discovery call
Introduction
- State your name and position in the organization
- Briefly describe your organization and its expertise in the consulting industry
- Express gratitude for the client's willingness to have the discovery call
- Acknowledge their time and attention
- Outline the purpose and objectives of the call
- Explain the topics and areas you plan to cover
- Ask if the client has any specific questions or areas they would like to focus on
- Ask the client to give a brief summary of the project or problem they are currently facing.
- Encourage the client to provide any relevant details or context that will help in understanding the situation.
- Clearly communicate to the client that the purpose of the call is to gather information and understand their needs.
- Highlight that this call is an opportunity to explore potential solutions and determine if the consultant can provide value.
- Ask the client if they have any specific expectations or goals for the call.
- Make sure to clarify what the client hopes to achieve from the conversation.
- Inquire about the client's desired outcomes or objectives from the discovery call.
- Encourage the client to share what they hope to gain or accomplish as a result of the conversation.
- Request any additional information or documentation that the client believes will be useful during the discovery process.
- Ensure the client understands that providing as much relevant information as possible will aid in a more accurate assessment.
Background Information
- Listen actively and take notes while the client provides an overview of their organization.
- Ask follow-up questions to clarify any unclear information.
- Focus on key aspects such as size, structure, products/services, and target market.
- Encourage the client to openly discuss the challenges or problems they are currently experiencing.
- Ask probing questions to identify the root causes of these challenges.
- Take note of any specific pain points or areas of concern mentioned by the client.
- Ask the client about the industry in which they operate.
- Inquire about their main competitors and how they differentiate themselves.
- Request any available market research or industry reports to gain a deeper understanding.
- Ask the client about their short-term and long-term goals.
- Inquire about any specific objectives they are striving to achieve.
- Seek clarification on the desired outcomes or milestones they have set.
Scope of Work
- Outline the specific goals and objectives of the project
- Specify the tasks and activities that need to be completed
- Define the boundaries and limitations of the project
- List any specific deliverables that need to be produced
- Address any special requirements or criteria for the project
- Consider any unique circumstances or constraints
- Agree on the start and end dates of the project
- Set deadlines for key milestones or deliverables
- Take into account any dependencies or dependencies on other projects
- Identify any budgetary constraints or limitations
- Consider any resource constraints or limitations
- Address any legal or regulatory constraints that may impact the project
- Clearly define the specific goals and objectives that need to be achieved
- Agree on measurable metrics and key performance indicators (KPIs) to track progress
- Set a deadline or timeline for the completion of the project
- Specify the level of quality expected for deliverables
- Define any industry-specific standards or certifications that need to be met
- Identify any quality control processes or procedures that should be followed
- Clearly outline the responsibilities of the consulting firm and the client
- Assign specific tasks or deliverables to each party
- Establish a communication plan to ensure coordination and collaboration
- Determine if there are any existing documents, data, or tools that can be utilized
- Assess the availability and suitability of these resources for the project
- Document any limitations or constraints related to their use
- Discuss any assumptions made during the scoping process
- Address any expectations or requirements that may not have been explicitly stated
- Ensure a shared understanding of what is included and excluded from the scope
- Identify any external parties that may need to be involved in the project
- Discuss the roles, responsibilities, and deliverables of these third parties
- Agree on the terms and conditions of engagement with these vendors
- Determine if any licenses, permits, or legal permissions are necessary for the project
- Identify the responsible party for obtaining these licenses or permissions
- Ensure compliance with any relevant laws, regulations, or industry requirements
Team and Stakeholders
- Review project documentation and background information
- Consult with the client to identify individuals and departments involved
- Create a stakeholder matrix to map out their relationships and influence
- Review organizational charts and job descriptions
- Conduct interviews or meetings with stakeholders to clarify their roles
- Document stakeholder responsibilities and expectations
- Schedule a meeting with the client to discuss team availability
- Ask about any potential conflicts or competing priorities
- Determine the preferred method of communication and collaboration
- Review project scope and deliverables
- Discuss project requirements and potential challenges
- Assess the client's capacity to provide resources and assistance
- Identify key decision points and establish deadlines for feedback
- Communicate the importance of timely decision-making to avoid project delays
- Agree on a mechanism for tracking and documenting decisions made
- Schedule a meeting with the client's team to discuss preferred communication methods
- Ask for their input on preferred communication tools such as email, phone calls, or project management software
- Document the communication preferences for future reference
- Discuss potential issues and conflicts that may arise during the project
- Agree on a process for raising and addressing these issues in a timely manner
- Document the process and share it with all relevant stakeholders
- Review the project scope and identify key milestones and deliverables
- Discuss and agree on the timeline for each milestone and deliverable
- Document the agreed-upon milestones and deliverables
- Clearly communicate the roles and responsibilities of both parties
- Discuss any specific expectations or requirements from each party
- Document the agreed-upon expectations for future reference
- Discuss the preferred format of progress updates (e.g., meetings, reports, emails)
- Agree on the frequency of progress updates (e.g., weekly, bi-weekly)
- Document the agreed-upon format and frequency
Budget and Resources
- Ask the client about their budget and what they are willing to invest in the project.
