Things to consider in a new client consultation

The discovery call: More than just a client Q&A

Ask any VA what a new client consultation is for, and they will tell you it is to help you better understand your client. They would be right; mostly.

A client consultation form is the framework we use during a discovery call with a potential new client to understand their business. However, it is also a vital tool for assessment. It is how you determine whether you are the best fit for that client and, crucially, whether you would actually be happy working with them.  However this process starts before the call and you need to do some preparation.

Understanding the business landscape

At a basic level, you need the facts. This starts with contact information, but you must dig deeper. What is their core business model? Where are they based? How long have they been operating?

You also need to understand their structure. Do they have a team, or do they already use other freelancers and outsourcers? Knowing their working hours, business standards, and long-term ambitions helps you see where you fit into their puzzle. If their social media presence is a priority, find out which platforms they use and what their values are. You cannot support a brand you do not understand.

The human element: Who is the client?

A discovery call is your opportunity to get an insight into the person behind the business. Knowing a bit about their personal life; whether they have children, pets, or specific hobbies, gives you valuable context.

This is not about being nosy; it is about identifying how you can provide a bespoke service. For example, if they travel often, you can proactively offer to streamline their bookings. Understanding their “why” whether it is family time or a specific lifestyle; allows you to align your support with their ultimate goals.

Identifying the real pain points

In the process of a natural conversation, you will identify their true sticking points. A client may come to you with one specific problem, but as you work through your consultation, you might realise that the issue is merely a symptom of a larger, systemic problem.

The beauty of the initial consultation is that it allows both of you to get clear on what they actually need help with, rather than what they think they need.

The mutual interview

A new client consultation should never feel like an interrogation. It is a discovery call, a conversation. While you are asking questions, you are both answering one fundamental question: do we want to work together?

The VA/client relationship must be built on trust and mutual respect. If you do not like each other, the partnership will fail. You need to ask yourself: Can I work with this person? Am I the best fit, and can I bring genuine value to this business?

The consultation enables both parties to make an informed decision, but I would not send a form to a client to complete before the call, as we said above, they will often come to you for one thing but in conversation will reveal the trust problems! If it is not a match, it is better to identify that now and help them find a VA who is better suited to their specific needs.

If you are looking to master the art of the discovery call and find clients who are a perfect fit, the VA Momentum Course provides the exact templates and confidence-building strategies you need to lead these conversations like a pro.

Do you use a formal consultation form, or do you prefer a more informal chat? Share your thoughts and experiences in the comments below.