How to use the last hour before an important meeting

You know the feeling: You’ve done your preparation and your slides are ready, but there’s still an hour to go before the meeting starts. So how should you use that time?

Many people spend the final minutes going over their material again and again. But in fact, the best use of your time is to settle your nerves and make sure you’re fully present when the meeting begins.

Here’s a simple checklist to help you make the most of that final hour:

Your checklist for the final hour

60 minutes before - get an overview

• Skim through the agenda one last time.
• Review your most important notes and questions.
• Write down 2–3 key phrases or points you want to make sure you mention.

45 minutes before - check the practical details

• Test the technology: slides, audio and, if relevant, the Teams link.
• Make sure you have water or coffee within reach.
• Familiarise yourself with the room. Where will you stand, and where will the participants sit?

30 minutes before - get grounded

• Take a short walk or do some stretching.
• Take a few deep breaths: breathe in for 4 seconds, hold for 4, and breathe out for 6.
• Take a moment to imagine the meeting going well and the participants engaging in the discussion.

15 minutes before - connect with others

• Make informal conversation with the first people to arrive.
• A little small talk helps create a relaxed atmosphere and shows that you are present and approachable.

5 minutes before - settle into the room

• Make sure the technology is working and take a moment to sit or stand calmly.
• Tell yourself: “I’m ready. I know my material. Now it’s about being present.”

Remember

The final hour isn’t about learning more. It’s about shifting from preparation to presence. When you’re calm, focused and connected, you give the participants the best version of yourself.