Your Secret Sauce for Smooth Discovery Calls and Seamless Onboarding!

So, you’ve got a potential client interested in working with you - how exciting is that?! Whether it’s your first client or your fiftieth, nailing that discovery call and onboarding process is the key to a successful and long-term partnership.

The Discovery Call

The discovery call is all about figuring out if you and the client are a good fit for each other. It’s not just about you having the right skills for the job, but whether your working styles click. 

This conversation is your chance to ask the right questions and really dig into their challenges to see how you can help. The more you understand their business and pain points, the easier it is to show them why you are the perfect solution.

It’s also the perfect time to set clear expectations, not just about how you work and your availability, but also about your pricing structure and payment terms. Don’t feel uncomfortable discussing your rates. Your pricing reflects your expertise, experience, and the value you bring. Be upfront and explain whether you charge per project, offer retainer packages, or work hourly, and why each option is structured the way it is. Being open about payment terms is equally important, let the client know when payments are due, how you’ll invoice, and how they can pay.

Transparency during the discovery call builds trust and ensures everyone is on the same page. 

Three tips for a successful discovery call:

1. Do Your Homework: Before the call, spend a little time exploring their website, social media, and LinkedIn profile to get a feel for what they do, their vibe, and how they present themselves. This also helps you to understand if their business aligns with your values and expertise. 

2. Ask Open-Ended Questions: Focus on uncovering their needs and goals by asking open-ended questions like, “What’s your biggest time-drain right now?” or “What’s on your priority list for the next few months?” This helps you figure out how to support their big picture, not just the day-to-day.

3. Be Clear About Your Processes and Availability: Don’t shy away from discussing your pricing! Be upfront about your working hours, how you manage tasks, how often you’ll check in, and most importantly, your pricing structure and payment terms. This helps set expectations early and shows that you’re organised and professional.

Bonus Tip! This is your time to let your personality shine! People don’t just hire a VA for their skills, they want someone they feel comfortable working with, someone who gets them and their business.

Onboarding

Once the discovery call goes well and your potential client says, "Let’s do this," it’s time to kick off the onboarding process. The key here is to make the transition super smooth for both you and the client, which sets the groundwork for a productive and successful collaboration.

Start things off with a friendly welcome message. Let them know what’s coming next, what they can expect from you, and any actions they need to take. Getting the contracts, payment details, and communication preferences sorted right from the get-go avoids any confusion later.

It’s also a great time to set some boundaries, such as your working hours and how tasks will be managed. These little details will save you a lot of headaches down the road, trust me!

Most importantly, use this time to align on goals. Whether it’s a list of tasks or a bigger project, you want to make sure you’re both on the same page about what needs to happen in the first few weeks and beyond.

Three tips for a successful onboarding process:

1. Create a Clear Welcome Pack: Start off by sending a warm, friendly welcome email that outlines the next steps, what the client can expect from you, and any important details like working hours, communication methods, and deadlines. 

2. Set Up Communication Channels and Tools Early: Make sure both you and your client are on the same page about how you’ll communicate. Whether it’s via email, Slack, or another platform. Also, get access to any tools, systems, or accounts you’ll need as soon as possible, so you can hit the ground running without delays.

3. Align on Goals and Expectations: Take some time to discuss and clarify the client's key goals and priorities. Make sure you both understand what success looks like. This sets a clear direction and keeps you both aligned on the work ahead.

With a smooth discovery call and seamless onboarding, you’ll be off to a flying start with your clients. Clear communication and a great first impression will set the tone for a successful working relationship 🚀