Another Session

Guides · 7 min read

How to Write Coaching Session Notes

Coaching session notes record what you worked on, what changed and what you agreed to revisit. Keep them brief enough to read before the next session. The examples below are fictional.

The four-line session notes template

Copy these four lines into your notes app, a document or Another Session, then fill them in after each session.

Worked on:
How it went:
What is next:
Anything to flag:

Why session notes matter more than coaches think

A useful session note helps you prepare for the next meeting. It records the work you did together, the client’s observations and any follow-up you agreed.

With several recurring clients, it is easy to forget which person agreed to practise a particular exercise or raise a question at the next meeting. Keeping those details with the session gives you something specific to review.

Record what you observed and distinguish it from what the client told you. For example, “completed the exercise twice without a prompt” is clearer than “more confident”. If the client says they feel more confident, record that as their observation.

What to write after a coaching session

Start with the focus of the session, a relevant observation and the next step you agreed. Add a reminder if it will affect how you prepare. The four prompts below are one way to organize this, not a required format.

Use as much detail as the session needs. A short recap is often enough; there is no fixed word count or writing-time target.

  • Worked on

    The one or two things you actually focused on this session. Not the whole warm up and cool down. The thing you would tell a parent or a partner if they asked what you did.

  • How it went

    A specific observation about the work. Include the client’s own assessment where relevant, and keep their words separate from your interpretation.

  • What is next

    The thing you want to pick up on next session. This is the line that makes the next session feel continuous instead of random.

  • Anything to flag

    A relevant reminder, such as a resource you promised to send or a change to the next session. Keep payment records with the charges and payments rather than relying on a note alone.

Fictional coaching session notes

These fictional examples show how a brief note can identify the focus, an observation and the next step across three coaching situations.

The tennis note above is the everyday version of what a season of lessons looks like written down. If you coach on court, tennis coaching software for solo coaches shows how those four lines sit beside the player, the block of lessons and the next session.

  • A tennis lesson

    Worked on: second serve toss height. How it went: tossing higher and slower, contact point looking cleaner by the end. What is next: keep the toss, add the kick on the spin serve. Flag: complained about wrist tightness, watch it next week.

  • A music lesson

    Worked on: left hand voicing in bars 12 to 20 of the Chopin. How it went: cleaner today, still rushing the dotted rhythm. What is next: metronome at 60, then 66, before the recital. Flag: nothing.

  • A personal training session

    Worked on: hinge pattern with kettlebell. How it went: form clicked at 16kg, lost it at 20kg. What is next: stay at 16kg for two sessions, then progress. Flag: said sleep has been bad this week.

When to write the note

Choose a time that lets you record useful details while staying attentive to the client. Brief reminders during a session and a recap afterwards can serve different purposes.

If writing during a conversation interrupts your listening, keep in-session notes minimal and finish the recap afterwards. At a natural pause, you can ask the client what they want to take from the session and what they plan to do next. Record the answer alongside your own observations.

  • In the five minutes after the session

    Leave a short buffer where possible. Review any reminders you made and capture the agreed next step before starting another session.

  • On your phone, not your laptop

    Use the device you have available between sessions. Check that you can find and update the right client’s note easily.

  • Voice, if typing slows you down

    You can dictate your own recap after a session. In Another Session, voice capture can fill the session’s note fields. Check the wording and correct it before saving.

Review notes before the next session

Read the previous note before you meet. Check the agreed next step, any question you left open and anything you promised to send. Use that context to prepare, then ask the client whether their priorities have changed.

Keep information that applies across several sessions on the client record, such as their current goal. Keep the work from a particular meeting with that session. A CRM for coaches brings the client record and session history together so you can review both in one place.

How notes become a monthly summary

The hardest part of sending a monthly summary is not writing it. It is remembering what you did. Good notes solve that problem before it appears.

A coach who logged four lines after each of eight sessions in a month already has the raw material for a clean summary. The "worked on" lines become the storyline. The "how it went" lines become the progress. The "what is next" lines become the plan for next month.

In Another Session you can generate a draft monthly summary from your session notes, review it and choose whether to send it. The sessions and notes page shows how the notes stay with the client record.

Common mistakes to avoid

  • Writing essays

    Keep enough detail to prepare for the next session. If a long note is difficult to review, shorten it around the focus, observations and agreed follow-up.

  • Saving notes in five places

    Choose a consistent place for session notes. If you jot down a reminder elsewhere, move the relevant detail into the session record so you can find it again.

  • Only writing when something dramatic happens

    The boring sessions are the ones that matter most for the story. A month of steady progress is worth reading. A month of only crisis notes reads like a crisis.

  • Writing for the client, not for yourself

    Session notes are working notes. They are honest, short, and a bit blunt. The polished version is the monthly summary you send. Two different jobs.

Frequently asked questions

What should coaching session notes include?

Include the session’s focus, relevant observations and the next step you agreed. Add any reminder that affects the next meeting. Distinguish what you observed from what the client reported; you do not need a transcript of the whole conversation.

How long should a session note be?

Long enough to capture the relevant work and agreements, but brief enough to review before the next session. A few sentences may be enough. More complex sessions may need more detail.

When is the best time to write session notes?

A short recap soon after the session is a practical starting point. You can also make brief reminders during the session if that does not interrupt your attention to the client. Choose a routine you can maintain.

Can I use voice notes instead of typing?

Yes. In Another Session, you can dictate your own recap after the meeting and review the suggested text in the session’s note fields before saving. This is a way to capture your recap, not a requirement to record the client’s conversation.

How do I turn session notes into a monthly summary?

If each note follows a consistent shape, the summary almost writes itself. The "worked on" lines become the storyline, the "how it went" lines become the progress, and the "what is next" lines become the plan. Software that connects notes to the client record can build the draft for you automatically.

Where should I store coaching session notes?

Use a consistent place where you can find the note by client and session. Another Session keeps session notes with the client’s history. See the CRM for coaches page for how client records, notes and payments fit together.

Are coaching session notes confidential?

In Another Session, your working session notes stay private. A progress summary is separate: you review it and choose what to share with the client or parent. Check the sharing controls of any tool you use rather than assuming that notes and summaries have the same visibility.

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