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How To Run A Discovery Meeting

Run a discovery meeting by preparing thoroughly, setting a clear agenda, asking open-ended questions to understand the client’s needs, challenges, and goals while actively listening, and following up with a clear plan of action.

A Discovery Meeting is an initial conversation or consultation between a company and a potential customer or client, with the primary intent of gathering information, understanding the client’s needs, expectations and challenges, and determining if their product or service offers a beneficial solution to the client’s context. These meetings play a crucial role in the sales process, providing an opportunity to build relationships, demonstrate expertise, establish trust, and define next steps to potentially advance from a prospect towards a client status.

What is the purpose of a Discovery Meeting?

The purpose of running a discovery meeting as a leader is to gather information and insights from team members. It helps to uncover challenges, opportunities, and potential solutions. This collaborative process fosters engagement, encourages innovation, and allows for better decision-making. Ultimately, it cultivates a stronger team dynamic and promotes overall growth and success.

How To Run A Discovery Meeting: Step-By-Step


Step 1: Preparation

In this phase, it’s crucial to assemble all relevant data concerning the person, corporation, or team you’ll be interacting with. This includes rigorous analysis of their website, careful examination of past correspondences or records, and comprehensive understanding of how they intersect with your business. You may also need to look into their industry’s trends or challenges, their recent news or accomplishments, and their company culture or values. This enables strategic preparation for the meeting, promoting effective communication and collaborative problem-solving.

Our platform, ZipDo, is designed to ease the preparation of team meetings. By providing a centralized repository for all information from previous meetings, meeting leads can effortlessly access agendas and notes. This streamlined process helps in covering all essential topics without fail.

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Step 2: Setting the Agenda

A meeting’s success hinges on clear objectives. This includes creating an agenda, which comprises the significant topics that need to be discussed. Each topic should be assigned a specific time frame to ensure all issues are adequately covered. This agenda must be shared with all participants prior to the meeting, allowing them sufficient time to prepare. An organized and structured agenda thus keeps the meeting focused and efficient, meeting all set objectives.

Our app, ZipDo, revolutionizes meeting preparation by importing calendar appointments into a collaborative platform. This platform supports the development of a shared agenda, accessible for contributions by all team members. Such collaboration results in well-prepared meetings, improving efficiency and simplifying the overall meeting process.

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Step 3: Participant Engagement

Initiate the meeting by spurring all attendees to partake actively. Foster an atmosphere where participants feel at ease voicing their opinions and concepts. Enhance this through a supportive tone and reinforcing positive feedback. In order to generate engaging discussions, direct relevant questions based on the agenda to each participant, enabling all to showcase their knowledge and insights, understanding their perspectives in achieving common objectives.


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Step 4: Information Gathering

This crucial phase involves in-depth exploration of the client’s needs, challenges, and objectives. Engage them through open-ended queries that invite expansive discussion, offering insights into their perspective. Record exhaustive notes to capture vital details for future review and strategizing, ensuring their requirements and expectations are met.

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Step 5: Summary and Clarification

Upon the meeting’s conclusion, succinctly encapsulate all unearthed information and possible solutions, alternatives or prospective opportunities. It is integral to ascertain that all participants, including yourself, share an equal comprehension of the conducted discussions. This ensures consistency in moving forward.

Questions to ask as the leader of the meeting

1. What are the main goals and objectives of the project? – This question helps the leader understand the overall purpose and desired outcome of the project, allowing them to align the team’s efforts accordingly.

2. What are the specific challenges or pain points we need to address? – By identifying the challenges upfront, the leader can focus on finding effective solutions and strategies to overcome them.

3. Who are the key stakeholders and what are their expectations? – Understanding the stakeholders and their expectations helps the leader ensure that the project meets their needs, fostering successful collaboration and minimizing potential conflicts.

4. What resources (financial, human, technological) are available for this project? – This question helps the leader assess the feasibility and limitations of the project, enabling them to make informed decisions about resource allocation and planning.

5. What is the timeline for the project and are there any time-sensitive milestones? – Knowing the timeline allows the leader to set realistic deadlines and prioritize tasks, ensuring the project stays on track and meets its deadlines.

