HOW TO HOST A DISCOVERY CALL AS A VIRTUAL ASSISTANT

If you’re a new to the world of Virtual Assisting, or a seasoned va like myself, discovery calls can feel intimidating! Especially if you’re not sure what to say, how to guide the conversation, or how to confidently nail for the sale at the end.

But a discovery call doesn’t have to be scary. Think of it as a casual but professional conversation where you get to learn about a potential client and see if it’s a good fit on both sides.

In this blog, we’ll walk you through how to host a discovery call in three simple parts: preparing, practicing, and next steps, so you can show up confidently, lead the conversation with clarity, and land aligned clients with ease.

Part One: Preparing.

Before you hop on Zoom, google meets or wherever you're hosting this discovery call, take a few minutes to get organized. A little prep goes a long way in making you feel grounded and professional.

Here’s what to do:

1. Create a Master List of Questions
Having a go-to list of thoughtful, open-ended questions is essential. These will help you lead the call, gather information, look professional as hell and make the client feel seen and heard. Include questions that touch on:

• Their business and audience

• Pain points and bottlenecks

• Goals and ideal support

• Tools/systems they’re using

• Working style and communication preferences

This is your chance to see if you would be a good fit! I like to keep a list of questions in my notes app, and duplicate it for each discovery call. That way you have a great base, and you can personalize this list for each future clients need.

Here are my favourite questions for you to copy and paste into your master list.

• Can you tell me a bit about your business and who you serve?

• What tasks are currently taking up the most of your time or energy?

• Have you hired a VA before?

• What kinds of support are you currently looking for? (Admin, content creation, tech setup, customer service, etc.)

• Are there any systems or tools you’re already using? (e.g. A Project Manager, Website, CRM, Course Platform)

• Are there any recurring tasks you’d love to hand off right away?

• How do you prefer to communicate? (Email, Slack, Voxer, etc.)

• How many hours of support are you hoping for each week or month?

• When are you hoping to get started?

• Is there anything you’d like to ask me about my process, experience, or services?

2.Stalk Them Online
Take a quick look through their website and/or social media. This will help you understand their tone and personality and potentially spot areas where you could offer help!

3. Make Sure It’s in Your Calendar
Send a calendar invite as soon as the call is scheduled. Add the meeting link and any notes so you’re not scrambling at the last minute. Set an alarm and/or reminders so you don't forget! This is you making a first impression and you want to make a good one!

4. Set Up a Quiet, Distraction-Free Space
Make sure your background is tidy, your camera and microphone work, and you’re in a quiet spot! You don't want any distractions.

Part Two: Practicing.

As a seasoned VA, I still get nervous with discovery calls, especially if it's been a while since I've had one. The more you practice your calls, the more confident and natural they’ll feel. You don’t need to memorize a script, but having a comfortable flow helps you sound polished and professional.

How to practice:

3. Prepare Your Elevator Pitch
You'll want to start the call with introducing yourself to eachother. I recommend putting tofether an elevator pitch if you don't already have one. This is one or two sentence intro about who you are and who you support.

"I'm Carly, and I I help creative entrepreneurs like you, feel empowered in your business, by providing streamlined, tailored administrative support."

This is a great tag line for your social media and/or website as well. Keep it clear, simple, and aligned with their niche (especially if they’re a coach, creative entrepreneur, etc).

2. Read Your Questions Out Loud
Practice saying your master questions out loud. Get your mouth used to asking them. Saying them aloud helps you spot awkward phrasing or questions that need tweaking. You’ll also sound more natural on the actual call.

3. Practice Your Transitions
Work on how you’ll move between questions or shift the topic smoothly. Phrases like:

• “That makes total sense. Can I ask how you’re currently handling XYZ?”

• "Amazing, next i'd love to discuss your ideal timeline."

These little segues keep the conversation flowing without feeling robotic.

Part Three: Next Steps

This is where you guide them toward working with you and seal the deal. Your job is to clearly outline what happens next if they want to move forward.

What to have ready:

1. Know Your Pricing and Say It Confidently
You did it! You successfully completed your discovery call! Now what?

Have your pricing memorized or in front of you, and state it matter-of-factly. No need to over explain.

• "I offer 10 or 20 hour packages. Here are the rates."

• “I offer a monthly retainer starting at $X for X hours, or project-based packages depending on your needs.”

2. Be Clear About What Happens Next
If they say yes. or are close to it, outline the next steps:

• You’ll send an invoice

• You’ll send a service agreement/contract

• You’ll send a summary of what you discussed today in a follow up email

• You’ll schedule an onboarding call

This, like your whole business, should be tailored to what you offer and what you need to get started working together. Maybe you have an onboarding form with important details, or if you send a welcome gift, ask for their mailing address.

3. Book an Onboarding Call
Discovery call: Complete ✔️ Next step: Onboarding call.

Once they review and sign your contract, and pay your first invoice, book a time to meet and pass on the torches. Let them know what you’ll cover in the onboarding meeting:

• Getting access to tools (passwords, logins, systems)

• Assigning the first few tasks

• Discussing workflow, file sharing, communication, etc.

This shows you’re organized and ready to jump in!

Final Thoughts

Hosting a great discovery call isn’t about being perfect, it’s about being prepared, present, and professional. When you approach it with curiosity and confidence, you’ll come across as someone they can trust to support their business.

Share your fave discovery call question in the chat!