Formulate Your Coaching Procedures

Do you have a plan for coaching procedures for your business? The most efficient ways to deliver new business strategies and increase your coaching income are the goals for this blog course.

  • Do you have a stand-alone coach training program?
  • Do you have a group coaching program you offer weekly or monthly?

If you already have these types of programs, then your clients might be ready for the in-depth one-to-one coaching program. The package is a "top of the funnel" offer when establishing coaching procedures. 

Your clients would have read your free blog articles, perhaps participated in a group program, or enjoyed an online course. They know you and recognize your work. They know your value, and they'll be more than willing to pay for continued access to you. Moreover, your business experiences make you the perfect person to work with other emerging, talented business women. Your next step is to formalize the coaching package and make it available for sale.

The real value of private coaching is the influence you have and the impact you make on the lives of those you coach.
With group coaching or self-study programs, it's difficult to know how many people are putting your expertise to work for them.

In a private coaching program, you'll be connecting with clients one-on-one, and you'll see what's providing the most useful results.
Private coaching offers a highly rewarding relationship for both you and your customers.

STEP ONE -->

"Get Clear on the Problem You Solve"

As with every aspect of your business, your private coaching package must be highly targeted to be successful. You cannot just hang out your virtual shingle, call yourself a coach, and expect clients to line up for an appointment. Rather, to position yourself as the expert you are, become crystal clear on exactly:

• WHAT you do
• WHO you do it for
• HOW you want to do it
• WHICH emotional results and tangible changes can you offer and guarantee.

When you can articulate the exact problems, you solve and who you work with, it will be much easier to find your tribe and attract buyers for your program. For example, business coaches might focus on solving:

• Money mindset issues for women entrepreneurs
• Brand development for health and wellness coaches
• Marketing help for information product sellers
• Outsourcing problems for online businesses
• Life coaches solve different issues.
• Dating coaches have their particular area of expertise. Executive coaches focus on C-level employees.

You have your sweet spot, too, and it’s probably easy to identify.

Specialized Niche: You already know your general area of expertise, whether it's business, life, health, finance, parenting or personal growth.

Target Client Persona: Now think about who your favorite clients are. And if you don’t yet have clients, think about those you’ve helped in the past in any way—even if it’s through email or on social media.

• With whom did you most enjoy working?
• What problems were you happiest to solve?
• Which issues (and people) left you feeling frustrated and stressed out?
• Those questions belong in your coaching package.
• Who are your tribe members?These are the people for whom you're building your 1:1 package.

Next, consider what this client's biggest issue is. It's your ideal client's most pressing problem, the one she most needs to solve, and the one she will gladly pay to fix. Maybe her blog doesn’t get enough traffic. Perhaps her online dating profiles aren’t attracting her dream man. Or maybe her finances are out of control. Whatever the problem is, you have the answer and can help her find her answer. When you can craft a coaching package that gets results for your ideal client, you'll have a winning program. People will line up to enroll.

EXERCISE: DESCRIBE YOUR IDEAL CLIENT

If you haven't already done this exercise, spend some time defining your ideal customer. This exercise finalizes the coaching procedures you will put in place for automation. Explain everything you know about her, including her experience level, her dreams, her family life, her frustrations, her income, and anything else that will set her apart from millions of other potential clients. (Use additional sheets if needed.)

EXERCISE: STATE HER BIGGEST PROBLEM

Now that you've identified who your client is, the next steps are:

• Define her big issue concisely as possible, like
• Struggles with self-esteem
• Lacks confidence
• Struggles to lose weight
• Desires to explore relations

 

Free Course–Step Seven–Setting Boundaries

Even with a clear communication plan and format in place, your client may push the limits. Setting boundaries is a primary task for your peach of mind and your client's best coaching experience.  

  • Clients may keep you on the phone longer than you intended
  • They will email you more than is allowed
  • They might text you for non-emergencies
  • They will send you messages on Facebook, on Twitter, on Voxer, or anywhere else that is convenient for them—regardless of your preferences

Does This Work Both Ways?

