How to Request a Meeting with a Busy Individual and Ensure They Make Time

Requesting a meeting with a busy individual can be quite the challenge, but with the right strategies, you can increase the likelihood of getting their valuable time and attention. Here are some effective steps to help you stand out and secure a meeting.

1. Be Clear and Specific

Subject Line/First Sentence

Whether it's an email or a message, be concise. Start with your main purpose clearly stated: “Request for a 15-minute meeting to discuss [topic].”

Purpose

Carefully explain why you want the meeting and what the busy individual will gain or learn from it. Focus on how it benefits them, not just what you need.

Agenda

Provide a brief, focused outline of what you plan to discuss. This demonstrates respect for their time and helps them understand the importance of the meeting.

2. Keep It Brief

Busy individuals typically do not have time for lengthy emails or messages. Be direct and keep your request concise yet professional.

Example: “I would greatly appreciate 15 minutes of your time to discuss [specific topic]. I believe it aligns with [their interests or goals] and could be mutually beneficial.”

3. Offer Flexibility

Provide Multiple Options

Suggest a few specific time slots for the meeting and indicate your flexibility to adjust based on their schedule.

Offer Alternative Formats

Mention that you are open to a quick phone call or virtual meeting, and even an email if they are time-pressed.

4. Highlight Mutual Benefits

Busy people are more likely to make time for meetings that provide value. Clearly articulate what they can gain, such as insights into a project, an opportunity to collaborate, or valuable information.

5. Leverage Personal Connections or Referrals

If you know someone in their network or have a mutual connection, mention this to increase your credibility. A warm introduction can significantly improve your chances of securing a meeting.

6. Be Respectful of Their Time

Acknowledge Their Busy Schedule

Start your request by acknowledging their busy schedule: “I know you’re extremely busy and I appreciate any time you can spare for a brief meeting.”

Keep the Meeting Short

People are more willing to commit to a meeting when they know it won't take up too much time. Aim for 15-20 minutes at most.

7. Follow Up Politely

After sending your initial request, follow up after a few days with a polite reminder. Be respectful and avoid appearing pushy.

Example: “Just checking in to see if you had a chance to review my request. I’d still love to find a time that works for you.”

8. Show Gratitude

Regardless of the outcome, express appreciation for their consideration. Acknowledge their time constraints and thank them for their response or any advice they can offer.

By being considerate, concise, and showing value, you are more likely to make a positive impression and secure a meeting, even with a busy individual.