Client Intake: Client Acquisition & Outreach

What this workflow covers

A short intake workflow that helps you share how you currently find and convert clients, where your pipeline breaks down, and what you'd like to improve or automate — so your consultant can come to your meeting with targeted recommendations. Takes about 10–15 minutes.

Step outline

1. 1

   Welcome

   In this step, the goal is to welcome the user, orient them on what this workflow covers, and collect their name and email before any substantive questions begin. Do not ask pipeline or acquisition questions until name and email are captured.

   - Name: User provides their first and last name. - Email: User provides their email address.

2. 2

   Current Client Pipeline

   In this step, the goal is for the user to describe how clients currently find them and what the typical journey looks like from first contact to becoming a paying client. Help them map the current pipeline even if it is informal or word-of-mouth. Also ask about warm leads — anyone who has already expressed interest or said they'd be open to working together once the practice launches.

   - How clients find you: User describes the main ways new clients currently discover them. - Journey from lead to client: User describes the typical steps from first contact to a signed or paying client. - Current tools: User describes any tools they use to manage leads or client relationships, or says none. - Warm leads: User describes anyone who has already expressed interest or indicated they'd be open to working together — former colleagues, contacts, etc. — or says none yet.

3. 3

   Pain Points & Gaps

   In this step, the goal is for the user to identify where their client acquisition or outreach process breaks down. Help them surface where leads go cold, where follow-up falls through, what is inconsistent, and what they wish they were doing but aren't. If the user hasn't launched yet and has no existing pipeline to analyze, pivot to anticipated pain points instead: ask what worries them most about finding clients once they launch, what they imagine the hardest part will be, and what they've observed working well or poorly for peers in similar situations. These anticipated gaps are just as useful to the consultant as real ones.

   - Biggest gap: User describes the single biggest breakdown or weakness in their current acquisition process — or, if just starting, their biggest anticipated challenge. - Where leads go cold: User describes at what point prospects tend to drop off or stop responding — or where they expect this to happen. - What is missing: User describes what they are not currently doing that they know they should be — or what they want to build in from the start.

4. 4

   Automation & Tools Interest

   In this step, the goal is for the user to describe what parts of their client acquisition or outreach process they would most like to automate or systematize, and what tools they are open to using. Help them think concretely about what they want to hand off to a system. If the user has no existing pipeline yet, pivot to designing their ideal process from scratch: ask what their client acquisition process would look like if they could build it right the first time, and what tasks they would most want to never have to do manually.

   - What to automate: User describes the parts of their outreach or pipeline they most want to automate — or, if just starting, the tasks they never want to do manually. - Tools they are open to: User names tools they are interested in or already considering. - Ideal end state: User describes what a systematized, partially automated client acquisition process would look like for them.

5. 5

   Your Summary

   In this step, the goal is to synthesize all prior answers into a clear, structured client acquisition and outreach brief the consultant can review before the meeting. Present the full summary in chat first, then ask the user to confirm it is accurate before saving.

   - Summary review: User reviews the synthesized summary of their client acquisition and outreach answers. - Summary approval: User confirms the summary is accurate and ready to save.