Session notes that actually help: a three-part framework for coaches

Your session notes are probably too long

Most coaches treat session notes like a transcript. They try to capture every topic, every aside, every nuance. Then they never look at those notes again because there's too much to scan through quickly.

Session notes aren't a record of what happened. They're prep for your next meeting. The coaches who get the most out of their notes write them with next time in mind, not last time.

A three-part framework that actually sticks

We've watched a lot of coaches across different specialties try different approaches to notes. The ones who keep it up long-term almost always land on something close to this:

1. Key themes. Two or three topics from the session. Not a summary. Just the threads you'd want to pick up next time. Bookmarks, not a recap.

2. Commitments. What did the client say they'd do before the next session? What did you say you'd do? Write these in plain language, specific enough to reference in 30 seconds at the start of your next call. This is what separates coaching from conversation.

3. Where to start next time. Based on today, what should you lead with in the next session? Most coaches skip this part. It's also the most useful part. Thirty seconds of writing now saves five minutes of "so, where were we?" later.

Why this beats freeform notes

Before your next session, you don't want to re-read paragraphs. You want to glance at three short sections and walk in prepared. Your client feels like you remember what they said. You feel like you know where to start.

This is especially useful when sessions are spaced out. If it's been two or three weeks since you last saw someone, freeform notes won't help much. Three focused sections will.

Pick a system you'll actually use

Paper notebook, text file, coaching platform template, whatever. The format matters less than doing it consistently. That said, having notes connected to your client timeline and session history does make the system better. When you can see the last three sessions of notes alongside someone's upcoming appointment, you start noticing patterns you'd otherwise miss. That's what we built into CoachBase session notes. (And if you're juggling notes across five different apps, here's what that's costing you.)