What is your approach to making notes on coaching sessions?

By Martin Hill, bsc Level 7 Director

There are a myriad of opinions and advice on the subject of whether the coach should make notes during the coaching session.

In my view the choice is ultimately one of personal preference for the coach but subject to one important qualification: it must NOT distract the client, yourself as the coach or disrupt the session.

Reflecting on my own practice as a coach, when I first began coaching I used to make copious notes of what the client said- a legacy of my training as a lawyer and the courtroom approach and also because of an anxiety to ensure that I did not miss anything of potential significance and/or importance.

 I quickly realised that my listening and focus on the client meant that I was able to recall a lot of what the client said and the note taking reduced, the benefit being that the conversation seemed to flow more smoothly and I also noticed that I was able to pick up more non-verbal signals from the client and replay those observations back.

The only notes that I make now are used to capture key points and agreed actions and these are given to the client at the end of the session, rather than being retained by me. The fact that I record the notes rather than the client frees up the client’s thinking and I position the notes so that the client can observe what is being recorded and is able to contribute to them.

I allow time after the session for me to reflect and make some brief reflective notes on the session –primarily focused on my own coaching, thinking about what occurred in the session, what questions were posed, how the client reacted and also identifying if things could have been done differently and/or improved upon. This provides a reach seam of information to use when discussing matters with my own coaching supervisor and also a powerful tool for reflective self-learning and continuous development.

Technological advancements are also something to bear in mind. For example Live Scribe is a combined pen and digital recorder. I have seen this used in coaching sessions to great effect- the fact that the coach is jotting the odd word or two down tends to make the client forget about the session also being recorded. However, a word of caution- the fact that the session is being recorded may inhibit some clients in fully engaging.

Whatever the decision that you take, here are some matters to consider:

• Contracting- it is absolutely critical in my view to specifically contract about the note taking. This will need to encompass the purpose of the notes; what will happen with the notes; who will keep the notes and how they will be stored and for what duration; if they are to be used for supervision specific consent should be used for the notes to be shared with the supervisor for that purpose. Make sure the client knows what is going on and consents – this avoids issues arising in the future. 
• Data Protection Act- ensure that you familiarise yourself with the requirements of the Act – need for secure storage, client consent etc.
• Equality Act- this needs to be borne in mind as indirect discrimination can sometimes arise because different approaches are taken. Make sure that a consistent approach is taken – ultimately if it is part of the contracting process and the client is involved this should avoid the majority of problems in this area.
• 
  Evidence of Coaching Practice- how do you evidence the amount of coaching you have undertaken? This may be relevant for factors such as membership of coaching bodies (Association of Coaching, EMCC etc.); professional indemnity insurance requirements; tendering submissions and on-going training development (for example the ILM Level 7 Diploma).
• Client Preference- another critical factor- ultimately you need to ensure that the client is comfortable with the methodology suggested and agrees to this being used-otherwise the likelihood is that the coaching session will be doomed to fail.
• Flexibility- be prepared to change approach- this could mean changing mid-session, or using different approaches for different sessions and/or clients- bear in mind the need to contract.
• Whose notes? Consider what to do with the notes- do you need to retain them or should the client be given them?  The beauty of mobile telephones is that you can photograph the notes and retain as your own record.
• The 3Rs- Review, Reflect & Revise? This is the heart of my own practice as a coach and a coach supervisor. Whatever methodologies or tools that you use make sure that you make time to regularly review these; reflect on their effectiveness and fitness for purpose and do not be afraid to revise them.
• Golden Rule- whatever the choice, make sure that it does not distract the client, yourself as the coach or disrupt the session.

Finally – consider whether the client could be encouraged to make their own written record of the session- if the record their own goals and agreed actions there is a greater probability for successful attainment.

Martin Hill LL.B (Hons), FInstLM, AMAC, EMCC Member, Coach &Coach Supervisor

Programme Director for ILM 7 Coaching & Mentoring Courses

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Community News: Seneley and Garswood U13 Sponsorship!

We are delighted to now be the proud sponsors of Seneley and Garswood Juniors Football Club Under 13's. 

Team Coach, Darrell Roberts, said “It is wonderful that British School of Coaching has invested in local grass roots football and the lads are over the moon with the new kit. We hope that this is the start of a long and successful relationship with BSC as they share the same ethics and vision as Seneley & Garswood Juniors Football Club".

Look out for regular Coach's match reports which will be published on our site here, along with player profiles and all other team related news.


Everyone at British School of Coaching would like to wish Seneley and Garswood Juniors every success for the rest of the season.  We are all looking forward to further news about their progress!


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ILM Level 2 Award in Mentoring for Young Learners

We enjoyed running the workshop days of this February's Parent Mentoring Course in the UAE which finished yesterday. The delegates will now be turning their attention to their mentoring sessions and their assignments!

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Location, Location, Location

By Martin Hill, 

bsc Level 7 Programme Director

It is often one of the things that coaches arrange without too much thought- but the location you choose for a coaching session may well make a significant impact on the success of the session.

Frequently the coaching location is influenced by the coaching sponsor-  use of the organisation’s premises provides a convenient solution for the sponsor as it will reduce costs and also saves time, with little or no travel time for the clients being coached. However, as a coach think about how the location may be perceived by the client – if you are using the organisation’s own premises will they perceive you as “part” of the organisational power and therefore be inhibited in disclosing matters or engaging?

Sometimes changing a location can actually generate a freedom of thought and engagement that was inhibited by using a location that a client is very familiar with or in which they have to maintain a particular façade. 

When selecting a coaching location, here are some of the factors to bear in mind:

·        Privacy- bear in mind that confidentiality is the crux for a successful coaching relationship. Make sure that the room selection demonstrates that confidentiality has even been considered in the choice of the location – are the walls thick enough to avoid audio leakage? What about visibility – a lot of trendy modern offices now have “glass” walls – unlikely to instil confidence in sharing visual ideas etc. Make sure that you are going to be uninterrupted- also remember to switch off your mobile and ask your client to do the same.

·        Neutral Territory- even if you have to use accommodation provided by the coaching sponsor, think about what you can do to demonstrate to the client that this is “neutral” territory. This could be done as part of your contracting discussions- but also think about the room set up –can you rearrange the furniture- what about where you and the client will sit? Avoid using the client’s own office- this is frequently an environment where the client is prone to distractions and interruptions.

·        Be Adventurous- do not be afraid to offer a different venue- coffee shops or even taking advantage of the great outdoors. One of the most productive sessions for one of my supervisees came from recognising that the office environment was causing the client stress that say and thus they went for a quick stroll outside – this led to the revelation for the client that the cause of his stress was the office not his own behaviour and actions- and he came up with an action plan to resolve this.

·        Comfortable- make sure the room is at a comfortable temperature and well lit. Is the seating comfortable enough – but not too comfortable?

·        Access- again this links back to confidentiality – is the “corridor” access to the room such that it will actually reveal who is attending as a client? If there are no alternative options, think about how the coaching sessions will be pitched to everybody in the organisation- do it in such a way that it diminishes any stigma or presumptions that people may make. 

·      Technology considerations- if you are going to use technology –make that there are plug sockets or anything else that your gadget may need (e.g. internet access). I would suggest that ideally you should aim to be self-sufficient and have a coaching toolkit that has all the necessary stocks and supplies that you may need- that could include investing in a dongle or mobile broadband access device or a device with built in internet access. Even if you use something as simple as pens and flip charts – if it is an open view room you are using, you may need to rethink how to approach the session. Above all else, whatever technological aids you use- always check that they are working BEFORE the session and have a back-up plan in case there is a technological malfunction.

·        Organisational Rules- if you are using the sponsor’s premises, make sure that you familiarise yourself with any rules or protocols that have to be observed. It could even be as simple as checking what the dress code is or when fire alarm tests are scheduled!

·        Planning – make sure that you plan out the travel time and familiarise yourself with the location in advance. Get there early. Make sure there is a point of contact so that you can direct any queries or raise any issues with them.

·        Refreshments- think about whether there needs to be tea, coffee, water on offer. If this is going to be a full day session for you – think about what you will do for lunch. Also check out where the restrooms are!

Martin Hill LL.B (Hons), FInstLM, AMAC, EMCC Member, Coach &Coach Supervisor

Programme Director for ILM 7 Coaching & Mentoring Courses

Find out more about the coaching courses we are running here

British School of Coaching

Contact Us    Follow @bsc4coaching

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