Keeping your coaching organized
For most people, a computerized system is best. There are plenty of online coaching tools out there and many of them are helpful. But at the very least, create your own filing system. You can do this in such a way that you have everything you need at your fingertips. With just a few clicks you can find what you’re looking for.
For example, create a file folder for each client. You can use coded names or abbreviations to ensure privacy. Then within that folder, you could have several subfolders. Here are some categories I use:
Session notes
Within the session notes subfolder, you can create one document with notes for each coaching session. Each document can be named with the date so they stay in order.
Prep questions
If you’ve been coaching for a while, you probably have some standard sets of questions that you use—and adapt—for each client. Intake questions, for example, or questions for reviewing a plan to assess how it’s been working. Any question sets you have adapted, keep that version in a subfolder under each client.
Action Items and prep question responses
If you assign prep questions, keep a record of client responses. You never know when it will come in handy to review some of those. The same goes for any homework assignments. If you have had a client brainstorm and rank their values, that’s a document you’ll want to keep on hand… somewhere you can pull it up with ease during a session.
Milestones and items for follow up
Each client will have goals they are working on meeting—track their progress toward those goals. If there are areas you want to be sure to periodically follow up on, keep a list of those here as well.
Supplemental data
Most clients will send you various items to review: an implementation plan, a vision statement, a draft of an important letter. Keep all of these in a separate subfile beneath each client.
Customize your system
Your system may look different than this one—customize it so it works for you. But one other tip I have is—once you have created this system—build in times to review it. For instance, you’ll want to build in ten minutes before each client session to refresh your memory on what was discussed last time and what action items you wanted to follow up on. But you’ll also want bigger chunks of time for review. Maybe quarterly, go through your files and see if there’s something you want to revisit for each of your clients.
Whatever you do, build something that works for you and be intentional about it. A good tracking system will save you a lot of time in the long run.
Resources
Atomic Habits*– Getting organized is one thing, staying organized is another. It’s a matter of habit. James Clear, one of the world’s leading experts on habit formation, reveals practical strategies that will teach you exactly how to form good habits, break bad ones, and master the tiny behaviors that lead to remarkable results.
Photo by Anete Lusina
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