Phase 4: Onboarding: A Soft Landing for the Coaching Process

Once all practical and administrative matters have been arranged, it is time for onboarding. This phase is about preparing the coachee for the trajectory, both practically and in terms of content. A good onboarding process helps to clarify expectations and familiarize the coachee with your working method. You can also add elements that give both you as a coach and the coachee insight into his or her current situation and where he or she is going. A streamlined onboarding offers a soft landing for the coachee and ensures that you can both start the trajectory well prepared. 

4.1 The purpose of onboarding: structure and preparation

The onboarding phase is an opportunity to welcome the coachee and to take the first steps towards a successful trajectory. During this phase you ensure that:

• The coachee knows exactly what he or she can expect from the process
• All practical information, such as tools and systems, is clearly explained
• The coachee gains insight and develops awareness about his or her current situation and the desired situation
• The coachee feels prepared for the first session and approaches the process with confidence

4.2 Automatically sending a welcome message

The onboarding process starts with a friendly and professional welcome message. After completing the practical and administrative matters, this is your opportunity to approach the coachee personally, welcome them and show that you are enthusiastic about the collaboration.

With Trackler you can set up an automatic welcome email that will be sent automatically immediately after accepting the invitation. In this email you can include the following:

• A personal welcome message
• A summary of the agreements made
• Practical information about what the first session will look like
• Any preparations or materials the coachee needs to bring

A warm and clear welcome email ensures that the coachee immediately feels welcome and knows what to expect.

4.3 Getting to know tools and software

If you use specific tools or software for your coaching, the onboarding phase is the phase to familiarize the coachee with this. 

If you use a coaching platform like Trackler, you want to show the coachee how the Track works. The Track offers a central place where all information is clearly presented, from managing appointments, viewing documents, carrying out assignments, filling in (reflection) forms and communicating with the coach. It saves both you and the coachee time and effort. So it is important that you show the coachee how it works! 

4.4 Questionnaires and preparation assignments

Another part of the onboarding is gathering additional information about the coachee and preparing the first session. This can be done by means of questionnaires or assignments that give the coachee insight into his or her current situation and goals.

Trackler offers the possibility to send questionnaires and preparation assignments digitally or to fill them in via the dashboard. You can compose the questionnaires and assignments yourself or choose templates (and adjust them as desired). Examples of this are:

• Reflection questions about the current situation (experiences, emotions, thoughts, behaviors, patterns) and goals
• A short questionnaire about expectations and challenges
• An overview of daily routines or habits that are relevant to the trajectory

This information helps both you as a coach and the coachee to prepare for the first session and gives the coachee an active role in the process, which increases the feeling of involvement.

4.5 Structuring the trajectory

During the onboarding, you can already give the coachee an overview of what the trajectory will look like. This can be done, for example, by means of a trajectory in which you outline the most important milestones of the coaching trajectory. It gives the coachee a clear picture of what he or she can expect and what results are possible. In addition, the coachee can schedule the coaching appointments via the scheduler and set automatic reminders for this. This allows for planning ahead and the coachee knows what to expect. 

4.6 Preframing: looking ahead to results

A powerful way to conclude the onboarding phase is to look ahead to the possible outcomes of the process. This is also called preframing. By having the coachee visualize what growth and changes are possible, you create enthusiasm and motivation for the process.

This can be done, for example, by:

• Sharing success stories from previous coachees (with permission)
• A brief introduction to the methods you will use
• Naming the first steps that will be covered during the first session
• Connecting your coachee with the future version of themselves, who is in the desired situation.

Preframing gives the coachee confidence in the process and motivates them to actively participate in the process.

Conclusion

The onboarding phase is a crucial step in the coaching process where you guide the coachee to a smooth start of the journey. The onboarding provides a soft landing. By providing a clear structure and a warm welcome, you ensure that the coachee feels involved and prepared. With tools like Trackler you can streamline the onboarding process, from sending welcome messages and questionnaires to providing access to a personal dashboard - all automated. 

A well-executed onboarding lays the foundation for a productive and successful collaboration in which the coachee can fully focus on his or her personal growth. 

Want to read more about the other steps of the coaching process? Click here here.