Expert Call Preparation Guide

Getting the most value from expert calls requires thorough preparation. This template provides a systematic approach to preparing for, conducting, and following up on expert network consultations.

Why Preparation Matters

Expert calls typically cost $500-2,000+ per hour. Proper preparation can:

• Reduce the number of calls needed by 30-50%
• Improve insight quality dramatically
• Build relationships for future consultations
• Demonstrate professionalism to experts

What’s Included

• Pre-call research checklist
• Question prioritization framework
• Call structure template
• Note-taking format
• Post-call debrief template

Pre-Call Research Checklist

About the Expert

• Review LinkedIn profile and career history
• Note specific experiences relevant to your questions
• Identify potential areas of expertise and bias
• Research their current company and role

About the Topic

• Complete secondary research first
• Identify knowledge gaps that only an expert can fill
• Prepare context the expert might need
• Draft hypotheses to validate or challenge

Logistics

• Confirm call time and time zone
• Test video/audio equipment
• Prepare recording (with permission)
• Have backup contact method ready

Question Framework

Tier 1: Must-Ask (15-20 minutes)

Your highest priority questions that address core research objectives. If the call ran short, these would be your only questions.

Tier 2: Should-Ask (10-15 minutes)

Important questions that provide additional context and depth. These build on Tier 1 insights.

Tier 3: Nice-to-Ask (5-10 minutes)

Exploratory questions or tangential topics. Only ask if time permits.

Call Structure

Opening (3-5 minutes)

• Thank the expert for their time
• Briefly explain your background and objectives
• Confirm confidentiality and recording permissions

Core Discussion (40-45 minutes)

• Work through prioritized questions
• Allow natural follow-up exploration
• Take detailed notes on key insights

Closing (5-7 minutes)

• Summarize key takeaways
• Ask for additional resources or contacts
• Discuss potential follow-up

Note-Taking Best Practices

During the call, capture:

• Direct quotes that articulate insights clearly
• Specific numbers and data points
• Contrarian views that challenge assumptions
• Follow-up opportunities for deeper exploration

Post-Call Debrief

Within 1 hour of the call, document:

1. Top 3-5 insights: Key takeaways that inform your research
2. Surprises: Information that challenged your assumptions
3. Gaps: Questions that remain unanswered
4. Action items: Next steps and follow-up needed
5. Expert assessment: Would you recommend this expert to others?

Common Mistakes to Avoid

• Starting with questions you could answer through research
• Asking leading questions that bias responses
• Failing to probe vague or general answers
• Running out of time for your most important questions
• Not sending a thank-you note

Download the complete template to prepare for your next expert call.