Interviewing Potential VA Clients: Use My 3-Steps Discovery Call System + Close The Sale

When it comes to interviewing potential clients, having a rinse-and-repeat system in place is key. Before diving into client work, it’s crucial to establish a streamlined process, starting with interviewing prospects. Have you already set up your system for this?

Streamlining Your Client Interview Process: The Discovery Session System

Having a rinse-and-repeat system in place is critical when interviewing potential clients. Before diving into client work, it’s crucial to establish a streamlined process, starting with interviewing prospects. I call it the Discovery Session System, but feel free to call it whatever resonates with you. Since this is a relationship-based business, having an automated system for interviewing potential clients is essential.

Remember, you’re interviewing each other, and it should be a mutual decision to either work together or not. It’s okay to say no and move on if it’s not a good fit. The last thing you want is to enter a relationship that isn’t beneficial for either party.

The idea is to say yes to your dream clients and create a long-term relationship. My best advice is to trust your instincts. Listen to yourself during the interview process. Your instincts are usually spot-on, regardless of any doubts you may have.

Have you ever taken on a client you knew you shouldn’t have? We’ve all been there! Saying NO is not a bad thing—it’s a complete sentence. If you feel you must explain, keep it brief and honest.

Follow These 3 Simple Steps For Interviewing Potential Clients

Interviewing potential clients is more than finding out if they’re a good fit. It’s about understanding their needs, overcoming objections, and closing the deal. Here are three simple steps to guide you:

#1 – Make It Easy To Set Up A Call With You

Make it easy for potential clients to get on your calendar. Simplify the process and focus on determining if they’re a good fit for you. Save detailed questionnaires for after the initial call.

#2 – Ask These 2 Questions During The Call

Start the conversation with two simple questions: “How can I help you?” and “Have you worked with a VA before?” Let the conversation flow naturally from there, and tailor your approach based on their responses.

#3 – Customize Your Discovery Session System

Your Discovery Session system should be simple and tailored to your needs. If you prefer more structure, please download my sample questionnaire for inspiration.

Remember, Your Business – Your Choice. Do what works best for you.

Click here + download the Free Discovery Questionnaire

#3 – Look Out For Red Flags

When interviewing potential VA clients, it’s important to watch out for “red flags.” Here are some common ones to be aware of:

  • They Had Many VAs In A Short Period Of Time
    • For instance, if they’ve been through six Virtual Assistants in the last three months, it could be a sign the client is difficult to work with. Don’t hesitate to ask follow-up questions to understand the situation better.
  • They’re Negotiators
    • They can drain your energy if they want to negotiate everything—your rate, deadlines, and boundaries. It’s important to set clear boundaries and stick to them.
  • They Want To Dictate Your Schedule
    • If a client wants to dictate when you work or be available, that’s a red flag. As a business owner, you set your schedule, not your client. This is crucial for maintaining a healthy work-life balance.
  • They Won’t Sign An Agreement
    • Never work without a signed agreement. It’s a protection for both you and your client. If they refuse to sign, it’s a significant red flag.

Everyone will have their own list of red flags. Trust yourself and your instincts during the interview process.

The Sales Conversation

Talking about your rates can be daunting, but it’s essential to closing the deal. Understand that you are your business’s sales and marketing department.

Approach each sales conversation with confidence, knowing you are worth your rates.

Work On Your “Sales” Mindset

A helpful tip is to double your current rate and recite it to yourself in the mirror for seven days. For example, if your rate is $25 an hour, say, “My hourly rate is $50 an hour,” until it feels natural. This exercise can make discussing your rates more comfortable.

Remember, this is your business. You have the freedom to say no to clients who aren’t right for you. Be clear about what you’re looking for in a client and trust your instincts.

What’s your system for interviewing clients? Feel free to post below and let me know—I’d love to hear from you! All comments and questions are welcome.

Thanks for reading – Susan

PS: Ready to embark on the journey of building a freedom-based business? Join me in Techie Biz in a Box, your comprehensive guide to leveraging systems, automation, and tech. Discover how to streamline your processes and reclaim precious time for the things you love. 

Susan Mershon
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  1. Liza

    Hey – just watched your video and have a meeting with my first potential client tomorrow, so this was a big help. Thank you and wish me luck. Liza

    • Susan Mershon

      Thank you and good luck. Be sure to let me know how it went!

  2. Jeanette Kierstead

    I’m completely terrified thinking about my first client call. I love to help people, though, so I’m trying to change my mindset to – how can I be of help to them – instead of “selling” myself and my services. That’s the plan, anyway. You’ve helped me consider a different way to look at it. It’ll take some experience to gain the confidence I need! Just have to get that first potential client.

    • SE Mershon

      Hi Jeanette, you can do it! The more you do it the easier it gets – remember it’s a conversation.

  3. Leanne

    Thanks Susan. I do struggle with what to say to a prospective client but am getting more confident each time. I find one of the hardest things is the follow up. How often should you follow up?

    • SE Mershon

      Hi Leanne, thank you for taking time to watch and comment, I appreciate it. I would continue to follow up until I got an answer from them – you need to do what is most comfortable for you. I would recommend following up at least 3 times.

  4. Gabrielle

    YAAYYY for video #4 Susan!! Please keep them coming, you´re awesome!


    Gabi @ Mi Casa Organizada

    • SE Mershon

      Thank you Gabrielle – I’m on a roll!

  5. Michael Merritt

    Great follow-up to your VA Blueprint “Getting Clients” video – hits all the key points. Chomping at the bit for next weeks VLOG!!

    • SE Mershon

      Thank you Michael!

  6. Evelyn

    Thanks….I really needed that !

    • SE Mershon

      My pleasure Evelyn glad it was helpful!

  7. Donna Shaffer

    This was very helpful and timely Susan! I have a Consultation Call today with a prospect. Thanks for the tips :)

    • SE Mershon

      Hi Donna, awesome glad it helps. Good luck today!

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