Welcome to the Coaching Table where we walk through insights on how to grow a thriving, scalable, and profitable Coaching Practice away from all the agency scams, certification mill scams, and more.Ok, so here’s something wild: the average coach spends six to eight hours a week just writing emails. That’s almost 20% of their workweek gone—just like that.
Wow, that’s a lot of time for something that feels so routine. But when you think about it, emails are such a critical part of coaching. They’re not just messages; they’re how you set expectations, follow up, and even prove your value.
Exactly. And that’s why tools like Google’s Gemini AI are so intriguing. They promise to cut down on that time while still letting coaches maintain the quality and personalization that their clients expect. But, of course, it all comes down to how you use it.
Right, because AI isn’t magic. It’s only as good as the prompts you give it. So, if you’re vague or generic, you’re going to get vague or generic results. But if you’re specific and intentional, it can be a total game-changer.
And that’s what we’re diving into today—how coaches can use AI, specifically Gemini, to transform their email workflows. Let’s start with why email writing takes so much time in the first place. It’s not just about typing words on a screen, is it?
No, not at all. Coaches are dealing with a lot of moving parts. For example, when you’re onboarding a new client, you’re not just saying “welcome.” You’re setting the tone for the entire engagement. You have to balance professionalism with warmth, outline what they can expect, and make sure they feel supported right from the start.
And then there are follow-ups after coaching sessions. Those emails are critical because they reinforce what was discussed, keep the client accountable, and maintain momentum between sessions. But they also have to be detailed and precise, especially if you’re working with executives or teams.
Exactly. And let’s not forget progress reports. When you’re coaching in a corporate setting, you’re often expected to tie your work to measurable outcomes. That means your emails have to connect the dots between what you’re doing and the business results the organization cares about.
And all of that takes time. Even if you have templates, you still have to customize them for each client. You can’t just copy and paste the same email to everyone. Each client has unique challenges, goals, and expectations, and your communication has to reflect that.
That’s why the average coach spends so much time on email. But here’s the thing: with the right tools and strategies, you can cut that time down significantly. And that’s where Gemini comes in. Let’s talk about how it works.
So, the key to using Gemini effectively is the prompts. The more specific you are, the better the output. For example, let’s say you’re writing a welcome email for a new client. Instead of just saying, “Write a welcome email,” you’d use a prompt like this: “Write a welcome email to [client name], a [title] at a [company size] company, who just enrolled in [coaching type]. Include: welcome message, what to expect in our first session, how to prepare, and next steps. Tone: professional yet approachable. Length: 200 words.”
That’s such a great example. It’s not just about telling Gemini what to do; it’s about giving it all the context it needs to create something that feels personalized and thoughtful. And once you’ve created a prompt like that, you can reuse it for other clients, just tweaking the details as needed.
Exactly. And it’s not just onboarding emails. Follow-ups are another area where Gemini can save a ton of time. For example, after a coaching session, you might send a summary email that highlights key insights, outlines action items, and includes any resources you discussed. A good prompt for that might be: “Draft a follow-up email summarizing today’s coaching session about [topic]. Include: three key insights discussed, action items with deadlines, resources mentioned, and encouragement. Reference specific examples from our conversation: [insert 2-3 specific points]. Professional but warm tone. 250 words maximum.”
That’s such a smart way to use AI. You’re not just saving time; you’re also ensuring that your emails are consistent and high-quality. And for clients, that consistency builds trust and shows that you’re paying attention to the details.
And that’s so important, especially when you’re working with executives or teams. They expect precision and relevance, and a well-crafted email can make all the difference. But let’s talk about progress reports, because that’s another area where Gemini can really shine.
Oh, definitely. Progress reports are crucial, especially in corporate coaching. They’re how you demonstrate the value of your work to stakeholders who might not be directly involved in the coaching sessions. A good prompt for this might be: “Write a monthly progress email to [client name]’s supervisor summarizing coaching outcomes. Include: sessions completed this month, specific behavioral changes observed, progress toward stated goals [list 2-3 goals], KPI improvements [specify metrics], and recommended next steps. Data-driven and professional tone. 350 words.”
I love how that prompt guides you to include all the critical elements—sessions completed, progress made, and next steps—while still leaving room for you to add your own voice and specific examples. It’s a great way to show the impact of your coaching in a clear and concise way.
And it’s not just about showing impact; it’s also about building credibility. When you can tie your coaching activities to measurable business outcomes, it reinforces your value as a coach and helps you build stronger relationships with your clients and their organizations.
Speaking of value, let’s talk about ROI justification emails. These are so important, especially when you’re trying to secure buy-in from department leaders or other decision-makers. A good prompt for this might be: “Compose an email demonstrating coaching ROI for a [department] leader. Highlight: initial challenges, coaching interventions implemented, quantifiable improvements in [metrics like retention, decision speed, team engagement], cost savings or revenue impact, and continuation recommendations. Include comparison data where possible. Professional, evidence-based tone. 400 words.”
That’s such a powerful way to communicate the value of coaching. You’re not just saying, “This is what we did.” You’re showing, “This is the impact we had, and here’s the data to back it up.” It’s a great way to build trust and secure ongoing support for your work.
And that’s really the goal, isn’t it? To use tools like Gemini to not only save time but also enhance the quality and impact of your communication. Whether it’s onboarding a new client, following up after a session, or demonstrating ROI, the right prompts can make all the difference.
Absolutely. And the best part is, once you’ve created a library of prompts and successful outputs, you can reuse and adapt them as needed. It’s all about building a system that works for you and your clients.
And that’s the key takeaway here: mastering AI prompts can transform email writing from a time-consuming chore into a strategic advantage. The hours you save can be spent on activities that truly move the needle for your clients and your business.
Exactly. And for any coach out there feeling overwhelmed by the sheer volume of emails they have to write, tools like Gemini are worth exploring. It’s all about working smarter, not harder.
Well said. Let’s leave it there for today. Thanks for the great conversation.
Always a pleasure. Until next time! And that's it everyone. That's the podcast. Remember, no coaching practice can grow without investing in marketing and having an online presence. You can do both for your practice today by creating your own free listing at Noomii.com. At "Noomii" we make coaching simple. Thanks again.