Imagine this...You check your messages on Monday morning and find:
"Hi - leadership wants training on the new investment review process ASAP. I helped design it but I'm slammed this week. Can only give you 15 mins tomorrow at 9am. Will that work? Here's a link to the slides from last week's rollout meeting."
Your coffee hasn't even cooled, and you're already wondering how to turn 15 minutes and some slides into effective learning & performance. But don't worry– you've got this.
This guide shows you how to get what you need from even the busiest stakeholders and create solid performance intervention materials on tight timelines.
You'll walk away knowing how to:
- Extract essential information whether you have 15 minutes or just an email
- Ask questions that get you actionable answers even from the busiest stakeholders
- Make smart assumptions when you can't get all the details
- Set realistic expectations that protect both you and the project
The reality of working with busy stakeholders
Here's what typically lands in your inbox:
"We need training on the new compliance procedures ASAP. Can you put something together by next week? I can give you 15 minutes tomorrow morning to discuss. If that doesn't work, just let me know what you need from me."
Or even just:
"Team needs training on the new system. Attached is a recording of yesterday's team meeting where we covered it. Can you create something from this?"
This is your reality. Your job isn't to fight it; it's to make it work. Here's how to do it with time-starved stakeholders.
1. Part one: setting yourself up for success
Before you respond: quick research (30-60 minutes)
When a request lands in your inbox, resist the urge to immediately schedule a meeting. Instead, take an hour to gather context that will make your stakeholder conversation much more valuable.
Start with system access. Make sure you can get into the platforms you'll need and request permissions early. Nothing wastes time like waiting for access later.
Document review (30 minutes)
Next, dig into your learning systems. Open up your LMS and search not just for the exact topic, but related ones too. For example, if you're creating ID verification training, look for anything about compliance, customer verification, or security procedures. Look at what formats were used before, what examples resonated with teams, and whether there are existing templates you can build from.
Search shared drives strategically. Start with team folders, then broaden to department resources.
You're hunting for:
- Procedure guides that show the official process
- Screenshots or job aids teams are currently using
- Meeting recordings where processes were explained
- Recent updates or change announcements
Don't just collect documents, read them with purpose. Notice places where instructions seem unclear or where multiple versions exist. If you find conflicting information, note it; this often reveals where teams struggle most.
For example, if you find three different versions of a process guide, or if the written steps don't match what's shown in screenshots, that's valuable information. It tells you where to focus your questions when you talk to stakeholders.
Pay special attention to:
- Dates on documents (which version is current?)
- Names of experts mentioned (who knows this process best?)
- Common problems noted (what trips people up?)
- Recent changes (what's new vs established?)
The goal is to understand enough to ask smart questions and spot potential issues early. If you find outdated materials are still being used, or if there are gaps in current documentation, these become important points to clarify with your stakeholder.
Team research (15 minutes)
Check-in with colleagues who work with this team. A quick message like "Hey, have you done any training for X team recently?" can save you hours of work. Also, review any recent process changes or team announcements.
Communication review (15 minutes)
Search for existing conversations about the topic in email threads and team channels. Often you'll find valuable context about why they need this training now and what specific problems they're trying to solve.
Organizing what you found (30 minutes)
Create a simple document with:
- Current processes and known problems
- Available resources and materials
- Potential challenges or constraints
Preparing your stakeholder questions
Based on what you found, outline your strategy. If you can get a meeting, prepare your key questions and specific examples to discuss. If you can't get a meeting, draft focused email questions that can get you the critical information you need.
Whether for email or meeting, craft questions that:
- Can be answered quickly
- Work in any format
- Get you actionable information
The goal of this prep is about making the most of your limited time with stakeholders. When you show up informed about their context, they're more likely to make time for future conversations.
Part two: The core questions to ask stakeholders
When you finally get that meeting or email exchange with your stakeholders, you need to make every question count. The following questions are designed to get you maximum insight with minimal time investment. They're crafted to work whether you're in a quick meeting, sending an email, or even adding them to a form. Each question serves a specific purpose and is worded to get actionable information, not just general responses.
Get the scope: "To make sure I understand the scope correctly, this training needs to cover [what you think based on materials]. Is this accurate? Is there anything missing or anything that shouldn't be included?"
Why this works:
- Shows you've done your homework
- Makes it easy for them to correct assumptions
- Breaks the scope into manageable chunks
- Draws out what's most important to them
Check the current state: "Are people already doing parts of this process, or is this completely new for everyone? What's typically going wrong that this training needs to fix?"
Why this works:
- Reveals the real problem they're trying to solve
- Helps you understand the actual skill gap
- Shows what level to pitch the training at
- Identifies critical pain points to address
Define success: "After this training, what should people be able to do differently? What mistakes should we see less of?"
Why this works:
