If you want to stand out in every room, you can’t just have executive mindset—you need executive strategy. 

Welcome back to the 5% Club. I’m Shayla King, your favorite executive coach, and today we’re diving deep into the practical playbook for leading meetings like a true C-suite leader. 

In Part 1, we tackled the mindset. Now it’s time for real talk on how to prepare, what to say, and how to run a meeting so you get the outcomes you need, every single time. 

Step 1: Know Your Audience (and What They Care About) 

Real leaders don’t wing it. 

Before you send a single calendar invite, do what executives do: study your audience. 

Who are your stakeholders? What do they care about? What do they already know? What are their pressures, priorities, and objections? 

Pro tip: Create a simple matrix (stakeholders down the left, five key questions across the top). Ask yourself: 

• What do they already know about my topic? 
• What’s in it for them? 
• What do they care about most? 
• What questions or objections might they have? 
• What pressures are they under that could impact this meeting? 

When you prep like this, your message feels strategic, customer-focused, and collaborative. And it gets you what you want—faster. 

Step 2: Know Your Material (and Your People) 

Great meetings start before the meeting. 

Make sure you have the right people in the room. 

If decision-makers are missing, your project will stall. Pre-align with key voices by letting them know why you need them there and what value you want them to bring. 

Respect your attendees: Don’t surprise them with a dense deck in the meeting. Share critical materials 48–72 hours in advance so people can actually digest and contribute. 

Define the purpose and clear agenda for your meeting. Know exactly what you need from each section and state the goal up front. 

Step 3: Run the Room Like a 5% Executive 

Ready to lead, not just present? Here are the tactical moves that set you apart: 

• Send your deck 48–72 hours ahead. (Last-minute = rookie move.) 
• Open with clarity: 
  “For today’s meeting, here’s what we’re here to accomplish: X. What I need from you: Y. Is there anything else you want to add?” 
• Direct the conversation. Don’t let the group meander—state your needs: 
  “We’re good on costs. What I need is your perspective on revenue projections—how reliable are they? Anything else we should consider?” 
• Feel free to redirect: If the conversation drifts, bring it back. 
  “Appreciate the update, but let’s focus on the key challenges we’re here to solve.” 

This is how you look like a peer—not a presenter. When you manage up and across, you show respect for your team and your leadership. 

Quick Wins: The Executive’s Cheat Sheet 

• Send agendas and decks well before the meeting. 
• Open meetings by stating the goal and what you need from others. 
• Get buy-in from key stakeholders in advance. 
• Redirect when necessary. 
• Close by summarizing outcomes and next steps. 

Your Evolve Work: Make This Your New Normal 

This week, try my meeting opener: 

“Here’s what I want to accomplish today and here’s exactly what I need from you.” 

If you want my Stakeholder Matrix tool, email me at shayla@evolve-career.com and I’ll send it your way. 

Ready to Lead Like a 5%er? 

If you want to be taken seriously as a leader, start running meetings like one. For more strategy and coaching, join the 5% Club waitlist at shaylaking.com—because every high performer deserves a seat (and a voice) at the table. 

Your coach, cheerleader, and accountability partner,

Career & Life Coach for Executives

About Shayla King: 

Shayla King is a certified executive coach based in Austin, TX. A former C-suite executive, she helps high-achieving leaders get promoted, increase their performance + happiness (PH+), and lead with confidence. 

Join the 5% Club waitlist at shaylaking.com.