The First Minute

“Make the first minute count, and the rest will follow. Communication that begins with clarity leads to lasting understanding.”

1. The Importance of Starting Strong

How you open a conversation sets the stage for its outcome. The first minute is your chance to establish focus and purpose, helping to avoid confusion or disinterest from the very beginning. Chris Fenning emphasizes that effective communication starts with a clear introduction that frames the conversation for better results.

Leading a meeting without a clear opening often leads to tangents and questions that derail discussions. Instead, beginning with a structured format – such as stating the objective, the decision needed, and the primary issue – ensures everyone’s attention is aligned. This makes people more receptive and creates a shared understanding.

For example, Fenning suggests using context, intent, and key message to deliver clarity. Context informs the audience about the topic, intent specifies what’s expected of them, and the key message highlights the most critical information. These elements work together to reduce misunderstandings and give conversations direction.

Examples

• Initiating a meeting by stating, “We’re here to discuss two pressing challenges in Project Alpha.”
• Beginning a one-on-one discussion by outlining, “I’d like a decision on whether to adjust the budget.”
• Starting a presentation with, “The goal today is to explore risks and solutions for our upcoming launch.”

2. Framing Conversations Effectively

Framing is about crafting the start of any conversation so that it guides your audience toward understanding. Fenning breaks framing into three parts: context, intent, and the core message. This structure provides a roadmap, ensuring listeners won’t feel lost or distracted.

Context sets up the topic. It might be as simple as referencing the name of a project or task. Intent answers the “why” – are you seeking advice, making a request, or just providing updates? Finally, the core message is the heart of what you want to communicate.

A team discussion about delayed milestones, for instance, can quickly go astray without framing. Starting by saying, “We need to address a delay in Task Y and discuss solutions” will steer every response toward the main point, rather than unrelated side issues.

Examples

• Framing a conversation about budget cuts by saying, “Our goal today is to decide where to focus reductions without hurting key deliverables.”
• Stating, “I need your thoughts on a staffing change affecting Project B,” to focus a quick chat in the hallway.
• Leading a brainstorming meeting with, “I’m here to outline the problem and hear potential strategies from all of you.”

3. Creating Structured Summaries

Structured summaries distill complex issues into manageable parts that are easy to follow. Fenning’s GPS method – Goal, Problem, Solution – is a simple yet effective strategy for keeping your communication clear and logical.

Every structured summary begins by defining a goal, such as improving efficiency or resolving a conflict. Next, present the problem honestly so everyone understands the need for change. Finally, share your proposed solution, emphasizing its relevance to the goal.

Consider a software implementation project that has stretched beyond its timeline. By outlining, “Our goal is to ensure launch readiness by quarter-end. The problem is delays in testing. The solution is reallocating resources to meet the timeline,” you clarify the situation without overwhelming your audience.

Examples

• Presenting a quarterly review: “Goal: Meet this quarter’s revenue goals. Problem: Lower-than-expected sales in Region Z. Solution: Launch a new promotional campaign.”
• Handling a customer service issue: “Goal: Improve response times. Problem: Customer wait times currently exceed five minutes. Solution: Add two temporary support reps.”
• Discussing strategy updates: “Goal: Boost brand awareness. Problem: Underperforming social channels. Solution: Focus resources on trending platforms.”

4. Communicating with Timing in Mind

Timing is just as important as content. A poorly timed conversation can leave decisions hanging or create unnecessary frustration. Fenning advises using time checks and validation steps to ensure both your message and its delivery are effective.

Before engaging someone, estimate how long the conversation will take and communicate this upfront. A time-check method like asking, “Do you have ten minutes to discuss the new proposal?” prevents disruptions and ensures focus. Validating your listener’s involvement further refines the interaction.

This approach respects everyone’s schedules and makes conversations more deliberate. It also minimizes risks of miscommunication or running out of time to handle crucial points.

Examples

• Asking, “Is now a good time to discuss next month’s staffing needs?” to avoid interrupting an urgent task.
• Confirming mid-discussion, “Is there anything you need clarified before we continue?”
• Adjusting timing if the recipient says, “Let’s talk once I’ve finished this other priority.”

