coffee Meetings: 7 Essential Strategies.
1. Determine the Purpose of the Meeting
While I'm always open to meeting new people, my time is limited due to family, friends, and business commitments. Therefore, it's important to understand the purpose of the coffee meeting beforehand.
I frequently receive requests from students aiming to expand their professional networks, particularly those who have attended my talks. As an advocate for students building their careers, I am more than happy to help them. Similarly, I'm often approached by newcomers to Nashville seeking advice and connections in their new city. Since these introductions usually come through mutual friends, we already have common ground to start our conversation.
If someone requests a coffee meeting without specifying their intentions, I make sure to clarify the purpose via email before agreeing. This prevents any misunderstandings and ensures that our time together is valuable for both parties. I've had instances where people tried to sell me something during such meetings, and clarifying the purpose upfront helps avoid such situations. It's hard to mark a person as spam from across a table in a cafe.
2. Implement "Open Coffee" Time
I reserve specific weekly hours dedicated to such encounters to accommodate coffee meetings. I label this time slot as "Open Coffee" on my calendar. I use scheduling software that allows me to share my available time slots with a unique link to simplify scheduling. The person requesting the meeting can then book a suitable time. This efficient system automatically notifies me and adds the appointment to my calendar.
3. Respect Time Boundaries
Punctuality is crucial during coffee meetings. If we agree to meet from noon to 1 p.m., I ensure we stick to that schedule. By doing so, I convey respect for the other person's time, and they won't feel uncomfortable about wrapping up the conversation on time. Since both parties have limited time, making the most of it is essential. I set a silent alarm on my phone in advance to avoid glancing at the clock during our chat.
4. Prioritize Active Listening
In any conversation, especially during coffee meetings, active listening is key. I strive to allow the other person to do the majority of the talking if possible. By attentively listening to their thoughts and ideas, I can ask relevant follow-up questions and engage in a meaningful dialogue. If I notice I'm talking too much, I consciously try to steer the conversation back to their perspective by asking additional questions.
5. Take Notes and Be Helpful
During our chat, I find it perfectly acceptable to jot down notes on a pad of paper, informing the other person that I'm making a record of our discussion. My notes focus on how I can assist them, helping me remember how to follow up later. For instance, if a student shares their aspirations for an internship, I'll connect them with a colleague who might have relevant opportunities.
6. Follow Up After the Meeting
After our coffee meeting concludes, I send a follow-up email to communicate my appreciation for their time and company. In this message, I recap some of the topics we discussed, reinforcing the personal connection. Moreover, sending them a LinkedIn connection request is an excellent opportunity, allowing us to stay in touch and expand our professional networks. If there are any action items on my end, such as providing an introduction, I will include those in my follow-up email.
7. Reflect and Reconnect
I review my calendar for "Open Coffee" meetings at the end of each quarter or year. This reflection helps me assess the connections I've made and consider the next steps. Reaching out and catching up with people I met several months ago to check in on their progress is a thoughtful gesture. Inquiring about their professional developments, whether they found a new job, moved to Nashville, or launched a business, shows genuine interest and strengthens the bond formed during our coffee meeting.
Bottoms up! โ
Coffee meetings present unique opportunities to foster valuable relationships and create meaningful outcomes. By employing these seven strategies, you can effectively manage your coffee meetings, make the most of your time, and build a powerful network that enhances both your personal and professional life. Whether you're a student, a newcomer to a city, or an experienced professional, coffee chats can be a gateway to success and growth.
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