How to Prepare for a Coffee Chat: 10-Point Checklist
Proper preparation is 80% of meeting success. Here's a step-by-step checklist: what to research, which questions to ask, how to introduce yourself, and what definitely not to discuss at a first meeting.
Many people treat coffee chats as casual meetings: "Come on, we'll just chat about work." Then they're surprised when the meeting was a waste — 20–30 minutes of meaningless small talk, no agreements, no follow-up. In reality, a coffee chat requires preparation. But while you might prepare for an interview for hours, 15–20 minutes of quality preparation is enough for a coffee chat.
💡 Golden rule: for a 30-minute meeting, spend 10 minutes preparing. This increases meeting effectiveness 10x.
Coffee Chat Preparation Checklist
Define a Clear Meeting Goal
Before any coffee chat, answer: "What do I want to get from this meeting?"
Research the Person (But Don't Stalk)
Spend 5 minutes studying your conversation partner's background:
- →LinkedIn: career path, projects, education
- →Twitter/X: what they write about, interests
- →Company: what it does, what role the person has
- →Mutual connections: maybe you have common acquaintances
Prepare 5–7 Smart Questions
Write down questions in advance. Having a list prevents you from "freezing" in conversation:
- →About career path: "How did you get from [A] to [B]?"
- →About decisions: "What would you do differently if starting over?"
- →About the industry: "What trends do you see that others miss?"
- →About advice: "What would you recommend to someone in my situation?"
Prepare Your Pitch (30 seconds)
You'll be asked "What do you do?" or "Tell me about yourself." Template: "I'm [name]. I [what you do] for [who]. Now I'm [current focus/goal]. I'm here because [specific reason for this coffee chat]."
Prepare Your Environment (for Virtual Meetings)
For online meetings, technical preparation is crucial:
- →Test audio and video in advance
- →Good lighting (facing a window, not against it)
- →Neutral background or virtual background
- →Headphones for better audio quality
- →Charged device or plugged in
Think About How You Can Be Helpful
A coffee chat isn't a one-way transaction. Think in advance: Can you share a useful article? Introduce them to someone? Give feedback on their project? Share industry insights? People remember those who give value, not just take it.
Schedule Time for Notes
Immediately after the meeting, spend 5 minutes recording key points while everything is fresh: what you learned, what to follow up on, what to share with them, any contacts they mentioned.
Prepare a Closing Plan
The last 3–5 minutes are the most important — this is where you lay the foundation for a future relationship. Decide in advance: will you ask for another meeting? An introduction to someone? Permission to stay in touch?
Prepare a Follow-up Message
Within 24 hours after the meeting, send a brief thank you message. This simple step 80% of people skip. Template: "Hi [name], thank you for the great conversation! [One specific thing you learned]. I'll definitely [specific next action]. Looking forward to staying in touch."
Know What NOT to Do
Some mistakes can kill even the most well-prepared meeting:
10-Minute Preparation Template
- 2 min— quick LinkedIn profile scan
- 2 min— define your goal for this meeting
- 3 min— write 3–5 key questions
- 2 min— prepare your 30-second pitch
- 1 min— think about one thing you can offer them
Key Takeaways
- ✓10 minutes of preparation increases meeting effectiveness by 10x
- ✓Define your goal before every meeting
- ✓Research the person — shows respect and enables smart questions
- ✓Always send a follow-up within 24 hours
- ✓Think about how you can help, not just what you can get
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