What to Do When Your Decision Maker Shows Up Late (Without Killing the Vibe)

You've been chatting with the team for ten minutes, building genuine rapport and making progress. Then suddenly, the decision maker's name appears in the meeting window. Your stomach drops as that dreaded awkward pause fills the air. Do you immediately pivot to them, abandoning your current conversation? Or keep talking as if nothing happened?

"It's tough to get any kind of discussion going, because then the person you were waiting for pops on and you just completely drop the convo you were having while waiting," as one sales professional perfectly described the dilemma on Reddit.

This moment tests your social intelligence and selling skills. The wrong move might make you appear either dismissive of the DM or insincere to everyone else. But handled correctly, a late-arriving decision maker becomes an opportunity to demonstrate your professionalism and strengthen relationships with everyone present.

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The Pre-Game: Turning Waiting Time into Strategic Rapport

The minutes before your DM arrives aren't dead air—they're a golden opportunity. Instead of uncomfortable silence, use this time strategically:

1. Build Genuine Rapport with Early Arrivals

True rapport goes beyond forced pleasantries. As Asana notes, it's "a foundational element for meaningful relationships" where you establish a connection that makes others "feel respected, heard, and seen."

While some professionals aren't "a fan of pleasantries and fake rapport-building," authentic connection is different. The hunter sales style might push for immediate business discussion, but the farmer approach of cultivating relationships often yields better long-term results.

Try these authentic ice breakers:

• Use visual cues in your (or their) background: One sales rep shared on Reddit: "He had the most messy background ever, almost like a garage, he told me something I remember 'you see this? They are Ice breakers.'" Position interesting objects in your virtual background to spark natural conversations.
• Discuss shared interests: "Holidays, sports, travel, current events—just start a conversation," suggests another sales professional. These topics create natural small talk without feeling forced.

2. Gather Pre-Meeting Intelligence

This waiting period provides a prime opportunity to gather insights that will make your eventual presentation more relevant. Try this powerful script from a Reddit sales professional:

"While we wait for [DM's Name], is there anything you as a [Non-DM's Job Title] would specifically like us to cover on this call?"

This question accomplishes three things simultaneously:

1. It acknowledges the DM's absence without dwelling on it
2. It empowers the non-DMs by showing you value their input
3. It gives you insider intelligence about what matters to various stakeholders

3. Set the Stage and Manage Expectations

Display your call agenda on screen while waiting. As one sales professional noted, "If you have like a PowerPoint or presentation going on screen, maybe put up a summary of the call agenda and attendees." This reduces anxiety about meeting direction and shows you're organized despite the delay.

While some background noise is inevitable in virtual meetings, try to minimize distractions by encouraging participants to use headphones and mute when not speaking. This virtual meeting etiquette creates a more professional environment for when the DM arrives.

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The Arrival: Mastering the "Smooth Transition"

The moment the DM joins is critical. You need to execute a seamless transition that acknowledges the new arrival, honors the existing conversation, and bridges the two together. Think of it like a "match cut" in filmmaking where elements from one scene flow seamlessly into the next, not a jarring "smash cut."

Step 1: Acknowledge, Don't Abandon

When the DM enters, acknowledge them with a simple, polite greeting. According to LinkedIn advice, a "simple nod or greeting" is sufficient without major disruption. This shows awareness without completely halting your current conversation.

Immediately demonstrate respect for the people who were already present. As RAIN Sales Training advises, "acknowledge the contributions and thoughts shared by the individuals present before them. This shows respect and values their input."

Multi-tasking here is essential—you must simultaneously welcome the DM while honoring existing participants.

Step 2: Execute the "Bridge and Recap" Script

This is your secret weapon for a smooth transition. Here's a script that combines best practices:

1. Welcome the DM: "Thanks for joining us, [DM's Name]."
2. Value Previous Participants: "While we were waiting, [Early Attendee's Name]'s insights about [topic] were really enlightening."
3. Summarize Concisely & Connect: "We were just discussing how [brief summary of insight] aligns with the goals you've set up for this quarter. Just to bring you up to speed, the key point was..."
4. Invite DM Input: "We'd love to hear your thoughts on this as well. What do you think?"

This script accomplishes several objectives simultaneously:

• It welcomes the DM respectfully
• It validates the contributions of others
• It provides context efficiently
• It invites the DM to engage immediately

What to Avoid

• Being Dismissive: Don't ignore the DM's arrival, as this creates unnecessary tension.
• Over-Apologizing: Avoid making a big deal about their lateness with statements like "We're so glad you could finally make it." This puts everyone in an uncomfortable position.
• Starting Over Completely: Don't discard the progress you've made with other participants by saying, "Let's start from the beginning now that everyone is here."

One sales professional on Reddit shared their discomfort: "I try to stop the small talk and transition into the meat of the meeting, but my 'transitions' always seem a bit awkward." While the script above provides a solution, mastering its delivery under pressure is key. This is where practice with AI sales roleplays can be a game-changer, allowing reps to rehearse these moments until they are seamless and confident.

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Keeping the Vibe: How to Facilitate an Inclusive Conversation

The transition is complete, but your work isn't done. Now you must facilitate a conversation that keeps everyone engaged while respecting the DM's authority.

