Preparing your first meeting with an external expert

First meetings with external experts (EEs) and key opinion leaders (KOLs) set the tone for the whole relationship. Good preparation makes the difference.

Before the meeting

1. Set goals. Define what you want to achieve.
2. Set success criteria. Decide how you will know the meeting went well.
3. Analyse the expert’s profile. Check professional platforms (LinkedIn, XING, Monocl, Veeva Link) and Google Scholar for publications and research interests.
4. Understand expectations. Consider both the expert’s official role and personal interests.
5. Identify what you can offer. Data, exchange, collaboration – what is genuinely useful to them?
6. Validate your statements. Have the evidence ready for every claim.
7. Plan the next step you would like the expert to take.
8. Craft three core messages. No more.

The opening

Open with something that shows you prepared: a specific finding about the expert’s work, used to start a real conversation rather than a presentation.

During the meeting: two ears, one mouth

Aim to listen about twice as much as you speak. Start with your prepared opening, stay focused on your goals, adapt to the expert’s interests and concerns, and close with clear next steps.

After the meeting

• Send a thank-you note with the key points and agreed next steps.
• Review the outcome against your goals.
• Reflect, ask colleagues for feedback and refine your approach for the next meeting.

Dr. Bernadette Awankem