Taking notes can be a bit of a double-edged sword. On one side, it helps capture key insights, commitments, or phrases that feel pivotal in the moment. But on the flip side, it can sometimes disrupt the flow, pulling you (or the client) out of the deep listening mode. As Henry Cloud and John Townsend mentioned in Boundaries for Leaders (2013), being fully present is a big part of creating a meaningful coaching experience.
Here's a summary of some of the pros and cons of in-session note-taking:
Pros:
Memory Aid: Capturing key points immediately ensures nothing essential slips through the cracks, especially when the conversation gets complex.
Tracking Client Progress: Notes allow us to revisit topics over time and track commitments or shifts in the client’s thinking, aligning with Kolb's Experiential Learning Theory (Kolb, 1984) by helping structure reflection and learning over time.
Clear Commitments: When clients hear you jotting down their action points, they often feel more accountable for them—it's like they're "recording" their commitment to themselves.
Cons:
Interrupts Flow: Physically stopping to write can pull both you and the client out of the present moment, potentially diluting the quality of the listening. As Otto Scharmer highlights in Theory U (2007), effective coaching happens in “presenting”—a state of fully focused awareness.
Client Discomfort: Some clients may feel self-conscious or even uneasy with too much visible note-taking, which can disrupt the connection.
Mental Presence Over Paper: Focusing on note-taking can prevent us from fully experiencing what’s going on in the room, including picking up on subtle cues, energy shifts, and unspoken insights.
Missed Visual Cues: Looking down to take notes means risking the loss of crucial visual information. A slight furrowed brow, a fleeting expression, or a relaxed posture can convey emotions and insights that words may not capture. As communication expert Albert Mehrabian’s research (1971) suggests, nonverbal cues are often the backbone of emotional understanding in any conversation.
And can you ready your own writing if you are note taking in a hurry?
Alternatives to In-Session Note-Taking
Post-Session Reflection Many coaches find that taking five to ten minutes immediately after a session to jot down reflections and key points can be highly effective. This approach allows you to capture the “big picture” insights, any action steps the client committed to, and notable shifts in energy or emotion. By reflecting afterward, you avoid breaking the flow during the session, ensuring a more immersive experience for both you and your client. Plus, it gives you a chance to capture your intuitive impressions while they’re still fresh—often leading to richer, more accurate notes.
Themed Reflection Sheets Some coaches create simple, themed reflection sheets they can fill out quickly after each session. Each sheet may have prompts like “Key Insights,” “Action Items,” “Energy Shifts,” and “Unspoken Observations.” This structured approach makes post-session reflections quick and efficient while capturing what’s essential.
What feels like it would work best in your style? And are there any specific challenges you've encountered with note-taking so far?
If any of these resonate with you (or don’t!), I’d love to hear your thoughts.
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