Top Tips for Waiting on a Prospect in Meetings

You've prepared meticulously for this sales call. Your slides are polished, your pitch is refined, and you've researched your prospect thoroughly. But now, you're staring at your own reflection in the Zoom window, watching the minutes tick by as you wait for your prospect to join.

That awkward silence. The uncertainty of whether to start other conversations that might get abruptly cut off when the decision-maker finally appears. The nagging feeling that your valuable time is slipping away.

Sound familiar?

Instead of passively waiting and watching the clock, what if you could transform this limbo period into a productive, strategic part of your sales process? With the right approach, those uncomfortable waiting minutes can become an opportunity rather than a frustration.

This article outlines a clear, 5-step playbook for exactly what to do while waiting for a prospect to join your virtual meeting—from pre-emptive preparations to graceful exits when necessary.

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1. Pre-emptive Prep & Setting the Stage

The best way to handle waiting time is to minimize it in the first place. Start by setting yourself up for success before the meeting even begins:

Join 3-5 Minutes Early: This demonstrates professionalism and gives you time to handle any technical issues that might arise. As one sales professional from Bravado's War Room suggests, "I always join early to make sure my tech is working and I appear prepared."

Consider a Pre-Meeting Call: A pro tip from experienced AEs is to call the prospect 3 minutes before the scheduled time. This serves as a gentle reminder and helps them navigate any technical difficulties they might be experiencing.

Prepare Your Virtual Environment: Your background can be a powerful conversation starter. Instead of worrying about whether to use blurred or virtual backgrounds, consider using your actual environment strategically:

"I have all sorts of stuff behind me in my background for this reason. Spare golf bag, golf flags from a few nice courses, books, whatever," shares one Reddit user who uses this technique to break the ice with prospects.

Display Your Meeting Agenda: If you're sharing your screen while waiting, put up a slide with the call agenda and attendee names. This gives early joiners something to focus on and sets clear expectations for the meeting.

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2. The Proactive Communication Protocol (Minutes 1-5)

Once the scheduled meeting time arrives and your prospect isn't present, it's time to activate your communication protocol:

The Two-Minute Mark: After waiting two minutes, begin drafting a check-in message. This gives your prospect a reasonable buffer for any minor delays while respecting your own time.

The Three-Minute Mark: If they still haven't joined, send a brief, professional email:

Subject: Are we still on for 2 PM?
Body: Hi [Prospect Name], I'm on the Zoom: [meeting link]. Is this still a good time for you?


This simple check-in often works wonders. Many sales professionals report that this gentle nudge is enough to jog a prospect's memory or help them prioritize joining your call.

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3. Escalate and Decide (Minutes 5-10)

If your email doesn't generate an immediate response, it's time to escalate your outreach:

The Five-Minute Mark: Make a Phone Call

After five minutes of waiting with no response to your email, place a quick call to the prospect. According to feedback from the Bravado War Room, "a surprising number of prospects answer calls and can then join the meeting promptly."

If they don't answer, leave a brief voicemail:"Hi [Prospect Name], it's [Your Name]. Just giving you a quick call as I'm in our meeting link for our 2 PM chat. Let me know if you're having any trouble joining."

The Seven-Minute Mark: Decide Your Cut-Off Time

This is the crucial moment where you need to set boundaries. How long should you actually wait? Most sales professionals agree that 10-15 minutes total is the standard, but this can vary based on:

• The seniority of the prospect (C-suite executives might merit a longer wait)
• The potential deal size
• Your own schedule constraints
• Previous behavior patterns from this prospect

Whatever you decide, having a personal policy in place helps you respect your own time while remaining professional. As one sales leader noted, "I wait 15 minutes for a VP or higher, 10 minutes for a director, and 7 minutes for anyone else."

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4. Maximize Your "Found Time" (Productive Waiting)

Whether you're waiting 5 minutes or 15, don't just sit there staring at your screen. Use this unexpected pocket of time strategically:

If You're Alone in the Meeting:

• Quick Administrative Tasks: Use this time to clear out emails, update your CRM, or organize your calendar. As suggested by Laura Vanderkam, keeping a list of 2-minute tasks can help you make the most of these waiting periods.
• Research Enhancement: Take another quick look at your prospect's LinkedIn profile or recent company news to gather additional talking points.
• Practice with AI: Instead of a simple mental reset, use the time for a quick AI-powered roleplay session. Platforms like Hyperbound allow you to run through a key talking point or practice an objection in just a few minutes, turning downtime into valuable skill development.
• Mental Reset: Use the time for a quick mindfulness exercise or simply to grab water, allowing you to be more present when the meeting does begin.

If Others Are on the Call (but the DM is missing):

This scenario is particularly tricky. You want to engage the people who did show up respectfully, but you don't want to start a deep conversation that will be awkwardly interrupted.

