Internal Networking: Maximising a Coffee Meeting

Coffee (or lunch) can be an appropriate way to fit in some one-on-one internal networking with busy colleagues. I often use the coffee meeting if I want to have some face time with more senior colleagues. However, to do this it is important that you maximise your time and make it clear (in advance) what you want to talk about.

Be clear about your intentions and provide detail where required.

Time is precious, and all interactions and efforts need to feel worth prioritising. So here are some ways to maximise this kind of meeting and make it beneficial for both of you.

Know what you want.

Before you contact someone, make sure you know exactly what you’re trying to get out of your meeting with them.

If your answer is “I don’t know . . .” then spend more time thinking about what you’re attempting to achieve, as well as why/how this particular individual help you. Work out your goal, then ask to meet.

Consider also: do you need to meet face to face for a coffee or would it be just as beneficial as an email exchange or phone call.

Do your homework.

Make an effort. Think about the questions you are going to ask them. If you can easily find out the answer online or should know the answer then find it out and use your time more wisely: show  you value this person’s time and intend to use it well.

Make it easy to say yes.

We’re all busy. If you want someone to include a coffee with you in their packed calendar you need to (1) make it easy to do so (2) pick the right incentive and (3) consider the best time to make the approach before you do so.

Be clear about what you want (if it just to get to know them better – say this), make a suggestion of where and when. Take the initiative to provide a time, date, and location. Suggest one to three days that work for you, and keep the meeting brief. As this person is an internal contact, you are likely to have access to their calendar or their PA so do your groundwork before making a suggestion. Make it as easy as possible for them to say yes.

If they say yes, send them a calendar invite and make it clear what the plan is.

Be a good host.

If I am meeting someone internal I normally recommend to them that we meet at reception and heard to the coffee shop together (rather than meet at the coffee shop). Offer to pay. If they insist on paying for themselves or the both of you, let them. Be present, make eye contact, put your phone away—you know, all the things that polite people do at the bare minimum.

If you are going to be late – cancel or agree a rescheduled time. It is better to give that person their time back, even on short notice, than to waste it completely. However, you should be prioritising your day so that you shouldn’t be late – only cancel if you really have to.

Lead the conversation.

Be prepared to guide the conversation. If you have asked them for a coffee they will expect you to lead the conversation (or at least kick it off). If it helps you write a list of all the things you want to learn from this person/ want to ask. Think back to your goals and why you are there. From the get-go, dive straight into the heart of why you’re both there and what you hope to discuss. Take notes if it helps you remember. Look for opportunities to add value / help them where possible.

Finally, pay attention to the time so you can gracefully note when you’ve worn out your welcome or respect when they need to be back at the office.

Follow up with a Thank You

Within two days of the meeting, be sure to thank the other person, ideally via email or handwritten note.