Mastering The Art Of Free Discovery Calls

Written by our copywriter: Katrina

In the dynamic world of wellness, establishing a strong connection with potential clients is crucial. 

Many dietitians and nutritionists tell me that if they can get their clients to book a free discovery call, they’re pretty much 90% more likely to book an appointment. That’s why, especially on your website, the call to action will likely be “Book a free discovery call”. 

Although free discovery calls offer a unique opportunity to build this connection, the problem is that many wellness practitioners often feel hesitant about running free discovery sessions. It’s well known that these sessions can run way over their allotted time.

In this blog I’ll dive into what these calls are, their importance, and how to effectively manage them for your wellness business’s benefit.

What is a “free discovery call”?

A “free discovery call” is essentially a preliminary conversation offered to potential clients at no cost or obligation. 

Often, asking clients to book an appointment or join a program or course without talking to you first can create a barrier. A free, short call can help overcome this barrier. 

Why run free discovery sessions?

The purpose of a discovery call is to understand the client’s needs, challenges, and goals. They also provide an opportunity for them to meet you, hear your voice, get to know you and ask questions. 

They’re a valuable tool for building trust and demonstrating expertise without any initial financial commitment from the potential client.

And make sure there’s a good fit in terms of services offered and client requirements.

The challenges of running free discovery calls for your wellness business

Keeping calls within the allocated time can be tough, especially when your clients share detailed personal stories.

The other main challenge is juggling discovery calls with other business responsibilities requiring efficient calendar management.

Let’s look at some tips to help manage these challenges.

Running effective discovery calls

Here are some strategies for keeping discovery calls within 15-30 minutes.

  1. Structured Questionnaire: Use a pre-call questionnaire for clients to fill out. This can cover basic information and allow more focused discussion during the call.
  2. Set Expectations Upfront: Inform the client about the call’s duration at the beginning. For example, “I’m glad we’re connecting today. Just to let you know, we have about 15 minutes for this call.”
  3. Agenda Setting: Start the call with a quick agenda overview. For instance, “Today, I’d like to understand your goals, discuss your main challenges, and see how our services might be a good fit.”
  4. . Focused, Closed Questions: Ask specific, concise questions that require brief answers to keep the conversation on track.
  5. Control the Conversation: Gently steer the conversation back if the client goes off-topic. You can say, “That’s really interesting. To best use our time, could we focus on [specific topic]?”
  6. Time Checks: Politely interject with time checks. For example, “I see we have about five minutes left. Let’s talk about the next steps.”
  7. Summarise and Close: As the call nears its end, summarise key points and suggest a follow-up. For example, “Based on what we’ve discussed, [brief summary]. I suggest we schedule a [next step] to dive deeper into this.”
  8. Use a Timer: Keep a visible timer or clock to stay aware of the time.

    These strategies help maintain focus, provide value within the allocated time, and respect both the provider’s and the client’s time.

Calendar Management Tips

To manage calendar bookings for free discovery calls effectively, consider these tips:

  1. Online Scheduling Tool: Use an online scheduling tool like Calendly, Acuity Scheduling, or Google Calendar. These tools allow clients to see your availability and book slots themselves, reducing back-and-forth communication.
  2. Time Block Scheduling: Block specific times in your calendar exclusively for discovery calls. This helps in managing your time efficiently and prevents overbooking.
  3. Limit Availability: Limit the number of calls per day or week to balance with other work commitments
  4. Set a Booking Cut-off Time: Establish a cut-off time for booking calls, like no bookings less than 24 hours in advance, to avoid surprise appointments.
  5. Buffer Time: Include buffer time between calls to avoid running late and to prepare for the next call.
  6. Automated Reminders: Set up automated email or SMS reminders for clients to reduce no-shows. Include instructions or links needed for the call.
  7. Sync with Personal Calendar: Ensure your business calendar syncs with your personal calendar to avoid double bookings.
  8. . Regular Review and Adjustment: Periodically review your availability and adjust based on demand and other commitments.

    Implementing these tips can help streamline the booking process, making it more efficient and less time-consuming.
    So, now you know how to run your discovery calls, what exactly do you say during the call?
    Here’s an example of a script you can use with your clients.

Discovery Call Script for Wellness Professionals

Wellness Professional (WP): “Hello [Client’s Name], this is [Your Name] from [Your Wellness Business]. Thank you for scheduling this call. Just to let you know, we have about 15 minutes today to discuss your needs and how I can help you. I’d like to learn about your health and wellness goals, understand your challenges, and see if our services are a good fit. Does that sound good to you?”

WP: “Let’s start with your wellness goals. What are you looking to achieve through our services?”

Client: [Responds]

WP: “That’s great to hear. Can you briefly describe your current health status or any specific concerns you have at the moment?”

Client: [Responds]

WP: “Thank you for sharing that. Have you worked with a wellness professional before, and what was your experience?”

Client: [Responds]

WP: “Now, I’d like to understand what you expect from our services. What does success look like for you in this journey?”

Client: [Responds]

WP: “That’s helpful to know. What kind of support do you think you’ll need from us?”

Client: [Responds]

WP: “We have a few minutes left. Based on our conversation, [briefly summarise key points]. I believe we can work together effectively to meet your goals. [Overview of program or service they might be interested in.] Would you like me to send you more information about our specific programs and next steps?”

Client: [Responds]

WP: “Thank you for your time today, [Client’s Name]. I look forward to the possibility of working together and supporting you on your wellness journey. Have a great day!”

Follow-Up Email Strategies and Timing

After your discovery call, it’s important to follow up with your client. Following up effectively after a discovery call can significantly increase a client’s chances of booking your services. 

Here are some suggestions for what to include in the first follow-up email :

Send a follow-up email within 24 hours of the call. This keeps the momentum going and shows your professionalism and interest.

  • Recap the main points discussed during the call, demonstrating your understanding of the client’s needs and goals.
  • Include detailed information about your services, packages, or programs that align with their needs. If available, attach or link to brochures, service descriptions, testimonials, or case studies.
  • Make it easy for them to take the next step. This could be a link to book their first session, a sign-up form, or instructions on proceeding.
  • If applicable, offer a limited-time discount or bonus for clients who book within a certain timeframe.
  • Create a sense of urgency by providing a deadline for any special offer or for booking their first session
  • Give them various ways to reach you (email, phone, social media) for any further questions or clarifications.
  • If the client seemed interested but hesitant, suggest a follow-up call to address any remaining questions or concerns.
  • Your tone should be warm, inviting, and encouraging, making them feel supported and understood.

So, how many times would you follow a client up?

Typically, the following sequence works well – maintaining professionalism without appearing too pushy – and allows you to move on and not spend forever following up with a client.

  1. Initial Follow-Up Email: Send this within 24 hours after the discovery call to recap the discussion and provide additional information.
  2.  First Reminder: If you haven’t heard back, send a follow-up email or make a call about a week later. This serves as a gentle reminder and offers an opportunity for the client to ask any further questions or clarify doubts.
  3. Second Reminder: If there’s still no response, a final follow-up about a week after the first reminder is advisable. This should be your last attempt to reach out; you can mention that it’s the final follow-up for now.

If they’re interested but not ready, they might reach out later when the time is right for them.

Free discovery calls are more than just preliminary chats; they’re the stepping stones to building lasting client relationships. 

With the right approach, these calls can be effectively managed, benefiting your clients and business. 

Remember, the key is in the balance – understanding your client while respecting your time and professional boundaries.

 

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