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How To Run A Coaching Meeting

In order to run a coaching meeting effectively, it involves setting clear objectives, fostering open communication, providing constructive feedback, and creating an action plan for continuous improvement and growth.

A Coaching Meeting is a structured dialogue between a coach and a coachee, primarily focused on the coachee’s personal and professional development. This meeting serves as an opportunity for the coach to provide targeted feedback, guidance, and mentorship to the coachee. The coach aids the coachee in identifying their strengths and weaknesses, developing skills, setting goals, and strategizing ways to overcome obstacles. The objective of a coaching meeting is to empower and motivate the coachee to realize their full potential and perform at the highest level in their field.

What is the purpose of a Coaching Meeting?

The purpose of running a coaching-meeting as a leader is to guide and support team members in their professional development. It provides an opportunity to set goals, give feedback, address challenges, and explore ways to enhance skills. A coaching-meeting fosters individual growth, promotes a positive work environment, and ultimately improves team performance.

How To Run A Coaching Meeting: Step-By-Step


Step 1: Setting the Agenda

Determining the specific issues or topics to debate in a meeting is part of initiating effective meeting planning. Establish explicit objectives that directly tie into the team’s overarching goals. This precision helps to keep the meeting focused and productive, as well as ensuring that all team members are on the same page regarding both the meeting’s immediate scope and its larger context within the team’s mission.

ZipDo, developed by our team, serves as a bridge between your calendar and a collaborative workspace designed for each meeting. It encourages the compilation of a shared agenda, with inputs from all team members. This collective effort ensures better-prepared meetings, leading to enhanced productivity and streamlined meeting management.

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Step 2: Preparation

Conduct the necessary research needed for your meeting by thoroughly understanding the context of the discussion topics. This includes gaining an in-depth knowledge of your coachee’s background, specific needs, and any concerns they might have. Thorough preparation allows for a beneficial exchange of ideas and boosts decision-making efficiency.

ZipDo, our tool, offers a solution for the seamless preparation of team meetings. It centralizes past session information, including agendas and meeting notes, making it accessible for meeting leads. This organization aids in efficient preparation and ensures that nothing important is overlooked.

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Step 3: Establishing Trust

Start the meeting with a welcoming and open demeanor, fostering a secure and trustful atmosphere. Facilitate open dialogue by reassuring participants that all discussions will remain confidential. This is pivotal in encouraging honest communication and facilitating meaningful conversation, thus building a robust team environment.


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Step 4: Listening

Listen actively to what the coachee has to say, absorbing their words and context with full dedication, while circumventing the quicksand of passing unsolicited advice or judgments. Display compassion and comprehension in your interaction, ensuring the coachee feels genuinely heard and understood. This cultivates a sense of trust and respect within the coaching relationship, enabling deeper conversation and more effective guidance.

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Step 5: Delivering Feedback

Offer constructive feedback by acknowledging strengths as well as areas of improvement. For instance, if a team member delivered a compelling presentation but lacked engagement with the audience, applaud their presenting skills while suggesting ways to enhance audience interaction.

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Step 6: Action Planning

Assist the individual in forming a strategic action plan by evaluating possible goals and methodologies. The plan should incorporate precise steps, be achievable, have quantifiable outcomes, and take into consideration time and resources available. A thorough analysis of potential challenges and backup plans should also be discussed.

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Step 7: Follow Up

Scheduling a follow-up meeting to review progress is crucial in any project or task. This enables the team to tackle potential issues, adjust the action plan as necessary, and reassess goals. The process aids in guaranteeing sustainable results, fostering an environment of ongoing improvement. Furthermore, it boosts team coordination and transparency, nurtures concentrated efforts, constructs clear communications, and upholds a productive workflow, making it a key approach in successful project management.

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Step 8: Reflecting and Recording

After a coaching session, take time to reflect and document key takeaways, successful methods, and areas needing improvement. This process of self-evaluation is crucial as it provides constructive feedback that can guide the design of more effective future coaching sessions.

Questions to ask as the leader of the meeting

1. “What are your goals and objectives for this coaching session?” – This helps to establish the focus and agenda for the meeting, ensuring clarity and alignment between the leader and the individual being coached.

2. “What are the challenges or obstacles you’re currently facing?” – Understanding the specific challenges enables the leader to provide relevant support and guidance, helping the individual overcome obstacles effectively.

3. “What strategies or solutions have you considered so far?” – This encourages the individual to think independently and take ownership of their solutions, promoting critical thinking and problem-solving skills.

4. “What have you tried in the past that worked well?” – Reflecting on past successful strategies helps the individual identify effective approaches that can be utilized again in the current situation.

5. “What resources or support do you need to achieve your goals?” – Identifying required resources helps the leader understand any limitations or gaps in support, and provides an opportunity to offer assistance or connect the individual with appropriate resources.

6. “How will you measure your progress or success in this area?” – Defining clear metrics or indicators of progress ensures a measurable and objective approach to tracking improvement and achievement.

7. “What are your strengths and how can you leverage them in this situation?” – Recognizing and utilizing personal strengths boosts confidence and enables the individual to approach challenges from a position of advantage.

8. “What areas do you feel you need to develop or improve upon?” – Identifying areas for development helps set growth objectives and allows the leader to provide targeted development opportunities or resources.

9. “What support do you need from me as your leader/coach?” – Understanding the specific support requirements helps the leader provide relevant assistance, feedback, or guidance tailored to the individual’s needs.

10. “What actions will you commit to taking moving forward?” – Encouraging the individual to commit to specific actions promotes accountability and ensures concrete steps are taken towards achieving goals.

11. “How can I best support and hold you accountable for your actions?” – Discussing accountability methods ensures that the leader and individual have a mutual understanding of expectations and helps the leader provide the necessary oversight and follow-up.

12. “How can we celebrate your progress and achievements?” – Recognizing accomplishments fosters motivation and a positive work environment, reinforcing the importance of celebrating successes.

Note: These questions serve as a general guide and may vary depending on the context, individual, and situation being addressed during the coaching session.

When preparing a coaching-meeting agenda as a leader, start by defining the objective of the meeting. Identify the specific topic or issue that needs to be addressed and set clear goals. Break down this topic into smaller discussion points to ensure a focused and organized meeting. Consider incorporating relevant activities or materials to enhance participation and engagement.

How To Prepare For A Coaching Meeting
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During a coaching meeting, it is beneficial to discuss topics such as setting clear goals and objectives, identifying strengths and areas for improvement, devising action plans, exploring strategies for personal and professional development, addressing challenges and obstacles, providing feedback and guidance, and fostering a collaborative and supportive environment for growth.

See Our Coaching Meeting Template
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Software tools to facilitate a Coaching Meeting

Software plays a crucial role in enabling leaders to effectively run coaching meetings. It streamlines communication, facilitates goal setting, and provides a platform for tracking progress. With features like video conferencing, document sharing, and performance analytics, software empowers leaders to connect with their team members, provide guidance, and drive personal and professional development.

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Running a productive coaching meeting doesn’t have to be a daunting task. With clear objectives, an engaging structure, open communication and respect for time, the journey towards successful coaching meetings can be smooth and efficient. These meetings can serve as an enriching platform for personal growth and team development. Remember, the essence of a coaching meeting lies in its empowering impact, unlocking the potential of individuals while fostering a culture of continuous learning and improvement. It’s all about striking the right balance – between challenge and support, feedback and encouragement, structure and flexibility. Start implementing these strategies today and watch as your coaching meetings transform into powerful tools for leadership and performance.

Jannik Lindner

I'm Jannik and I write on MeetingFever about the experiences from my career as a founder and team lead.

If you have any questions, please contact me via LinkedIn.

Popular Questions

What is the purpose of a coaching meeting?

A coaching meeting is designed to help the coachee identify their strengths and weaknesses, improve their skills, and achieve their personal and professional goals. It’s a powerful tool for performance enhancement, learning, and development.

Who typically leads a coaching meeting?

The coach, often a supervisor, manager, or an external professional coach usually leads a coaching meeting. They guide the conversation, provide feedback, and suggest strategies for improvement.

How often should coaching meetings take place?

The frequency of coaching meetings may vary depending on specific needs and goals. However, they’re often held on a regular basis, such as weekly or monthly, to provide ongoing support and to track progress over time.

What topics are commonly discussed in coaching meetings?

Topics can vary greatly depending on the purpose of the coaching. They may range from task-related issues like job performance and skill improvement, to personal development topics such as leadership ability, conflict resolution skills, or work-life balance.

What is the usual duration of a coaching meeting?

The length of a coaching meeting can also vary, but they typically last between one to two hours. This provides sufficient time to discuss progress, address any issues, and plan actions for future development.

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