When and How to Use Time Effectively in Coaching

In our monthly CoachUps CatchUp, this time the focus of discussion was on “Timely Coaching Conversations”. How important is it to watch the clock and count down the session? When is it okay to allow for an extended session? How to build this topic into the contracting process? A reminder that time is one of the ways to draw and create boundaries (so that a client does not start to build dependencies) and much more emerged from the exchange of views and experiences of the group that gathered. 

My big takeaway from the discussion was “If something is bothering me as the coach (related to the topic of time management) then it merits attention”. One of the skills a professional coach brings to the conversation is that of managing time. My ability to manage time (finishing ahead of time with finesse, on time, or extending the time) must be done with integrity and professionalism. Time management must serve me and my client. Anything that is getting in the way of the process and my presence can be a distraction from the real work at hand and hence it deserves to be dealt with. 

Through this CoachUps CatchUp, what bubbled to the surface for me was the need to think about how I wanted to engage with clients between sessions especially when it came to WhatsApp messages. 

Should my client stay connected to me between sessions courtesy of the ever-present access that technology provides? One of the ways I have found to deal with this is to tell clients that I am happy to receive updates on their progress if they so desire to send, but I am not obliged or expected to respond. 

What clearly does not work is to create such an informal relationship that a client feels they can at any time of day or night engage in a casual “what’s up coach?” kind of banter. Professional coaching creates a safe space, but it is not the same as a friendship which may allow that kind of casual anytime WhatsApp engagement. 

ICF Core Competencies No. 8: Facilitating Client Growth; in 8.6 says the coach “partners with the client to summarise learning and insight within or between sessions”. One of the ways I feel this plays out for me is about the topic of managing time and also the time between sessions (where WhatsApp plays a role). The answer to this WhatsApp dilemma and all the other questions seems to be the same. Does it work for me and for my client? If it works for both, then the coaching works. If not, it needs to be addressed. 

If a little extra time on a particular day, unlocks an insight and provides a breakthrough for a client, and does not distract or disturb my equilibrium as a coach, then it works. If on the other hand, it cuts into my time of preparation for the next session if I have another one soon after, it may be doing a disservice to the next client. From time to time, extending a session may be okay (if it works for both client and coach), but it should be the exception, not the rule, is my conclusion.

Take the time to examine the role of time management in your sessions and if it is working or not working for you. Maybe there is something you need to address as a client with your coach or as a coach with your client. The partnership will be strengthened when the ‘time is right’ and it’s always the right time to keep lines of communication open and clear. 

Here is a quick ready reckoner of 5 crucial elements related to managing time. Might as well get clarity on these:

How will you deal with a no-show?

Will you call the client? Or message them? Or simply wait for 5-10 minutes and then log off the call or leave the venue?

How will you work with a last-minute cancellation?

 What is last minute for you? 24 hours or 2 hours before or 20 minutes ahead of the session?)

How will you signal to your client that they are coming towards the close of

a session? 

"We are approximately half way through the session…. We are

approaching the last 15 minutes of our time together today…”

How much access and availability will you offer between sessions?

 “Feel free to connect with me if you need to schedule a session ahead of the

next planned one…” or “Is there anyone other than me that you can find to

support you between our sessions…”.

What happens if you have to cancel a session or change the schedule on

short notice?

 Do you offer any compensation or an extra make good session? Or maybe another coach fills in for you with the client’s consent?

Think of all the various scenarios that could emerge and build it into the contract (written and verbal) and remember the old saying “a stitch in time saves nine.”

Nikhil Dey is a certified ICF coach and founder of soul2solecoaching. He is the first recipient of the ICF India coaching excellence rising star award.