How to Run a Discovery Meeting with ClickUp

A well-structured discovery meeting in ClickUp helps you qualify leads, understand their problems, and guide them toward the right solution before you ever talk features or pricing. When you organize this process correctly, you build trust, reduce surprises later in the sales cycle, and uncover true long-term opportunities.

This how-to guide shows you exactly how to plan, run, and follow up on a discovery call using ClickUp as your single source of truth.

What a Discovery Meeting Is (and Why ClickUp Helps)

A discovery meeting is a conversation where you learn about a prospect’s pain points, current processes, and goals so you can decide whether there is a real fit. It is not a product demo or a hard sell.

Using a structured workflow in ClickUp lets you:

• Prepare focused questions ahead of time
• Capture detailed notes in one place
• Qualify and score leads consistently
• Share information instantly with your team

To shape your process, this guide draws on the discovery meeting framework explained in the original article at the ClickUp discovery meeting blog post.

Step 1: Plan the Discovery Call in ClickUp

Before you meet with a prospect, invest time in preparation. ClickUp can store all the context you need so you enter the conversation with a clear game plan.

Create a Discovery Meeting Task in ClickUp

1. Create a new task in your sales or client pipeline space.
2. Name it with the prospect and meeting date, for example, “Discovery: ACME Corp – March 12”.
3. Add custom fields for key sales data, such as deal size, industry, decision timeline, and lead source.
4. Attach the calendar invite, prospect website links, and any previous communications.

Use this task as your command center for every document, note, and decision about the opportunity.

Research Your Prospect

Within the same ClickUp task, add a checklist titled “Pre-call research”. Include items such as:

• Review company website and product pages
• Check LinkedIn for prospect role and background
• Look for recent news, funding, or product launches
• Review any form submissions or previous emails

Complete this checklist before the call so you can tailor your questions to the prospect’s situation instead of asking for basic information you could find yourself.

Define Clear Discovery Objectives

In the task description or a dedicated ClickUp doc, write a short list of goals for the meeting. For example:

• Confirm who is involved in the decision
• Identify 3–5 core pain points
• Understand existing tools and processes
• Agree on next steps and timeline

Clear objectives keep the conversation focused and prevent the meeting from turning into an unstructured chat.

Step 2: Structure Your Questions in ClickUp

A strong discovery meeting depends on thoughtful, open-ended questions. Instead of improvising, document these questions in ClickUp so your entire team can reuse and improve them over time.

Build a Reusable Question Template in ClickUp

Create a ClickUp doc or checklist template called “Discovery Question Framework” and organize it into logical sections:

• Context and goals
  • “What prompted you to explore new solutions now?”
  • “What does success look like 6–12 months from today?”
• Current process
  • “How are you handling this today?”
  • “Who is involved in the process and where do handoffs happen?”
• Pain points
  • “What are the biggest challenges with your current approach?”
  • “How do these challenges impact revenue, time, or customer experience?”
• Timeline and urgency
  • “When do you need a solution in place?”
  • “What happens if nothing changes in the next 6 months?”
• Budget and decision-making
  • “How do you usually evaluate and purchase tools or services like this?”
  • “Who else will need to sign off?”

Attach this framework to every new discovery meeting task in ClickUp so reps follow a consistent process while still leaving room for natural conversation.

Customize Questions for Each Prospect

Generic questions are a starting point, but high-performing teams tailor them. In your ClickUp task, add a section called “Custom questions” and list items based on your research. You might reference specific pages from the prospect’s site or recent events in their company.

Step 3: Run the Call and Capture Notes in ClickUp

When the meeting starts, your goal is to listen more than you speak, guide the conversation with your framework, and log insights in real time.

Open the Discovery Meeting Effectively

Use your ClickUp task as a guide and follow a simple flow:

1. Confirm the agenda and timing.
2. Ask for permission to take notes.
3. Briefly share how you plan to structure the conversation.

In the task description or a meeting notes doc, create quick headings for “Goals,” “Current process,” “Challenges,” and “Next steps.” Fill these in as the call progresses.

Take Structured Notes in ClickUp

Instead of long paragraphs, use concise bullets for each key point:

• Direct quotes that express pain or urgency
• Names and roles of stakeholders
• Numbers: budget ranges, timelines, team sizes, and KPIs
• Tools they already use and want to replace or integrate

Tag team members or subject matter experts right in the ClickUp task when you hear something they should see. This keeps everyone aligned without extra email threads.

Qualify the Opportunity

During or immediately after the call, update qualification fields in ClickUp. You might capture:

• Fit score (for example, 1–5)
• Level of urgency
• Decision complexity
• Revenue potential

Use custom fields, dropdowns, or a simple scoring checklist so your pipeline view shows which opportunities are truly worth pursuing.

Step 4: Summarize and Confirm Next Steps in ClickUp

A discovery meeting is only valuable if it leads to clear next actions. ClickUp helps you follow through without losing track.

Write a Brief Summary

Right after the meeting, add a short summary section at the top of the ClickUp task that covers:

• Main problem the prospect wants to solve
• Why now is the right time for them
• Who needs to be involved next
• Recommended next step (demo, proposal, or more discovery)

This summary makes it easy for anyone in your organization to understand the opportunity in a few seconds.

Create Actionable Follow-Up Tasks in ClickUp

Convert agreements from the call into specific tasks:

• Send recap email with findings and next steps
• Schedule technical deep-dive with product or solutions team
• Prepare tailored demo or proof of concept
• Gather case studies or references relevant to the prospect’s industry

Assign each task to an owner, set due dates, and link them back to the main discovery task to maintain full context.

Step 5: Improve Your Discovery Process with ClickUp

Over time, your team can refine the way you run discovery meetings by tracking what works and what does not.

Review Close Rates by Discovery Quality

Use views and custom fields in ClickUp to compare deals with strong discovery notes against those with poor documentation. Look for patterns such as:

• Which questions led to shorter sales cycles
• What qualification criteria best predicted successful deals
• Where deals stalled because of missing information

Update your question framework and templates based on these insights.

Share Best Practices Across the Team

Store your discovery meeting frameworks, example call recordings, and checklists in a shared space. Encourage team members to comment directly in ClickUp with improvements or new questions they find useful.

For additional guidance on building robust sales systems and workflows that complement your discovery approach, you can explore resources from consultants such as Consultevo.

Use ClickUp to Make Every Discovery Count

When you organize research, questions, notes, qualification data, and follow-up actions in one place, you turn every discovery meeting into a repeatable, scalable process. By using ClickUp to structure how you prepare and run these conversations, your team can qualify faster, present more relevant solutions, and build lasting customer relationships.

Follow the steps in this guide, adapt them to your sales motion, and continually refine your discovery templates in ClickUp so that each new prospect conversation is better than the last.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

Get Help

“`