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

Find out more about the coaching courses we are running here

British School of Coaching

Contact Us    Follow @bsc4coaching