Are you tempted to reach out on the weekend to answer a question or schedule a call on a Sunday afternoon because that's when your client is available. You might think this is good business—after all, you're building a relationships.

The idea is not the best for you. The situation will lead to burn out because your boundaries are weak.  You'll always feel like you must do more for your clients. Sooner or later, you'll lose touch with your own health and personal space.

Setting boundaries is the answer for both you and your customers. Establish from the outset exactly what your coaching package includes, and be sure to include when contact takes place.

 For example, you might say:

Your coaching package includes one monthly, 50-minute phone call with me and one question by email each working day.

 My workdays are Monday through Thursday from 10 am to 4 pm Eastern, and I'll answer all calls and emails during that time.

With this format, you are setting boundaries and have included 

  • What the client gets (one phone call and once daily emails)
  • When she gets it (Monday through Thursday from 10 am to 4 pm)

You’ll also need to establish exactly how your clients should contact you, and what will happen if they do not follow the procedures. Setting boundaries includes  specific email addresses and phone numbers or conference lines exclusively for your client use.

Another step is to create “planned responses” to send out when a client attempts to contact you outside of your established boundaries.. For example, if you receive a Facebook message (and you don’t offer this as a form of contact) you might respond with:

Thank you for reaching out, and I'm happy to help you with this big issue. For better organization of my client files, though, I do ask that you send all your questions to my email address at yourname@yourdomain.com.

A gentle reminder for setting boundaries creates a better coaching relationship for both of you.

To keep phone calls shorter, use a simple kitchen timer. At the start of the call, tell your client, "We have XX minutes today, so I'm going to set a timer for YY minutes to remind us when it's almost time to end. That will help ensure I can answer all your questions."

Then set your timer for 5 minutes before the call is to end. When the timer goes off, let your client know you have 5 minutes remaining, and ask if she has any final questions before you hang up. Following this simple system will prevent those endless phone calls that trample all forms of boundaries. 

Resist the temptation to allow calls to be booked outside of your working hours, or to respond to questions on the weekend, or to book additional appointments "just this once." 

Doing so will make it appear to your client that your boundaries are flexible, and will invite them to push the limits as well. After all, if you email on the weekend, it must be ok, right?

 

Exercise: Map Your Work Hours

 

Sun Mon Tue Wed Thu Fri Sat

6am

 

Exercise: Craft Your Boundary Responses

How will you set the expectation at the start of a call, so it does not run too long?

How will you respond if a client contacts you outside your established system?

What will you tell yourself when you fail to respect your own boundaries?

 

Free Course–Step Five–Your 1:1 Coaching Package

At the heart of your 1:1 coaching package is giving a client access to you. Your clients most want the ability to consult with you and learn from your experiences.

An important part of your coaching package design is to determine exactly how you’ll connect with your clients, when the contact will happen, and where.

Your options

Here are  flexible options and can include:

  • Email
  • Phone calls
  • Private Facebook group or forums
  • Voxer
  • Text messaging
  • Mastermind group calls
  • In-person, VIP days

In addition to determining how your clients will connect with you, you also need to decide how much contact will be allowed. Again, the details are completely up to you. You can offer:

  • Weekly phone calls
  • Monthly phone calls and daily email
  • Emergency phone calls only with daily emails
  • A limited number of “Urgent,” on-demand Skype chats
  • Monthly mastermind group calls + private calls
  • Monthly Skype calls with text messaging for emergencies

 

And here's a tip: Daily access via email is a highly valuable benefits.

Few people will actually use it.

Making yourself available to clients in this way shows that you value your customer.

 The Bottom Line

What will make your customers feel supported without causing you to burn out? 

Aim for that contact frequency and format.

Also, consider how your clients will contact you.

