How to Run Effective Consultation Calls: Tips & Use Cases

A consultation call is your first chance to connect with potential clients, offering them valuable insights while uncovering how your services can directly meet their needs.

Instead of a standard sales pitch, it’s a tailored conversation designed to:

• Build rapport
• Answer pressing questions
• Determine if you’re a good fit to work together

During the call, you’ll discuss the lead’s specific challenges and explore solutions that could move them closer to their goals, which could even lead to closing a deal on the spot.

What Are Consultation Calls?

Consultation calls are introductory sessions where you and the lead discuss their unique needs, pain points, and objectives. Through this interaction, you can:

• Offer relevant information
• Provide guidance
• Check if they’re a fit for your products or services

Most leads schedule these calls through a form on your website, sharing key details like their business type, primary goals, and any immediate concerns. This information lets you personalize the conversation and build trust from the first interaction.

How Do Consultation Calls Work?

Typically lasting 15-30 minutes, consultation calls go beyond a mere introduction. They allow you to clarify the lead’s situation and show how your services align with their requirements. 

The conversation is generally structured to cover the lead’s current situation, pressing challenges, and possible solutions you could offer. With this focus, it’s less about pushing a product and more about creating a comfortable space where both sides can evaluate a potential working relationship.

The call usually starts with gathering details about the lead’s needs, using pre-call research and the information they provided during signup. 

As you address their questions and highlight relevant aspects of your offerings, you’re helping them see the value you bring. 

At the end of the call, you’ll either move forward with the next steps in your sales process or, if appropriate, close the deal based on the rapport and trust you’ve established.

Here’s a detailed breakdown of how consultation calls work:

Next up…

How Can You Run Successful Consultation Calls: 8-Step Guide

Running a compelling consultation call is an art. You need to balance your expertise with genuine curiosity about the lead’s needs. 

Here’s a step-by-step guide to help you structure these calls for maximum impact.

1. Pre-Qualify Your Leads Thoroughly

Before the call, assess if the lead fits your target profile. Review any information they’ve shared through intake forms or sign-up details. Check their industry, company size, and specific challenges. 

If they match well, you can invest more confidently in the conversation. By pre-qualifying, you ensure the call is purposeful and efficient for both sides.

2. Research and Plan for a Productive Call

Once pre-qualified, research the lead’s business, market, and potential pain points. This preparation positions you to ask informed questions and engage with specific insights. Plan a few tailored questions to help clarify the lead's challenges and expectations for the call.

Here’s a clear plan to gather background information and align your questions with the lead's business needs and expectations:

3. Open With an Engaging Introduction and Set Expectations

Begin by introducing yourself, and start building rapport. Engage in light conversation to set a comfortable tone and outline a clear agenda. 

Let the lead know what the call will cover and confirm the time allocation. This structure reassures them of your professionalism and helps keep the conversation focused.

Here’s an example:

Introduction

“Hi [Lead’s Name], I’m [Your Name] from [Your Company]. It’s great to connect with you today! I’ve looked into your company’s work in [Lead’s Industry/Field], and it sounds like there’s a lot we could explore together to support your goals.”

Setting Expectations

“To maximize our 15 minutes, I’d like to start by learning more about your key challenges and goals. From there, I’ll share some initial ideas on how we might be able to help. We can discuss possible next steps by the end if that sounds good. Does that approach work?”

4. Dive Into Understanding the Lead’s Needs

Once expectations are set, it’s time to uncover the real motivations driving the lead’s inquiry. Ask open-ended questions about:

• Their challenges
• Past attempts to solve these issues
• The timeline

For instance, let’s say you contact the CEO of a SaaS company. Here are some questions you can ask:

• “What obstacles hinder your user acquisition efforts?”
• “What challenges do you face in customer onboarding?”
• “Which metrics do you track for customer satisfaction?”
• “What’s your timeline for expanding into new markets?”
• “What pain points contribute to customer churn?”

NOTE: Show genuine curiosity, and remember that listening actively is essential here. 

Understanding their goals will give you a clearer idea of how your services can bring them value.

5. Explore Potential Solutions Together

Once you understand their needs, transition to discussing possible solutions. Frame your product or service as a potential answer to their challenges without turning it into a hard sales pitch. 

Guide the conversation toward specific ways you can meet their goals while addressing any concerns they might have. 

Remember: This step is about collaboration; aim to have them view you as a partner in achieving their objectives.

6. Handle Questions and Address Objections Thoughtfully

At this stage, the lead may have questions or hesitations. Respond to these with empathy and specific examples. This will help build trust and overcome any reservations they may have. 

Address objections by validating their concerns and providing clear, insightful answers. Your goal is to make them feel more confident in your offer.

Let’s check this out with an example:

8. Always Have Call Recordings Handy

After the call, record any insights and agreed-upon actions in your CRM or notes. Promptly follow up with an email summary, reiterating the solutions discussed and confirming the next steps. 

This follow-up is critical to keeping the lead engaged and shows you’re invested in helping them reach their goals.

Use Case: Consultation Call Template

Following the above steps, here’s a structured approach to consultation calls that ensures you’re well-prepared and can effectively address the lead's needs while building a strong relationship. 

Use this template to guide future consultations to drive successful outcomes.

Scenario

You’re a consultant for a SaaS company specializing in project management solutions. You’ve received a request for a consultation call from the CEO of a mid-sized marketing agency interested in enhancing its project management processes.

Conclusion

Successful consultation calls are essential for building meaningful connections with leads and converting them into loyal clients. Following this eight-step guide ensures each call is productive and tailored to your prospects' needs.

By mastering consultation calls, you position yourself as a trusted partner, paving the way for lasting relationships and business growth. Embrace this framework to transform your consultation calls into a powerful sales tool.