Your initial meeting with a faculty member is like going for a job interview. Both parties have an “agenda”. You want to persuade the faculty member that the project has value and that you are the person for the “job”. The faculty member is considering whether he/she has the expertise to help guide your project, how much time it might require, are your expectations realistic, is the project feasible, what challenges might arise during the project, and whether you would a have a good working relationship? You want to make a good impression so be prepared for the conversation. Sending a short introduction (one paragraph) about the project with your request for the initial consultation can be very helpful.
Plan for the meeting. Review your project overview document. Create a list of key points you want to make. Make a list of questions you want to ask. Make a list of questions you think the faculty member will ask you and prepare answers to those questions. The more prepared you are, and the better able you are to articulate what you hope to accomplish, the better the meeting will go.
On the day of your meeting (even if this is a phone conversation), be punctual. The faculty are very busy. You must make your case clearly, carefully, and succinctly. Being prepared not only allows you to optimize the time spent, it creates a positive impression. Remember, even though the faculty member finds the project intriguing and has the expertise to guide you in your capstone effort, there are other considerations that he/she is making. If the faculty member is unable to serve as your director, it may simply be that his/her other departmental responsibilities do not allow him/her to take on additional responsibilities at this time. If this happens, you can ask whether he/she can refer you to someone else who may have an interest in your project. Remember, if the faculty member says “no” to serving as your Research Director, he/she is considering what is best for both of you. Follow up the meeting with a summary of the call and a thank you.