Taking notes can be a distraction from being fully present with your client. You can focus on writing, for example, rather than listening and can find yourself recording facts rather than the key themes. You may also miss some interesting non-verbal cues if you are concentrating on writing rather than your client.
Taking notes can also formalise and slow down the interaction and this may not be helpful if you aim is to develop rapport, and encourage responsiveness and spontaneity in the sessions.
Your client may also be concerned about what you are noting down - particularly in a corporate context, where there may be concerns about confidentiality and reporting. This may lead your client to hold back in the session.
If you take notes, you can also become responsible for identifying the significant points and developments in the session rather than your client. This can also move the ownership and power in evaluating the impact of the session from your client to you.
However, notes are an invaluable resource - particularly if you are coaching a client over a period of time. Without a record of the sessions it is very difficult to trace your client's development, change, successes and achievements. A record of the actual language and images used by your client in different sessions can point to recurring issues, themes, perceptions and perspectives and your client's shifts over time. Notes of early sessions can also provide reminders of the bigger picture and initial aims identified by your client.
Notes also provide you with a record of the coaching process which can be used for your professional reflection and to inform the development of your coaching practice and skills.
Personally, I can't do without my notes, so I take the following 7 steps to limit the distractions:
1 Agree how I will take and use notes with my client before we start coaching - and address any concerns the client may have.
2 Aim to limit any note taking I do in the coaching session - I tend to make notes immediately after the session for face to face sessions.
3 Ask the client to produce the notes if they find it useful
4 Use other ways of recording - if they are appropriate to the sessions and ok with the client - this may include recording sessions.
5 Making sure that I keep any records secure and private and do not share these with third parties - even when the company is paying for the client's coaching notes are not shared with the company.
6 Make sure that any notes I produce are of use to the client - I use a template to remind me of the kinds of things that may be of use and encourage my clients to revise and use this template.
7 Make sure that I am clear with my clients about any circumstances that may cause me to share my notes, whether legal or ethical, before starting coaching.
© Sonia Thomas May 2008
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