NSTF - Discovery Meeting Preparation Guide

NSTF Discovery Meeting Preparation Guide

Pre-Meeting Research (30-60 Minutes)

Company Research

Review NSTF website (nstf.org.za) - understand awards, programs, structure
Read recent eNews editions (understand current priorities)
Review 2025 theme (Quantum Science & Technology)
Check LinkedIn (NSTF company page, key staff profiles)
Google News search (recent press coverage, announcements)

Stakeholder Research

LinkedIn profiles of attendees (background, tenure at NSTF, interests)
Identify decision-making authority (who approves budget? who signs contracts?)
Note connections (mutual contacts who could provide intro or reference)

Awards Program Specifics

Current awards cycle timeline (registration opens Nov 4, submissions due March 5)
Number of categories (research, engineering, special theme, etc.)
Historical winner lists (understand scale and prestige)
South32 partnership (understand sponsor relationship dynamics)

Discovery Meeting Agenda (60-90 Minutes)

Section 1: Opening & Context (10 minutes)

Objectives:

Build rapport
Set agenda
Understand attendees and roles

Questions:

“Before we dive in, can everyone introduce themselves and your role at NSTF?”
“What sparked your interest in exploring technology solutions now?”
“Any specific outcomes you’re hoping for from today’s conversation?”

Section 2: Current State Assessment (20-30 minutes)

Awards Program Deep-Dive:

“Walk me through your current awards process, step-by-step—from registration opens to winner announcement.”
“What tools and systems do you use today?” (Everlytic, Excel, email, etc.)
“How many nominations do you typically receive? How has that changed over time?”
“What’s the breakdown by category? Any categories more popular than others?”

Pain Points Discovery: 5. “What are the top 3 frustrations or challenges with the current process?” 6. “You mentioned Everlytic has limitations—what specifically can’t it do that you need?” 7. “How much staff time goes into managing the awards cycle? Which tasks are most time-consuming?” 8. “Tell me about the adjudication process—how do panel members review and score nominations?” 9. “What happens during your Dec-Jan office closure? How does that impact the awards timeline?”

Data & Analytics: 10. “What kind of reporting do you do today? (diversity metrics, trends, funder reporting)” 11. “What insights would you love to have but can’t get with current systems?”

Section 3: Future State Vision (15-20 minutes)

Desired Outcomes:

“If we could wave a magic wand and solve all these challenges, what would success look like?”
“How would you measure success? (time saved, user satisfaction, data insights, etc.)”
“What would a ‘world-class’ awards platform enable NSTF to do differently?”

Beyond Awards: 4. “You also run discussion forums, youth programs, membership management—are there technology needs there too?” 5. “If you could modernize one other area of NSTF operations (beyond awards), what would it be?”

Ecosystem Thinking: 6. “Your member organizations—do they face similar technology challenges?” 7. “Would NSTF see value in being a technology resource for members? (e.g., exclusive discounts, consultations)“

Section 4: Decision-Making & Budget (15-20 minutes)

Budget & Timeline:

“Do you have budget allocated for this, or are we informing next fiscal year’s planning?”
“What’s your budget range or expectation for a solution like this?”
“Is there urgency? (e.g., must be ready for Nov 2025 awards cycle, or flexible?)”

Decision Process: 4. “Who else needs to be involved in this decision?” (Board, Finance, IT, etc.) 5. “What does your typical procurement process look like?” 6. “Have you evaluated other vendors or solutions?” 7. “What would make this an easy ‘yes’ for NSTF? What would make it a ‘no’?”

Stakeholder Buy-In: 8. “Is there anyone who might resist or have concerns about changing the current process?” 9. “How do you typically manage change—pilots, phased rollouts, all-at-once?”

Section 5: Partnership Exploration (10-15 minutes)

Ecosystem Opportunity:

“Beyond NSTF’s direct needs, I’m intrigued by your member network—100+ organizations.”
“If we delivered great value for NSTF, would you be open to introducing us to members with similar needs?”
“What would make that comfortable for NSTF? (member benefit framing, revenue share, sponsorship trade?)”

Partnership Models: 4. “Have you partnered with vendors before to create member benefits? How did that work?” 5. “Would NSTF be interested in a technology alliance where we support each other’s growth?”

Section 6: Next Steps & Close (5-10 minutes)

Clarify Next Actions:

“Based on what we’ve discussed, I think [Pilot/Comprehensive/Full Ecosystem] makes sense. Does that resonate?”
“What would you need from me to move this forward?”
- Proposal with pricing?
- Demo of similar platform?
- Reference calls with current clients?
- Board presentation materials?

Timeline: 3. “What’s your decision timeline? When would you ideally want to kick off?” 4. “Are there any upcoming deadlines or events driving urgency?”

Assign Ownership: 5. “Who should I follow up with, and when?” (identify champion) 6. “Any other stakeholders I should connect with separately?”

Red Flags to Watch For

Budget Red Flags:

“We have no budget” (but no plan to secure budget = tire-kicker)
“We’re just exploring” (without defined timeline = low intent)
“We need approval from [unreachable person]” (no decision authority in room)

Scope Red Flags:

Constantly adding requirements (“Oh, and it should also do X, Y, Z…”) = scope creep risk
Unrealistic expectations (“Can you build this in 2 weeks?”) = misalignment
“We want everything, but cheap” = not understanding value

Decision-Making Red Flags:

No clear decision-maker identified
“We’re talking to 10 other vendors” (price-shopping, not value-seeking)
Political infighting (“IT wants X, Operations wants Y, Board wants Z”)

Qualification Framework (BANT)

Budget:

✅ Confirmed budget or clear path to budget approval
⚠️ Budget TBD but realistic timeline
❌ No budget, no timeline

Authority:

✅ Decision-makers in the room or accessible
⚠️ Champion identified, can influence decision
❌ No authority, long chain of approvals

Need:

✅ Clear pain points, urgency to solve
⚠️ Pain exists but low urgency
❌ Exploring, no specific problem identified

Timeline:

✅ Decision within 60 days, clear go-live target
⚠️ Decision within 90-180 days
❌ “Someday, maybe”

Ecosystem Potential:

✅ Open to partnership, willing to facilitate introductions
⚠️ Interested but needs to see NSTF value first
❌ Not interested in ecosystem play

Qualify or Disqualify:

4-5 ✅ = High Priority Pursuit
2-3 ✅ = Medium Priority (nurture)
0-1 ✅ = Low Priority (deprioritize)

Post-Meeting Actions (Within 24 Hours)

Send thank-you email
Summarize key takeaways and next steps (confirm understanding)
Update CRM with detailed notes
Identify gaps (what didn’t we learn? what questions remain?)
Assign next action and owner (proposal, demo, reference call, etc.)
Set follow-up reminder (if waiting on NSTF, check in after X days)

Discovery Guide Owner: iSu Technologies Sales Enablement Last Updated: December 2, 2025