6. How will success be measured? – By defining measurable criteria for success, the leader can create clear expectations and provide a benchmark for evaluating the project’s effectiveness.

7. Are there any potential risks or obstacles that could hinder the project’s success? – Identifying risks early on allows the leader to develop contingency plans and mitigation strategies, reducing the chances of major setbacks.

8. How will communication and collaboration be managed within the team and with external stakeholders? – This question highlights the importance of effective communication channels and collaboration methods, ensuring everyone involved stays informed and engaged.

9. How will the project impact other ongoing initiatives or business processes? – Understanding the potential ripple effects of the project helps the leader anticipate any disruptions or synergies with other projects or processes, allowing for effective coordination.

10. What is the desired outcome or deliverables of this discovery meeting? – Clarifying the purpose and expectations of the meeting ensures that it stays focused and productive, maximizing the value of everyone’s time.

To prepare a discovery-meeting agenda as a leader, focus on key objectives and outcomes, and outline the meeting’s purpose and desired deliverables. Identify the necessary participants, allocate time for each agenda item, and prioritize discussion topics based on their importance. Set clear expectations and share the agenda in advance to ensure everyone comes prepared for a productive and focused conversation.

How To Prepare For A Discovery Meeting
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During a discovery meeting, it is important to discuss the client’s objectives, target audience, competition, and brand positioning. Additionally, topics like previous marketing efforts, customer feedback, industry trends, and budget considerations should be addressed. This meeting sets the foundation for an effective marketing strategy and ensures a clear understanding of the client’s needs and expectations.

See Our Discovery Meeting Template
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Software tools to facilitate a Discovery Meeting

Software helps leaders by providing tools and frameworks to effectively run discovery meetings. It simplifies the process of gathering and analyzing data, streamlines communication between team members, and ensures all participants have access to relevant information. With software, leaders can organize, track progress, make data-driven decisions, and facilitate productive discussions to drive successful outcomes in their discovery meetings.

Our Recommendations:


Mastering the art of conducting an effective discovery meeting is an integral skill for business leaders seeking to understand their client’s needs and align them with their company’s solutions. It’s about asking the right questions, actively listening, and appropriate follow-ups. Always begin by establishing a purpose and setting objectives to guide the conversation. Fostering open communication and building an understanding will not just draw valuable insights but will establish a solid foundation for your business relationship. Keep in mind that this process necessitates preparation, flexibility, and effective communication skills. The fruits of a successful discovery meeting include deeper client relationships, a clearer understanding of objectives, and enhanced strategic business solutions which will undoubtedly lead to overall business growth and success. Practice these tips and you’ll surely lead discovery meetings that are efficient, productive, and enlightening.

Jannik Lindner

I'm Jannik and I write on MeetingFever about the experiences from my career as a founder and team lead.

If you have any questions, please contact me via LinkedIn.

Popular Questions

What is the purpose of a Discovery Meeting?

A Discovery Meeting is typically held at the initial stages of a project or prospective business collaboration. The main purpose is to gather key information about the client’s needs, goals, challenges, and expectations to better inform the strategies, solutions, or proposals that would be developed afterwards.

Who should attend a Discovery Meeting?

The stakeholders involved in a Discovery Meeting can vary depending on the specific context. However, in general, it should include key decision-makers from the client’s side, subject matter experts if needed, and the project manager or salesperson who is leading the initiative from your organization.

How do I prepare for a Discovery Meeting?

Preparation for a Discovery Meeting involves understanding the client’s industry, business model, competitors, values, and challenges. It’s also beneficial to prepare a list of open-ended questions that will prompt the client to share valuable insights, and to set clear objectives for what you want to achieve from the meeting.

How long should a Discovery Meeting last?

The length of a Discovery Meeting can vary greatly depending on the complexity of the project or deal at stake. However, typically, it can range anywhere from 30 minutes to a few hours. The important thing is to ensure enough time is allocated to achieve the goal of gaining a deep understanding of the client’s needs and expectations.

What happens after a Discovery Meeting?

After a Discovery Meeting, the key takeaways, understandings, and insights gained are typically documented and shared with the necessary internal team members. These insights then inform the development of a tailored strategy, solution, or proposal. Another follow-up meeting may also be scheduled to present this proposal to the client or to clarify uncertainties if there are any.

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