A highly effective approach recommended by sales professionals on Reddit is to use this line:

"While we wait for [DM's Name], is there anything you as an [non-DM's job title] would specifically like us to cover on this call?"

This accomplishes several things simultaneously:

• Shows respect for the attendees' time and input
• Gathers valuable intelligence about what matters to different stakeholders
• Ensures you're not caught in the middle of a deep discussion when the DM joins

Other light conversation starters that work well:

• "Are you planning to attend [upcoming industry event]?"
• "What's the most interesting thing you've been working on lately?"
• "Have you been with [Company] long?"

When attendees share insights, visibly take notes to acknowledge their contributions, building rapport even during this waiting period.

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5. The Graceful Exit & Follow-Up (For No-Shows)

When you've reached your predetermined cut-off time, it's time to wrap things up professionally:

Make the Clean Break: Thank any attendees who did join, and end the meeting without expressing frustration.

Send a Reschedule Email Immediately:

Subject: Reschedule for Tuesday at 2 PM?
Body: Hi [Prospect Name], I had to drop from our call. I understand things can pop up unexpectedly. How does next Tuesday at 2 PM work for a reschedule? I've updated the invite, let me know if that works for you.


Some sales professionals add a gentle reminder of value, such as: "I had set aside this time specifically for us to connect on [specific value proposition]." This subtly emphasizes that your time is valuable without being confrontational.

Know When to Move On: If a prospect is consistently a no-show, it may be time to re-qualify them. Multiple no-shows often signal a prospect who isn't serious about engaging with your solution.

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Turning Waiting Into Winning

With these five strategies, you transform what could be frustrating downtime into a productive part of your sales process:

1. Prep Your Space: Join early, check tech, and use your background/agenda strategically
2. Communicate Early: Send a check-in email at the 3-minute mark
3. Escalate & Decide: Call at 5 minutes and stick to your predetermined wait time
4. Use Found Time: Complete quick tasks or gather intelligence from other attendees
5. Exit Gracefully: Leave at your cut-off time and send a clear reschedule email

By implementing this playbook, you'll not only reclaim your valuable time but also set the tone for a relationship of mutual respect with your prospects. After all, the way you handle waiting speaks volumes about how you'll handle the entire business relationship.

Remember: Your time is your most valuable asset. Having a clear plan for how to spend it—even when you're waiting—ensures you remain in control of your sales process from the very first minute.

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Frequently Asked Questions

How long should I wait for a prospect who is late to a meeting?

Most sales professionals agree on a standard wait time of 10-15 minutes. However, this can be adjusted based on the prospect's seniority (you might wait longer for a C-suite executive), the potential deal size, and your own schedule. It's best to have a personal policy, such as waiting 15 minutes for a VP or higher and 10 minutes for a director.

What is the best way to follow up after a prospect is a no-show?

The best way to follow up is to immediately send a professional and non-confrontational email suggesting a new time to meet. Your email should be concise, assume positive intent (e.g., "I understand things can pop up unexpectedly"), and propose a specific new time. This makes rescheduling easy and maintains a positive relationship.

What should I do if other team members are on the call but the main decision-maker is late?

You should engage the present attendees to gather intelligence and build rapport without starting the main presentation. A great way to do this is by asking, "While we wait for [DM's Name], is there anything you as an [attendee's job title] would specifically like us to cover on this call?" This shows respect for their time and helps you tailor the eventual pitch to their needs.

Why is it important to join a sales call early?

Joining a sales call 3-5 minutes early demonstrates professionalism and allows you to resolve any potential technical issues beforehand. Being in the meeting room before the scheduled start time ensures you appear prepared and organized. It gives you a buffer to check your audio, video, and screen-sharing capabilities, so the meeting can start smoothly once the prospect arrives.

When is the right time to send the first check-in message to a late prospect?

You should send your first check-in message, typically a brief email, after waiting for three minutes. Start drafting the message at the two-minute mark. At three minutes, send a simple email like, "Hi [Prospect Name], I'm on the Zoom. Is this still a good time for you?" This gentle nudge is often enough to remind them of the meeting without seeming impatient.

How can I use the waiting time productively instead of just sitting there?

You can use waiting time productively by completing quick administrative tasks, doing last-minute research, or practicing your pitch. Treat this "found time" as an opportunity. Clear a few emails, update your CRM, review the prospect's latest LinkedIn activity, or use an AI role-playing tool to run through a talking point. This turns frustrating downtime into a valuable part of your workflow.

What should I do if a prospect repeatedly misses our scheduled meetings?

If a prospect is a consistent no-show, it is often a signal to re-qualify their interest and potentially move on. While one missed meeting can be an honest mistake, multiple no-shows suggest the prospect may not be serious or that your solution is not a priority for them. Respect your own time by focusing your efforts on more engaged and qualified leads.

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