The Coaching Process: From First Contact to Successful Guidance

As a coach, you face the daily challenge of getting the best out of your coachees. Every coachee is unique, with his or her own goals, questions and development needs. This makes the coaching profession both fascinating and fulfilling. 

Despite the diversity of qualities, methods and ways of working that coaches bring with them, there is a common thread to be discovered in the coaching process — a framework that gives structure and direction to a coaching trajectory. Every coach can fill in and shape this framework in their own way. In fact: filling it in offers you the opportunity to distinguish yourself and enrich your coaching trajectories. 

From initial introductions to follow-up, each stage of the process can be fraught with challenges. And while every coach has their own style, there are proven strategies and tools that can help you navigate each stage of the journey smoothly and effectively.

In this article, we discuss the stages of the coaching process. In the upcoming series of articles, we will explore the typical pain points that coaches experience and dive deeper into how the right coaching software can help you overcome these challenges.

Phase 1: The first contact

There is always a first point of contact. Whether the coachee makes a request via the website, sends a message via social media platforms or has received your phone number via via and sends you a message or calls. It is possible that someone asks for more information, asks for help or wants to schedule an introduction right away. 

It is important for yourself to set out how you want such a first contact moment to go. How do you want to present yourself? What impression do you want to leave? What direction do you send someone in and where are your boundaries for personal coaching questions that someone asks? 

You only make a first impression once. So make sure it's a good one! It sets the tone for the introduction and can determine the further course of the coaching relationship. 

Want to read more about the first moment of contact? Then read on in this article.

Phase 2: Getting to know each other

From the first contact you plan an introduction. This introduction via a Scheduler scheduled and can be by phone, Zoom or Google Meet, or on location. In this conversation you will learn about the pain points and needs of the coachee. What does he or she need help with? What does he or she expect from a coaching trajectory and what does he or she want to achieve? 

The right preparation for an introductory meeting is of great importance. Prepared questions can help you in this case to gain insight into the goals and needs of the coachee, whether you are a good match and whether you can actually help the coachee with the problem he or she experiences. 

In addition, it is important to prepare for what could possibly go wrong. There is a sales aspect involved: how do you deal with concerns and objections that the coachee has? And how do you ensure the highest possible conversion rate, which increases your number of coachees? 

Want to read more about the introductory phase? Check out this article.

Phase 3: Invitation

Yes! The coachee wants to start the trajectory. In this phase, you send the invitation for the trajectory and ensure that all business documents are completed so that the trajectory can start. One has a complete package with invoice, agreements, contracts and agreements. The other has a short summary of the agreements and starts with the next phase.

Because this phase is mainly a repetitive process and will be the same for most coachees, it is nice if you can follow this phase automate. This way, you don't waste unnecessary time on the same administrative tasks over and over again. How easy would it be to send an invitation link that fully automates and personalizes the next steps, and allows the coachee to complete them themselves?

Want to read more about the invitation phase? Read here further.

Phase 4: Onboarding

The onboarding process is a way to give your coachee a soft landing in your coaching trajectory. In this phase, you let the coachee go through all the steps that are necessary for your first appointment. You familiarize him or her with the software that you use and start with a welcome message. The coachee fills in any questionnaires that give you more insight into the current situation of the coachee. If you want the coachee to prepare something for the first session, you send it in this phase. 

The onboarding is a phase in which you can summarize all agreements and the coaching process. You can also pre-frame the development and growth that the trajectory will bring, so that you show the coachee what he or she can expect. 

Want to read more about onboarding? Click here here.

Phase 5: Appointment 1

It is time for the first appointment, the kick-off of the trajectory! For some coaches this may look like an introduction, discussion of the plan, the approach and the most pressing problems the coachee is facing. Other coaches go straight into depth. How you do this is entirely up to you. 

Practical experiences show that it is often important that the coachee experiences during the first session that it is possible to get out of the 'problem space'. This can lay the foundation for direct growth and strengthen confidence in the coaching process. In addition, it is important that the coachee feels heard, gains new insights and is stimulated to think further.

Would you like to read more about the kick-off of the coaching trajectory? Then read here further.

Phase 6: Deepen and enrich your coaching trajectories 

Depending on your coaching niche and the type of trajectory, several additional and automated steps may take place between coaching sessions. 

Reflection

Send the coachee a reflection form (automatically) after a day, a week or exactly in the middle of the coaching session. This gives the coachee the opportunity to reflect on what was discussed and allows the information to sink in so that he or she can get started with it. Of course, you don't want the coachee to forget what was discussed after the appointment, but above all to deepen what is relevant.

