COMMUNICATION
GUIDELINES
Clear communication makes coaching more effective for everyone. These guidelines help your coach manage all clients to the highest standard.
Why do these rules exist?
Your coach works with a large number of clients simultaneously. These communication guidelines are in place to ensure every client receives a thorough, timely, and high-quality response. When everyone follows the same structure, your coach can dedicate proper attention to each client rather than spending time managing disorganised messages.
The 5 Communication Rules
Check-ins Must Be Typed Messages
All weekly check-ins must be submitted as written text. This ensures your coach can review your responses quickly, refer back to previous check-ins, and track your progress accurately over time.
Do
Type your check-in responses clearly in the check-in form
Include all requested information in a single, well-structured message
Be as detailed as possible — the more context you give, the better the feedback
Don't
Do not submit check-ins as voice notes or audio messages
Do not send your check-in across multiple separate messages
Voice Notes Are Not Accepted
Voice notes will not be listened to or responded to. Your coach manages a large number of clients and cannot efficiently process audio messages. Written communication ensures nothing is missed and allows for a faster, more organised response.
Do
Always type your questions and updates
Use the messaging system in your client dashboard for all communication
Don't
Do not send voice notes under any circumstances
Do not send video messages in place of written check-ins
Check-ins Must Be Submitted Before 10am
Your weekly check-in must be submitted before 10:00am on your designated check-in day. This allows your coach to review all client check-ins during a structured review window and send responses in a timely manner.
Do
Submit your check-in before 10:00am on your check-in day
Prepare your check-in the evening before if you have an early or busy morning
Set a weekly reminder on your phone to avoid missing the deadline
Don't
Do not submit late and expect the same turnaround time
Do not skip a check-in — contact your coach in advance if something comes up
Avoid Sending Multiple Short Messages
Please consolidate your thoughts before messaging. Sending several short messages in quick succession is disruptive and harder to respond to than a single, well-composed message.
Do
Write out everything you want to say before hitting send
Combine all questions or updates into one clear message
Re-read your message before sending to make sure it covers everything
Don't
Do not send a message, then immediately follow with "also…" or "one more thing…"
Do not split one question across three separate messages
Avoid Messaging After 6pm
Unless something is genuinely urgent, please avoid sending messages after 6:00pm. Your coach works structured hours to maintain a high standard of service for all clients. Messages sent in the evening will be reviewed the following working day.
Do
Send non-urgent messages during normal hours (before 6:00pm)
If something can wait until tomorrow, save it and send it in the morning
Don't
Do not message late at night expecting an immediate reply
Do not consider late-evening messages urgent unless there is a genuine welfare concern
Follow the structure, get better coaching.
Clients who follow these guidelines consistently get faster responses, more detailed feedback, and better results. It's a two-way partnership — structure on your end makes all the difference.