A well-structured consulting call is essential to delivering value to your clients, setting the stage for productive outcomes, and building strong client relationships. Whether it’s your first call or a regular check-in, a strategic approach ensures that you cover all important points while keeping the client engaged and confident in your expertise. Here’s a guide on structuring a consulting call that makes the most of everyone’s time and leads to actionable results.
1. Preparation: Define Goals and Gather Information
Preparation is key for a smooth, effective consulting call. Before the call, gather relevant information about the client’s needs and goals and outline any key points you want to address.
Preparation Tips:
• Review client information: Refresh your knowledge of the client’s background, goals, or past conversations to ensure you’re up to date.
• Set goals: Define the purpose of the call. Are you onboarding a new client, addressing specific challenges, or presenting a project update?
• Send an agenda: Sending a brief agenda ahead of time helps the client prepare, provides structure, and ensures both parties are aligned on what will be discussed.
Example Goal: For an initial call, the goal might be to understand the client’s pain points and objectives, while a recurring call may focus on progress updates or adjusting strategies.
2. Start with a Warm Introduction
Starting with a friendly, welcoming tone sets the stage for a positive interaction. If it’s your first call with the client, take a moment to introduce yourself and your consulting approach, and give them a chance to share a bit about themselves.
Introduction Tips:
• Welcome and set expectations: Begin with a warm welcome and an overview of what you’ll cover in the call.
• Build rapport: Asking a quick question related to their business or recent updates shows that you’re engaged and interested.
• Clarify the agenda: Confirm the topics you’ll cover so the client knows what to expect and feels involved in the discussion.
Example: “Thanks for joining the call! Today, we’ll go over your goals, discuss your top challenges, and outline initial action steps.”
3. Dive into Client Needs and Challenges
After the introduction, focus on uncovering the client’s needs, challenges, and any concerns they have. This is your opportunity to listen closely, ask clarifying questions, and ensure you fully understand their situation.
Exploration Tips:
• Use open-ended questions: Ask questions that encourage the client to share more about their pain points, goals, and what they’re hoping to achieve.
• Listen actively: Show engagement through active listening cues, such as summarizing their points or asking follow-up questions.
• Take notes: Document key insights to reference later, which can help you recall important details for future calls.
Sample Questions:
• “What specific outcomes are you looking for from our work together?”
• “Can you tell me more about the challenges you’re currently facing?”
4. Present Your Recommendations or Action Plan
Once you understand the client’s situation, it’s time to provide guidance. Share insights, recommendations, or an action plan that addresses their needs and helps them move closer to their goals.
Recommendation Tips:
• Be specific and actionable: Provide clear, step-by-step recommendations rather than broad advice, so clients know exactly what actions to take.
• Explain the rationale: Help the client understand why you’re recommending a particular approach and how it will benefit their goals.
• Offer examples: If applicable, share relevant examples or success stories to illustrate the potential impact of your recommendations.
Example: “Based on what you shared, I recommend focusing on [specific action], which has helped similar clients increase [outcome]. Here’s how we can approach this…”
5. Address Client Questions and Concerns
Encourage the client to ask any questions or voice concerns about your recommendations. This part of the call is essential for building trust and ensuring that the client is confident in the path forward.
Q&A Tips:
• Create a safe space: Let the client know their questions are welcome, no matter how big or small.
• Clarify doubts: Address any uncertainties directly and adjust your approach if needed, showing flexibility and responsiveness.
• Reassure and support: If the client has reservations, offer reassurance by explaining how you’ll support them or address potential challenges.
Example: “What questions do you have about this approach? I’m here to make sure you’re comfortable with every step.”
6. Confirm Next Steps and Assign Action Items
Wrapping up with a summary of next steps and action items helps reinforce accountability and ensures everyone is clear on what to do moving forward. Outline any tasks assigned to both you and the client.
Wrap-Up Tips:
• Review key points: Summarize the main takeaways and confirm the steps you’ll both take after the call.
• Assign tasks: Clearly outline any action items for both yourself and the client, specifying due dates if applicable.
• Schedule the next call: If ongoing communication is needed, confirm the next meeting time to keep momentum going.
Example: “To wrap up, here’s a summary of our action steps. I’ll [your action], and you’ll [client’s action]. Let’s reconnect in [timeframe] to review progress.”
7. Follow Up After the Call
A quick follow-up email after the call helps reinforce your professionalism and ensures that both parties are aligned. Recap the key points, confirm action items, and express your commitment to helping the client succeed.
Follow-Up Tips:
• Send a recap: Outline the main discussion points and action steps in a concise email for future reference.
• Express appreciation: Thank the client for their time, reinforcing the positive tone of your relationship.
• Set the tone for the future: Reiterate your commitment to their goals and your excitement for the next steps.
Example Email:
“Thanks again for a great call! Here’s a quick recap of what we discussed and our agreed-upon next steps…”
Final Thoughts
Structuring your consulting calls thoughtfully can improve client satisfaction, reinforce your expertise, and help clients achieve their goals. By preparing, guiding the conversation, and following up professionally, you’ll set the foundation for productive client relationships and a thriving consulting business.