  • Find online the conference line that I use... UberConference.com is free and easy to use. The Zoom app has allowed me also to talk with persons around the world without charge.
  • Email access is easy, but keep client work organized. One better idea is to establish a dedicated email address that you use just for coaching clients. It will be particularly useful if you offer something like daily email questions with a promise of a 24-hour response time. That way your important client emails won't get lost among store coupons and pictures from your cousin's wedding.
  • Higher-touch coaching packages might offer in-person or virtual VIP days or even group retreats.
  • VIP days can take place entirely online via Skype or Zoom, or your clients can visit you in your location.
  • Typically, a long-term coaching program might offer one or two VIP days per year for the opportunity to work together--hands on, side-by-side-- in her business or life plan. Without the distractions of home and kids, you and your client will accomplish a lot during a single VIP session.

 

Exercise: Decide Your Access & Availability

Contact Type

Frequency

Duration

Phone calls

Email

Mastermind call

Text messaging

VIP Days

 Other

 

Go to Step Six -->

"Determining Your Price"

Free Course–Step Four–Your Coaching Tools

Do you follow a proven format for coaching clients? If not, consider that the best 1:1 coaching programs not only follow a proven format, but they offer more than phone calls and Skype meetings as well.

 

Coaching Tools Include

  1. Reading material (books, e-books, blogs, etc.)
  2. Video—either for training purposes, to illustrate a point, or to offer inspiration
  3. Audio content
  4. Checklists
  5. Worksheets
  6. Templates
  7. Simple printables to help explain ideas and concepts

 

Many coaching tools are  easily repurposed from your own business. For example, if you have standard operating procedures or a variant of checklists that would be beneficial to your clients, rebrand them and offer as PDF downloads.

You can also create a reading list of your favorite books. Compile a list of useful You-Tube videos. Package your email responses to share.

Worksheets that offer fill-in-the-blank questions can help your clients work through complex or confusing processes, and will serve as a reminder in coming weeks or after their coaching program is completed, so they can continue to benefit.

Another option for high-end coaching programs is to send your clients physical books that will help with their growth. If you’ve written a book, another idea is to send clients a physical copy of your book, perhaps even customized for them, with notes in the margins or sticky notes to highlight important chapters.

Exercise: Plan Your Coaching Tools

What tools, training, worksheets and other resources will help your clients achieve their goals?

Tool Format Complete (y/n) Notes

Go To Step Five –>

"Design Your 1:1 Coaching Package"

 

Free Course–Step Two–Establish Outcome for Client Problems

Knowing what client problems you solve (and for whom) is the next step. You need to know what outcome your clients will achieve.

If you've ever written a sales page, then you're familiar with the concept of features vs. benefits. Features describe the product. Benefits are the outcome of purchasing and using the product.

  • A feature of a showerhead is that it’s “low flow.” The benefit is that you save on your water bill.
  • A feature of exploring relationship issues is to identify personal desires and develop a plan to meet those desire.
  • A feature of your new curtains is that they block light. The benefit is that you can sleep in on the weekends.
  • A feature of your coaching program is that you are an expert in a specialized niche. The benefit is the outcome your clients will experience.

When you're thinking about the result you provide, try to see it from your potential client's point of view. The client problems cause her to struggle to find a solution.

  • What will her life or business look like once she's completed your program?
  • Will she make more money? How much? In what time frame?
  • Will she find her dream date? Get engaged? Married? How soon?
  • Will she grow her email list? By how much?

This significant benefit—or desired outcome—is what will sell your coaching program, which solves client problems, and is  the light at the end of the tunnel in which your client is stuck. Every aspect of your coaching program should lead in this direction.

You may feel challenged now, as you determine to create the desired outcome of your coaching package. Real case studies and testimonials—and even your own experiences—can help.

Look to your past clients and their achievements. What have they gained as a result of working with you? Chances are you have some testimonials you can turn to for details, but if not, don’t be afraid to reach out to them to ask about their results.

Pro Tip: Create an “exit interview” as a part of all your training programs—both group and 1:1—so you can find out about results, ask for testimonials, and make improvements to your programs as well.

Exercise: What Will Your Client Achieve?

As with your statement of the problem, write the desired outcome of your program. (Example: My clients learn to dramatically scale their marketing efforts to triple their income within a year.)

 

Go To Step Three –>

"Plan Your Platform"