- Discuss the scope of work and deliverables to align with the budget.
- Consider any potential additional expenses or contingencies.
- Document the budget discussion and agreed-upon budget.
- Ask the client about any resource constraints or limitations they may have.
- Consider factors such as time, manpower, technology, and expertise.
- Identify any potential challenges or limitations that may affect the project.
- Document the identified resource constraints or limitations.
- Inquire about any existing resources the client may have that can be utilized for the project.
- Assess the suitability and availability of these resources.
- Consider the potential cost savings or efficiency gains from leveraging existing resources.
- Document the identified existing resources that can be leveraged.
- Brainstorm with the client about possible cost-saving measures or alternatives.
- Consider options such as outsourcing certain tasks, using open-source software, or optimizing processes.
- Evaluate the feasibility and potential impact of each cost-saving measure or alternative.
- Document the explored cost-saving measures or alternatives.
Communication and Reporting
- Ask the client about their preferred modes of communication such as email, phone calls, or video conferences
- Discuss how often the client would like to receive updates and communicate
- Consider any time zone differences and availability constraints when determining communication channels and frequency
- Clarify who will be responsible for providing reports and who will receive them
- Discuss the format and frequency of reports
- Determine the key metrics and information that should be included in the reports
- Ask the client how involved they would like to be in the consulting process
- Discuss their preferences for being informed about progress and any potential issues
- Clarify if the client wants regular updates or only wants to be notified about major milestones
- Discuss how feedback and approvals will be handled
- Determine who will be responsible for providing feedback and how it will be communicated
- Agree on a timeline for review and approval of deliverables
- PowerPoint
- Text
- Weekly
- Monthly
- Quarterly
- Consultant
- Client
- Sales
- Revenue
- Customer satisfaction
- Automated dashboards
- Scheduled email reports
Risks and Mitigation
- Review the project requirements and identify any potential risks or challenges that may arise during the execution of the project
- Consider factors such as resource constraints, time limitations, technical difficulties, and potential conflicts
- Engage in a discussion with the client to identify and establish contingency plans in case any identified risks or challenges occur
- Develop mitigation strategies to address the risks and minimize their impact on the project
- Assess the client's attitude towards risk and their willingness to adapt to unforeseen circumstances
- Understand the level of flexibility the client has in terms of adjusting project scope, timelines, or resources to mitigate risks
- Establish a clear plan for monitoring and addressing risks throughout the project lifecycle
- Define key indicators, set up regular check-ins, and assign responsibilities for risk management tasks
- Create a communication channel to promptly address any emerging risks or issues
Next Steps
- Review notes from the discovery call
- Identify the main topics and issues discussed
- Highlight key insights and findings
- List out the actions and responsibilities discussed
- Ensure everyone is clear on their tasks
- Seek agreement and confirmation from all parties involved
- Discuss the immediate next steps
- Outline the timeline and milestones
- Clarify any dependencies or prerequisites
- Identify the need for further meetings or activities
- Coordinate schedules and availability
- Set a date, time, and location for each follow-up event
Closing
- Ask the client if there is any specific information or resources they would like to receive.
- Provide relevant materials or direct the client to appropriate sources.
- Discuss and agree on the date, time, and method of the next communication or meeting.
- Ensure both parties are clear and in agreement on the details.
- Reiterate enthusiasm for working with the client and solving their challenges.
- End the call with a positive and encouraging statement.
Use in Manifestly