Micro learning

It may be that you want to provide the coachee with additional knowledge, such as specific information regarding their development or models such as the GROW model, core qualities or neurological levels. Although the session time is often used to go into depth, the time between sessions offers an excellent opportunity for the coachee to work independently.

This can be designed in various ways, for example by means of assignments that add depth to the coaching process and actively help the coachee to gain new insights. Additional knowledge is easy to standardize, for example in the form of documents, forms or an online course or online learning environment. 

Check-ins

Depending on the time between coaching sessions, it may be a good idea to check in with the coachee in between. How are things going now? Is the implementation going well? Where does he or she see improvement or not? 

There are many different ways to do check-ins. For example, you can use a habit tracker, in which the coachee ticks off which daily tasks or habits he or she has implemented. You can also use forms, a personal message or a live check-in (by phone or chat). The advantage of forms is that you have a clear overview of the progress and how someone feels (depending on the questions in the form). A personal message on the other hand is, as the word suggests: more personal. 

A combination is also possible. Does someone score low on the check-in form? Then they automatically receive a personal message. The coach is notified and can communicate with the coachee, live or not. 

Scheduling reminders and appointments

We get it – life is busy. As a coach, you don’t have time to personally send each coachee an invitation or reminder to make a next appointment. However, there is a big chance that the coachee needs this reminder and incentive. 

Automated reminders and/or a scheduler can provide a solution. This way, the coachee can choose a spot in the agenda for the next appointment. 

Want to learn more about how to enrich your coaching journey? Read here further.

Phase 7: Appointment 2

After this, it is time for the second session. This is often a moment of deepening. The coachee has had time since the first session to think about the topics discussed and, if necessary, to go through the interim reflection and/or microlearning. He or she may have already taken some steps towards his or her goals. During the second appointment, you can discuss the progress, answer questions and offer new insights.

The second appointment also offers the opportunity to delve deeper into specific challenges or goals that were identified during the first appointment. There have been multiple contact moments, you have been able to receive insights and you now know the coachee a bit better. Time to work on more concrete actions and solutions for the challenges that the coachee experiences. Although the challenges may have been identified and you want to tackle them, it is important that you remain flexible and offer the space to respond to what is most needed for the coachee at that moment.

Would you like to read more about the follow-up appointments? You can do so here here.

Phase 8: Evaluation and Completion

After the second appointment, phase 6 will repeat itself. This flow of an appointment, followed by a possible reflection, microlearning, a check-in and a reminder, and a next appointment, repeats itself for as long as the coaching trajectory runs. How long this continues depends on the specifications of your coaching trajectory. 

As the trajectory progresses, there comes a time when you and the coachee will evaluate how far he or she has come. This is often a combination of reflection on the results achieved and an evaluation of the trajectory itself. What goals have been achieved? What has the coachee learned? What challenges have been overcome?

The closing phase is an important moment for both the coachee and the coach. For the coachee, it is an opportunity to be proud of the progress made and to experience a sense of closure. For you as a coach, it is a moment to receive feedback on your approach and to learn how to further improve your coaching.

During this phase you can also discuss whether there is a need for further coaching, or whether the coachee is ready to continue independently. Sometimes a follow-up session at a later time is desirable, to ensure that the coachee stays on track.

Want to read more about how to complete the coaching process? Click here here.

Phase 9: Follow up

Finally, there is the follow-up. This is an automated, but personal message where you check in with your coachee. You ask how things are going and if the challenges have been resolved. Is there anything new that your coachee is facing?

It is important that your coachee not only makes progress during the process, but also continues to grow sustainably. If necessary, offer a free 30-minute coaching session to discuss new challenges.

Want to learn more about how to use a follow up? Read this here further.

Conclusion

The coaching process is a dynamic path that needs to be carefully guided. From the first contact to the completion, each phase requires attention and care. By using a coaching platform such as Trackler, you can go through these phases seamlessly and reduce the administrative burden, so you can focus on what is really important: guiding your coachee.

In the following articles, we’ll dive deeper into the typical challenges coaches face at each stage of this process and show you how Trackler can help you effectively address these challenges. Whether you’re struggling with scheduling appointments, following up with coachees, or managing the administrative side of your business, Trackler offers solutions that will make your life as a coach easier.

With Trackler at your side, you can fully focus on providing the best guidance and support to your coachees, so they can achieve their goals and you can excel in your profession.