Secrets of Successful Pitches: Start and End On Time

This blog is the first in our series: Secrets of Successful Pitches. Read on for keys to helping you start and end your pitch meetings on time.

We all wish we had more __________? The top answer is usually time. 

If you are running a start-up or a first time investment fund, this likely resonates with you. Especially when you are pounding the pavement raising money. 

You can get some time back - and gift it to your prospective investors too - by starting and ending your pitch meetings on time. It seems profoundly simple, but in our world where virtual meetings have become the norm and we are back to juggling in-person meetings it easily gets complicated.

When we start and end on time, we are showing potential investors that we value and respect their time. We are also establishing the boundary that our own time is valuable as well. 

Here are helpful recommendations based on my experience being on both sides of the table in thousands of pitches to help you start and end your pitch (or any) meetings on time: 

Make sure participants have all the information for the meeting - be sure to include all links and dial-in phone numbers and be sure to confirm the date and time zone. If possible, send a reminder the day before the meeting, and you can use that opportunity to provide any helpful materials in advance like your pitch deck. This is also an opportunity for you to ask participants about topics they want to be sure to cover. 

Provide the best way to contact you if technical issues arise - let participants know the preferred way they can contact you if they are running late or have issues logging on to the meeting. You want to make sure you will get their messages. For example, provide your phone number and have them text you if you typically hide your inbox when presenting. Or if you silence your phone, provide your email. 

Have an agenda - an agenda will help ensure your meeting stays on track and lets participants know what to expect. You can make this formal by circulating an actual written agenda (or include it in the first few slides of your deck), or you can keep it casual by reviewing it verbally with participants. 

Build time in your agenda for: 

• Sign-on delays for virtual meetings 

• Chit-chat that happens at the beginning of the meeting

• Introductions

• Questions 

• Closing and next steps 

Know the key points you want to convey - having an agenda helps reinforce your key points. If you get pressed for time, you know the absolute topics you must cover in advance and can pivot accordingly during the meeting.  

Plan ahead to address questions - it’s important to allow time for questions. You can start off the meeting asking the participants if there are any key topics or questions they want to be sure to address. From there, rely on your key points and tailor the meeting accordingly. By asking this up front, you’ll know where to best focus your time and the best points to emphasize during your pitch. This approach shows participants you care about what they have to say and that you are well prepared. Be sure to circle back before the end of the meeting and ask if you answered their questions and allow time for additional questions. 

As you deliver more and more pitches, you’ll start to notice a pattern of common questions. You can weave these answers into your main talking points and pitch (if they aren’t already), and develop written FAQs you can share with participants as a follow-up. 

Avoid scheduling back-to-back meetings - the likelihood one of them will run over or there will be a technical issue is high. It’s easy to do when meetings are virtual, but hard to undo when your day gets derailed by one meeting that ran over. Giving yourself space in your calendar allows you to set yourself up for success and gives you some breathing room.  

Check-in with participants with about 10 minutes until the end of the meeting - acknowledge your time is almost over and give them an opportunity to ask any questions or cover any topics you haven’t addressed. 

Close with a recap of next steps - always make sure participants leave the meeting with clear next action steps and how to facilitate them. For example, directions on how to find the subscription agreement for your fund or instructions to schedule a follow-up call. 

Troubleshooting: 

What if one or more of the participants are late? 

Meetings with potential investors are hard to schedule in the first place and rescheduling is challenging, which means you are going to wait until they show up. 

If it’s a group meeting (in person or virtual), check with the group about moving forward and go ahead if you get the green light. If it’s a virtual meeting with an individual, reach out with a gentle reminder and include the meeting details. For in-person meetings with an individual, read the situation accordingly - if it’s an office setting be sure you’ve checked in with the admin; if it’s a restaurant setting, send a polite reminder notifying the participant you’ve arrived and provide details on where you are seated. 

In these situations, rely on your agenda, topics the meeting participants want to cover, and the key points you want to be sure to convey. You’ll be able to speed up certain sections of your pitch or skip them if crunched for time, all while still delivering your main messages. Be sure to allow enough time for closing and next steps at the end, and offer the opportunity for a follow-up call. 

What if questions take up too much time and I don’t cover everything I want to say? 

Again, knowing your key points that you must cover will help you navigate the meeting if questions take up too much time. Be sure to allow enough time for closing and next steps at the end, and offer the opportunity for a follow-up call. 

What if the webinar doesn’t work? 

Always have a dial-in number as a back-up. If that fails, be sure you know how to merge calls on your phone. 

What if I get ghosted? 

It happens. Follow-up with a nice note, provide information on how to reschedule and include any helpful information that will pique their interest like your latest blog post, news feature, or your deck itself. Do that twice over a span of 3 - 5 business days and move on if you don’t get a response. 

Starting and ending meetings on time all boils down to being prepared. When you’re prepared, you can give potential investors and yourself a very valuable investment - time.

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