Before I even start I make sure I use my trusty checklist, I use this for 2 reasons.
One, my memory is awful & two I want my service to be consistent for all of my clients. You don't want to be the coach who gets emails ask for that program that was due a week ago
Step 1: Get Coaching Request
Depending on how tech savvy you want to get there are a couple of options.
Option 1: Get all requests via email, this totally works, it just means you need to manually send payment links etc
Option 2: Automate it with Trainer Pulse
Within Trainer Pulse you can create a coaching program, set your price etc and then you can easily link it to your website / social media profiles.
That way clients can pay for coaching directly on your website without having to email you first.
Step 2: Send Welcome Email
Try and be very specific with each step. E.g.
Step One: Pay for the coaching (if they haven't already)
[Insert paypal / stripe link]
Step Two: Fill in pre coaching questionnaire
[Insert google forms link]
It depends on what else you require but I also like to add instructions to fill in a food diary & how to do progress pictures
Step 3: Receive Client Forms Back
Once all of your steps are completed tick this off your checklist
Step 4: Send Thank You Email
I think this step is really important - I like to thank the client for taking the time to fill out the forms & tell them when they will hear from me next.
There is nothing worse than waiting around for days not knowing when your coach will get back to you.
Step 5: Set Program Creation Date In Calendar
Don't take this for granted...
Do yourself a favour and legitimately open up your calendar and lock in a time to create the program! If you don't... you will forget
Step 6: Create Coaching Program
Do yourself a favour and create some program templates to start with.
This doesn't mean sending out "cookie cutter" programs to all of your clients it just saves you a gazillion hours trying to do all of the formatting etc for every new client
You will develop you're own style but for a starting point you can't go wrong by sending the following:
1. Assessment Feedback Report
2. Meal plan
3. Training plan
Key Point... Simple is best, don't overcomplicate it.
Step 7: Add Client To Coaching Software
You don't have to use coaching software, but from personal experience using it means you will get significantly better client results and in addition you look more professional & stands out from the majority of other coaches.
Having your own branded software & individual client logins makes you look wayyyy better than a dodgy excel spreadsheet.
Step 8: Email Client Coaching Program
This step is where clients often stuff up, they send the program and then.... NOTHING.
My email to clients typically looks like this...
Here is your program, attached are 5x documents.
Read them in this order:
1. Assessment Feedback Report
2. Training Plan
3. Meal Plan
4. How to create a meal
5. How to train
You are going to have 1000 questions, it’s completely normal! Email them through or alternatively we can arrange a Skype if you would prefer.
The process going forward:
1. Start implementing recommendations as best you can
2. Don’t expect to be perfect! This is about being consistent
3. Starting next week, every Monday by 12pm you must check in online, this involves:
- Fill in online survey
- Upload progress photos
- Upload your training plan
Results Tracking Software Details:
Login Link: https://trainerpulse.com/login/
(Click on the client tab)
Look forward to seeing what kind of results we can get!
Step 9: Set Check In Day +3 Days
Any additional touch points you can make with the clients is important.
So many Trainer UNDERVALUE how important the accountability aspect of coaching is - set a reminder 3 days from now to check in on your client.
Step 10: Add To Weekly Client Check In List
I use Trainer Pulse to group all of my clients so I can keep track of them.
But you could easily use a Google sheet if you would prefer.
So there you have it there is my 10 step process for taking on new clients. If you have ANY questions about this send me an email!