5. Email Clarity: Subject Lines and Early Intent

Modern workplaces rely heavily on emails, but vague subject lines or content blur communication. Fenning advises specifying the purpose in the subject line and using the first few sentences to explain your intention concisely.

For instance, subject lines like “Budget Meeting – Decision Needed Today” provide clarity before the email is opened. Within the email, summarize the purpose right away: “I need approval to adjust next quarter’s budget based on these challenges.” This structure respects the recipient’s time and facilitates timely action.

By following this method, you avoid lengthy back-and-forth exchanges and ensure your message is processed efficiently, even in a busy corporate environment.

Examples

• Writing “Quarterly Review Update – Highlights and Next Steps” as a subject line to grab attention.
• Opening with “I need your input on finalizing the marketing strategy for May” instead of burying requests in dense paragraphs.
• Structuring with bullets to outline “problem, causes, and recommendations.”

6. Productive Meetings Begin with Focus

Meetings often stray when the agenda or purpose isn’t clearly set. Fenning suggests opening with an explicit summary of goals and decisions required, eliminating unnecessary confusion.

For example, in a team meeting about a merger, simply framing the discussion with, “Our agenda today includes three points: financial analysis, people strategy, and public messaging,” sets clear priorities. This approach lets participants know how to prepare and contribute meaningfully.

Aligning expectations early makes meetings shorter and more productive, with fewer clarifications or unproductive detours.

Examples

• A project meeting opened with, “We’ll evaluate progress on X, Y, and Z deliverables and decide on next steps for Task A.”
• Starting a campaign brainstorm with, “We’re here to ideate slogans for next quarter’s product launch.”
• Inviting feedback efficiently with, “Please focus comments on how to refine the proposal.”

7. Instant Messages: Clarity Over Speed

Instant messaging is inherently quick, but speed can lead to mistakes or misunderstandings. Even brief messages should begin with context and intention, avoiding ambiguity.

Opening an instant message with a statement like, “Hi, I saw the issue in today’s report – can we find a solution together?” refines the discussion. Adding a quick structure, even in informal chats, reduces back-and-forth.

Clarity early on prevents miscommunication, allowing teams to move forward without endless explanation threads.

Examples

• Typing, “Can I get your insights on Task Y? Goal: Plan ahead for next week” rather than vague questions.
• Clearly asking, “When’s a good time to discuss this proposal, ideally this afternoon?”
• Helping teammates prioritize with, “This update is urgent for today’s client call preparation.”

8. Responding On-the-Fly During Presentations

Impromptu questions during presentations can derail the flow if not handled carefully. Fenning highlights the value of structured answers during such moments.

A clear response might use context quickly: “This query relates to the second point I mentioned—our digital strategy.” Follow it with key details and a validation step, like asking, “Does this explain what you needed?”

This technique keeps the audience engaged while showcasing your ability to remain composed under pressure.

Examples

• Fielding, “Why are we launching this quarter?” with, “Based on our review, timing aligns with stronger seasonal demand.”
• Answering, “How does it affect partners?” by framing it, “Our partners will see an update reflecting this focus.”
• Closing with, “If you’d like more details, I’m happy to follow up.”

9. Sharing Positive News Effectively

Even good news benefits from structured communication. Fenning encourages sharing context, touching on progress achieved, and expressing gratitude, creating long-lasting positive impressions.

For instance, saying, “I want to highlight the team’s efficiency—improving delivery timelines by 25% this quarter” improves morale while making the results clear. Speaking positively ensures everyone feels included and motivated.

This format makes celebratory messages impactful and memorable.

Examples

• Highlighting, “Team exceeded expectations by cutting costs 15% under budget—thanks again.”
• Sharing, “It’s great to see client feedback improve after the changes we implemented as a group.”
• Celebrating employee milestones with structured recognition messages.

Takeaways

1. Begin every interaction by framing it with context, intent, and your key message to create shared understanding right away.
2. Use the GPS (Goal, Problem, Solution) method to simplify complex topics and guide discussions toward solutions rather than tangents.
3. Always time-check and validate before important conversations to ensure availability and engagement, enhancing focus and efficiency.