How To Run a Discovery Call: Step-by-Step
Apr 28, 2025
How To Run a Discovery Call: Step-by-Step
Discovery calls are the gateway to meaningful client relationships and successful deals, yet many professionals struggle to make them count. If you’ve ever felt uncertain about what to ask, how to steer the conversation, or why calls stall without clear next steps, you’re not alone. This step-by-step guide will show you how to run a discovery call that feels natural, uncovers genuine pain points, and positions you as a trusted advisor—so you can close more deals with less guesswork.
What Is a Discovery Call?
A discovery call is an initial conversation between a sales professional and a potential client, designed to uncover the prospect’s needs, challenges, and goals. This call sets the foundation for the sales relationship by allowing both parties to assess fit and determine whether there’s a genuine opportunity to work together. During a discovery call, the salesperson asks targeted questions, listens actively, and gathers critical information to qualify the lead, while also building rapport and trust. The ultimate goal is to identify how your solution can address the prospect’s pain points and to establish clear next steps in the sales process.
Why Is It Important In The Sales Process?
Builds Trust and Rapport: A discovery call helps establish a genuine connection with prospects, laying the groundwork for a strong business relationship.
Uncovers Real Needs: It allows you to ask insightful questions and listen actively, revealing the true challenges and goals of your potential client.
Qualifies Leads Efficiently: By gathering key information early, you can quickly determine if the prospect is a good fit for your solution, saving time and resources.
Personalizes the Sales Approach: Understanding the prospect’s unique situation enables you to tailor your pitch and demonstrate real value, increasing your chances of success.
Sets Clear Next Steps: A well-run discovery call ensures both parties leave with clarity on the process, expectations, and actionable next steps, keeping the sales cycle moving forward.
How To Run a Discovery Call: Step-by-Step
Step 1: Research and Prepare
Start by thoroughly researching your prospect and their company. Review their website, recent news, LinkedIn profiles, and any previous interactions with your business. Prepare a list of tailored questions and set clear objectives for the call. This preparation ensures you enter the conversation with valuable context and confidence.
Step 2: Set the Agenda and Build Rapport
Begin the call by introducing yourself and outlining the purpose of the conversation. Share a brief agenda so the prospect knows what to expect, and invite them to add any topics they’d like to discuss. Take a moment to build rapport by asking about their role, recent achievements, or industry trends, creating a comfortable and collaborative environment.
Step 3: Ask Insightful, Open-Ended Questions
Guide the discussion with open-ended questions that encourage the prospect to share their challenges, goals, and decision-making process. Listen actively and probe deeper when you uncover pain points or opportunities. Your goal is to fully understand their current situation and what they hope to achieve.
Step 4: Qualify the Prospect
As you gather information, assess whether the prospect is a good fit for your solution. Consider factors such as budget, authority, need, and timeline. Be transparent about alignment—if your offering isn’t the right fit, it’s better to identify this early and save time for both parties.
Step 5: Present Value and Next Steps
Summarize what you’ve learned and clearly articulate how your solution addresses the prospect’s needs. Outline the next steps, whether it’s a product demo, a proposal, or another meeting. Make sure both parties leave the call with clarity on expectations and a clear path forward in the sales process.
What’s The Best Way To Show You’re Listening?
The best way to show you’re listening during a discovery call is to practice active listening—demonstrating genuine interest through verbal and nonverbal cues. This means maintaining eye contact, nodding, and using affirming phrases like “I understand” or “That makes sense.” Paraphrase or summarize what the prospect has shared to confirm your understanding, and ask follow-up questions that show you’re engaged with their specific concerns. By reflecting back key points and responding thoughtfully, you build trust and make the prospect feel truly heard and valued.
How Long Should a Discovery Call Be?
A discovery call should typically last between 20 to 30 minutes—long enough to build rapport, ask insightful questions, and assess fit, but concise enough to respect everyone’s time. This timeframe allows you to dive into the prospect’s needs and challenges without overwhelming them or letting the conversation drift off course. By keeping the call focused and purposeful, you demonstrate professionalism and ensure both parties leave with clear next steps and a strong foundation for moving forward in the sales process.
When Is The Right Time To Talk About Your Product or Service?
The right time to talk about your product or service during a discovery call is after you’ve thoroughly understood the prospect’s needs, challenges, and goals. By first focusing on their situation and asking insightful questions, you demonstrate empathy and build trust. Once you’ve identified their pain points and what success looks like for them, you can then tailor your explanation to highlight how your solution directly addresses their specific requirements. This approach ensures your pitch is relevant, personalized, and far more likely to resonate with the prospect.
How Do You End The Call With a Clear Next Step?
To end the call with a clear next step, summarize the key points discussed and confirm your understanding of the prospect’s needs and priorities. Clearly outline the agreed-upon action—whether it’s scheduling a product demo, sending a proposal, or arranging a follow-up meeting—and specify who is responsible for each task. Make sure both parties are aligned on the timeline and expectations, and invite any final questions to ensure clarity. This approach leaves the prospect confident about what happens next and keeps the sales process moving forward smoothly.
Should You Send a Follow-Up Email Right After The Call?
Yes, sending a follow-up email right after the call is essential for reinforcing your professionalism and keeping the momentum going. A prompt follow-up allows you to recap the main points discussed, confirm the agreed-upon next steps, and provide any additional resources or answers to outstanding questions. It also gives the prospect a written record of your conversation, which helps prevent misunderstandings and demonstrates your commitment to their success. This simple step can significantly increase your chances of moving the deal forward and building a strong client relationship.
Common Discovery Call Mistakes To Avoid
Talking Too Much: Dominating the conversation instead of listening prevents you from truly understanding the prospect’s needs and can make the call feel like a sales pitch rather than a partnership.
Asking Generic Questions: Using vague or scripted questions fails to uncover meaningful insights and makes it harder to build genuine rapport with the prospect.
Skipping Qualification: Neglecting to assess budget, authority, need, and timeline can lead to wasted time on leads that aren’t a good fit for your solution.
Rushing to Pitch: Introducing your product or service too early, before understanding the prospect’s challenges, can make your solution seem irrelevant or pushy.
Failing to Set Next Steps: Ending the call without a clear, agreed-upon action plan leaves both parties uncertain and can stall the sales process.
Conclsuion
Mastering the discovery call is a game-changer for sales professionals, founders, and service-based business owners who want to build stronger client relationships and accelerate their sales process. By preparing thoroughly, asking insightful questions, actively listening, and guiding the conversation toward clear next steps, you can consistently qualify leads and move opportunities forward with confidence. Avoiding common mistakes and following a structured approach ensures every discovery call is productive, professional, and sets the stage for long-term success.
Final Thoughts
Are you looking for a proven way to accelerate your sales process and achieve consistent growth? GTMify is your trusted partner, offering tailored go-to-market strategies that empower organizations at every stage. With over 50 years of combined experience and a track record of sending 100,000 emails each month, we’re dedicated to helping you exceed your goals. Connect with GTMify today and see how our expertise can help you approach going to market with clarity and confidence.
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