Guidance on Taking Notes
Note taking is therefore an essential element of coaching. Notes need to be sufficiently detailed to enable the coach to refer back to them at a later stage but brief enough so they do not distract either the coach or the client when writing them. It is about getting the balance right. At some points during a coaching session, it might be inappropriate to make notes as the client needs to see and feel that the coach is giving 100 per cent of their attention: this might be the case when exploring a Highly emotional or sensitive issue.
Note taking must not interfere with the flow of the dialogue. Making a note at the wrong moment can deter or inhibit a client at a pivotal moment, resulting in something important not being said. Rather than writing a verbatim record of the dialogue, coaches should aim to capture the essence or flavour of it. Sometimes capturing the precise word or phrase is important, but sometimes it is more important to capture the tone, the feeling or the level of emotional intensity.
Noting common themes, specific reactions or new insights should not be overlooked. Often coaches do not need to make precise notes, but instead listen out for patterns or recurring ideas or issues. Rather than taking notes in long hand, some coaches prefer to use bullet points, flow charts or mind maps. Mind mapping can be a useful way of exploring several different lines of thought and they might appeal to the client’s preferred communication style if they are visual communicators. Flow charts might appeal to digital communicators. Whichever method is used they need to be fit for purpose.
All coaching sessions must end with one or more actions and these must be recorded. Coaches often prefer to capture action points in an action plan. Actions plans serve as a record of what the client has agreed to do, when they will do it and often how they will do it.
Finally, it is imperative that coaches ensure that all coaching notes are stored securely as they usually contain sensitive and often personal information. Not only is this good practice, in most countries it is a legal requirement as part of data protection legislation.
Avoid Distracting Clients
Note taking can be a distraction for both coaches and clients. Here are seven steps to limiting the distraction of note taking:
- Agree how to take and use notes with a client before the start of a coaching session and address any concerns the client may have
- Aim to limit any note taking during a face to face coaching session by making detailed notes immediately after the session has ended
- Ask the client to produce the notes if they find it useful
- Use other ways of recording the dialogue, if they are appropriate, and acceptable to the client
- Make sure that any records are kept secure and confidential
- Make sure that any notes are of use to the client as well as to the coach, especially in relation to agreed actions
- Before starting coaching make sure that you explain carefully to the client any situation which might result in the notes being shared with others, for example legal or ethical issues
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