04 Apr Tips & Tricks: Prep for an Impromptu Meeting

In the world of architecture, timing is everything—but let’s be honest, not everything runs on schedule. Whether it’s a client popping by unexpectedly or a collaborator needing a quick sync, impromptu meetings are part of the territory. The key? Staying ready so you don’t have to get ready. Here’s how to navigate a last-minute meeting with poise, polish, and a little strategic prep—no matter where it’s happening.

1. Online (Zoom, Google Meet, etc.): Keep It Click-Ready

Remote meetings are often the fastest way to connect, and being prepared digitally is half the battle.

Checklist:

• Have your log-in info ready and know how to generate the meeting link fast.

• Open any relevant documents in advance: drawings, project decks, schedules, or budget sheets.
• Make sure your background is tidy (or use a neutral virtual one).

Pro tip: Google is your bestie. Need to quickly show a precedent image or a material detail? A fast screen-share with a relevant spec or image search keeps the conversation visual and clear.

2. In the Office: Create an Elevated Experience

If the meeting’s happening at your studio, turn it into a mini showcase moment. First impressions matter—even the surprise ones.

Checklist:

• Tidy up common areas and prep the conference table. A clutter-free surface makes space for ideas.
• Offer light refreshments—if you don’t have time, place a quick Instacart order for sparkling water, coffee, or a small charcuterie box.
• Have recent drawings or models visible (but organized), and keep a digital screen ready.

Pro tip: Casting your phone or laptop screen to a mounted TV or monitor allows for seamless sharing of digital documents or inspiration boards when printouts aren’t ready.

3. At the Jobsite: Be Field-Ready

Sometimes the best meetings happen where the design comes to life—on site. Being prepared in the field shows you’re dialed in at every level.

Checklist:

• Confirm the exact meeting location and arrival time—some sites can be a maze.
• Bring a project binder or office iPad loaded with current drawings, specs, or notes.
• Keep a pair of jobsite shoes in your trunk in case you were planning

Pro tip: Make sure your tablet or device connects to the office server. This way you can pull up drawings on demand or annotate changes directly while walking the space.

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In high-end design, the details always matter—even when the clock is ticking. Keeping a few essentials on hand and systems in place means you can walk into any impromptu meeting with confidence and clarity. After all, preparation isn’t about knowing exactly what’s going to happen—it’s about being ready for anything.