As a nutrition coach, the check-in process is one of the most important aspects of your work with clients. It is an opportunity to track, monitor and reflect on progress, identify areas for actionable improvement, and foster a stronger and trusting relationship with your clients. However, managing these check-ins can be time-consuming and inefficient, especially with a larger client load, leading to frustration for both you and your clients. In this article, I provide seven hard-hitting tips for improving your online client check-ins.

1. Set Clear Expectations 

My first tip to Improve your online client check-ins is to set clear expectations about the check-in process and what it entails. Let your clients know how frequently you expect to check in, what information you will need from them, and what they can expect in terms of feedback and support. This will help to ensure that both you and your clients are on the same page and can work together effectively.

You should also include the consequences of late check-ins, after-hours emails and messages and how you approach them. My tip here is to make sure you give yourself plenty of freedom here and not lock yourself into a 2-3 hour turnaround on check-in responses.

2. Use some Apps/Technology to Improve Efficiency

There are a wide range of tools and technologies available that can help you to streamline and improve your online client check-ins. For example, consider using a nutrition tracking app or software that allows your clients to input their food intake and track their progress. You can also use video conferencing tools to conduct video or voice-recorded check-ins. Here are some examples of popular coaching platforms and apps:

• Zoom: This video conferencing software allows you to conduct virtual check-ins with your clients, which can save time and improve efficiency
• Loom: A video + screen recording platform that allows you to send detailed check-ins to your clients in a face-to-face manner
• Google Forms: This free tool allows you to create customized surveys and questionnaires to gather feedback and track progress from your clients. Honestly, you could go out and purchase a sleek, modern survey tool, but this gets the job done for FREE!
• TrueCoach: This app provides coaching tools for trainers and nutrition coaches, including the ability to assign workouts and track progress.
• CoachAccountable: This coaching software allows you to set goals, track progress, and communicate with clients through a secure online portal.
• Trainerize: This app provides a variety of coaching tools, including customized workout plans, progress tracking, and client communication.
• My PT Hub: This app provides a range of tools for personal trainers and nutrition coaches, including workout plans, progress tracking, and client communication.
• SenPRO: A all-in-one nutrition coaching app for sports nutritionists and dietitians. It provides meal planning software, high-performance recipes and more!
• Healthie: This platform allows you to conduct virtual consultations, track progress, and communicate with clients through a secure online portal.
• Practice Better: This software provides tools for nutrition coaches and other healthcare practitioners, including client management, scheduling, and progress tracking.
• FitSW: This app provides a range of coaching tools, including customized workout plans, progress tracking, and client communication.
• Vagaro: This software provides tools for appointment scheduling, client management, and progress tracking, and is designed for health and wellness professionals including nutrition coaches.
• Calendly: This scheduling software allows you to set your availability and schedule appointments with clients, which can save time and reduce scheduling conflict
• MindBody: This software is designed for health and wellness professionals, and includes tools for appointment scheduling, client management, and progress tracking.

3. Be Consistent as possible

Consistency is key when it comes to improveing your online client check-ins. Set a regular schedule for check-ins and make sure that you stick to it. This will help your clients to develop a routine and will also make it easier for you to manage your workload. Chasing after late check-ins will only increase stress and anxiety.

4. Set Talking Points 

To avoid long-winded, rambling and aimless check-ins from your clients, it is helpful to set talking points for them to adhere to. Of course, you should also allow them to ask questions and discuss topics important to them. However, in my experience with over 1000 check-ins, this helps the client to gather and structure their thoughts, but also prompt reflection on what matters.

Here are some examples of prompt ideas:

• How nutrition has been this week
• Any specific wins and why these were wins
• Challenges that have arisen
• Strategies incorporated to overcome these challenges
• How training has gone this week
• One thing (food/strategy/meal) incorporated that has been particularly effective
• A question that has come up this week

5. Provide Personalized Feedback to your Clients

Your clients will value feedback that is tailored to their specific needs and goals. When providing feedback, focus on the areas where your client is excelling and subsequently identify specific areas where they can improve. Always be sure to provide actionable recommendations that are specific to their needs, and avoid giving generic advice that may not be relevant to their situation.

It is also important to help them recognize how far they have come since beginning the coaching process, this will help not only highlight the value of your coaching, but also remind the client that it's not always about what's next. Often times, reminding your client about this will only motivate them more, as they are associating positivity and feelings of success with the process. They will in turn be more trusting and open to pushing onward.

6. Be Approachable Online

The check-in process is an opportunity to build a stronger relationship with your clients and improve your online client check-in process. This will increase the likelihood of them actioning your recommendations, but also, resigning for another coaching term. Take the time to get to know them and their needs, and show that you are invested in their success. This will help to build trust and will also make it more likely that they will stick with your program over the long term.

One tip I give many coaches is to open the check-in with a non-coaching introduction. This can be a little insight to your life, telling a joke or asking them about a current event in the mainstream media. This will show your client that you are not just checking in to cross their name off the list and are truly interested in connecting.

7. Stay Positive, but don't Sugarcoat

Finally, it is important to keep the check-in process positive and supportive. Even if your client has not made as much progress as they would like, focus on the positives and providing encouragement and support. This will help to keep them motivated and engaged, and will help your client to associate the check-in process with positive feelings.

However, with all that said, it is equally important to recognize and address any frustrations or set-backs that the client has experienced. There are coaches out there that will glaze over these and distract from them, in attempts to paint their coaching process as highly successful. In my opinion, another reason for coaches employing this "positivity" technique, is their lack of knowledge and expertise for addressing certain issues e.g. weight loss plateau

Take Home Message

Anyone unqualified individual can use an online macro calculator to set up a basic nutrition program. It is your 1-to-1 coaching and ability to connect with people that will set you aside from the rest, and make yours worth it.

Take these tips and try them out. If you have any others, let us know below in the comments and we can add them in to the article with a special shout out to you!