Strategy 1: Be a Facilitator, Not Just a Presenter

Your role shifts from presenter to facilitator once the DM arrives. Use LinkedIn to research the DM beforehand so you can tailor your approach to their communication style. Then:

Use open-ended questions to continuously draw contributions from both the DM and other attendees:

• Connecting question: "That's a great point, [DM's Name]. [Early Attendee's Name], based on your experience with [project], how do you see that playing out?"
• Validation question: "[Early Attendee's Name] mentioned [insight] earlier. [DM's Name], how does that align with your vision for the department?"

This approach prevents the conversation from becoming a one-on-one dialogue with the DM, which can make other participants feel irrelevant.

Strategy 2: Practice Empathy and Active Listening

Remember that the DM's tardiness might be due to unavoidable commitments. A farmer sales approach requires empathy—understanding that client relationships are built on compassion as much as commerce.

Demonstrate active listening to everyone:

• Maintain eye contact (even on video)
• Nod to show engagement
• Take visible notes
• Reference earlier comments

This shows all participants that their input is valued, regardless of their decision-making authority.

Strategy 3: Find Common Ground to Build Consensus

If differing viewpoints arise between the DM and other team members (which is common when someone joins mid-discussion), your role is to find common ground:

"It sounds like [Non-DM] is concerned about implementation timeline, while [DM] is focusing on budget considerations. Both perspectives highlight the importance of careful planning, which I think we all agree on."

This eases potential tension and reinforces that everyone's input is valuable for creating a collaborative atmosphere.

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The Follow-Up: Cementing Rapport After the Call

Reinforce the positive dynamic you created during the meeting with a thoughtful follow-up.

The Strategic Recap Email

This is non-negotiable. As advised by both Asana and LinkedIn experts, send a recap email that highlights contributions from all participants.

Example:

Subject: Key Takeaways from Our Discussion on [Topic]

Hi Team,

Thank you all for your time and insights during today's meeting.

[Early Attendee's Name], your point about [specific insight] was especially valuable and helped us understand the day-to-day challenges your team faces.

[DM's Name], your perspective on [DM's contribution] clarified our next steps and aligned perfectly with what the team had been discussing.

Here's a summary of action items and key decisions:[List items]

I've attached the updated proposal reflecting today's discussion and am available if you have any questions.

Best regards,[Your Name]

This validates everyone's time and intellect, cementing the rapport you've built.

A Note on Chronic Tardiness

If a key decision maker is chronically late, it may require a separate, private conversation or a reassessment of the meeting schedule. As LinkedIn professionals suggest, finding a time that works better for all participants can improve overall meeting effectiveness.

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From Awkward to Advantageous

The dreaded arrival of a late DM isn't a conversational roadblock; it's a test of your social and strategic agility. By mastering this moment, you do more than just save a meeting—you build trust, which is the bedrock of any successful business relationship.

Remember the three-step process:

1. Connect: Use waiting time to build genuine rapport and gather intelligence
2. Transition: Execute a smooth "bridge and recap" that values everyone
3. Include: Facilitate a balanced conversation and follow up thoughtfully

Whether you tend toward a hunter or farmer sales style, these techniques will help you navigate the late DM scenario with confidence and grace. You'll maintain momentum without seeming fake or dismissive, and everyone—including the decision maker—will feel valued and respected.

The next time a DM shows up late to your virtual meeting, you won't panic about background noise or awkward transitions. Instead, you'll see it as an opportunity to showcase your professionalism and strengthen relationships with everyone in the (virtual) room.

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Frequently Asked Questions

What is the best way to handle a decision-maker who joins a meeting late?

The best way to handle a late decision-maker is to politely acknowledge their arrival, briefly recap the key points of the conversation for them, and then seamlessly integrate them into the discussion. This strategy respects the time of all participants and demonstrates your ability to manage the situation professionally and gracefully.

How can I smoothly transition the conversation when a key person arrives late?

You can ensure a smooth transition by using a "bridge and recap" technique. First, welcome the person by name. Then, validate the contributions of those already present by saying something like, "[Early Attendee]'s insights on [topic] were very helpful." Finally, provide a concise summary to bring the latecomer up to speed and invite them to contribute, connecting the previous discussion to the overall meeting goals.

Why is it important to engage with early attendees before the decision-maker arrives?

Engaging with early attendees is a crucial strategic move, not just polite small talk. It allows you to build genuine rapport with other stakeholders and gather valuable pre-meeting intelligence about their specific needs and priorities. This information can help you tailor your pitch and demonstrate that you value the input of the entire team, not just the person in charge.

What are the biggest mistakes to avoid when a decision-maker is late?

The three biggest mistakes to avoid are: being dismissive by ignoring their arrival, over-apologizing or making a big deal about their lateness, or starting the meeting over from the beginning. These actions can create awkwardness, disrespect the punctual attendees' time, and damage the professional rapport you've worked to build.

How do I keep all participants involved after the late decision-maker has joined?

To keep everyone involved, shift your role from presenter to facilitator. Actively draw connections between the decision-maker's comments and points made by others earlier in the conversation. Use inclusive, open-ended questions like, "[Early Attendee], how does [DM]'s point align with your team's experience?" This prevents the meeting from becoming a one-on-one conversation and ensures everyone feels heard.

What should I do if a key stakeholder is consistently late for meetings?

If a key stakeholder is chronically late, it may be necessary to address the situation diplomatically. Consider having a private conversation to ask if there's a more convenient time for the meeting. Adjusting the schedule shows respect for their busy calendar and can significantly improve the effectiveness and punctuality of future meetings.

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