Managing the back-end of your online coaching business
Delenta online coaching platform is a tool that simplifies the day-to-day running of your coaching business and enables you to conduct all your coaching related activities remotely, regardless of your physical location.
Coaches are using Delenta to experience impactful transitions. From life coaches to educational service providers, all types of coaches, consultants and mentors are enjoying the benefits of streamlining their operations to enjoy more clarity, control and calm in their daily operations. It’s wonderful to see our platform being so instrumental in these positive transformations.
Let’s delve deeper into the key activities in running your coaching practice:
1. Appointment setting and calendar management
Setting up coaching appointments is such a critical part of a coaching practice but it can be a time-consuming activity. Online availability applications are the most efficient solution in terms of publishing your availability and for your potential clients to request your time.
With Delenta, you’re able to publish your availability, take bookings and schedule appointments. Your own Delenta coaching calendar gives you a helicopter view of how sessions are scheduled. Furthermore, you can link your Google or Outlook calendar with Delenta to see all personal and coaching events in one place while you manage your availability.
2. Conducting discovery sessions with prospects
Before you begin working with a prospect, it’s a good idea to conduct a discovery session to see if you’re a good fit. In order to gain the best possible outcomes on both sides, a ‘virtual coffee’ or informal chat via one of the applications mentioned below will help you both decide. You may have some sort of questionnaire or other onboarding processes as a first step, or perhaps you prefer to launch straight into a meeting to see if your offerings match the needs of your prospective client. Be upfront and honest. If you’re not confident that you can provide significant value in terms of the help they require, it’s always better to conclude that you’re not the best fit and maybe refer them to someone else that better meets their needs. Ignore any negative ‘gut feelings’ at your peril, and don’t make promises that you know you can’t deliver. Now’s the time to get absolutely clear on client expectations!
3. Selling coaching packages
Having established that you’re able to meet your clients specific needs, you may decide on an individual paid consultation, or maybe you’ve decided that a coaching package over a series of weeks or months is the best way forward.
Coaching packages are a great way to:
- Help you to make your income stream more stable and predictable.
- Attract serious long term clients to build lasting relationships and achieve longer-term goals.
- Get more clarity in terms of how the market perceives the value of your coaching.
In Delenta, you’re able to create coaching packages where the client can see your offering quickly and clearly. The ‘call-to-action is clearly defined and they can purchase their chosen package at the click of a button. Delenta allows you to offer recurring payment plans. This is not only a great solution for your client, but it allows you to plan your business and forecast your revenue much more easily. You can identify any gaps to help you plan where you need to be focusing more on marketing and onboarding.
4. Conduct coaching sessions with clients and prospects
Even before the Covid-19 situation, virtual coaching sessions were becoming increasingly more popular. Apart from the convenience of not needing to travel, the scope of your offering can be extended worldwide and not simply confined to your geographic location. This quite literally opens up a world of possibilities for your coaching business and the people you can support! Popular ways to connect with clients virtually include Zoom, Skype, Google Hangouts, Facebook Messenger and WhatsApp, to name a few.
Delenta has partnered with Zoom to help you conduct your virtual one-to-ones, group events and webinars with minimum effort and keep everything organised and in one place. You can record and store your sessions securely inside Delenta and your clients can easily find past sessions, too. They don’t have to store them in their own files on their computer. They can simply go straight to their Delenta client portal and find everything there.
5. Create availability for potential clients to book introductory sessions
In order to avoid endless email exchanges and coordinating between each other, it is useful to have tools like appointment scheduling or booking software that can help automate the process of scheduling meetings with potential and existing customers. This not only can help people to schedule time with you by eliminating any unnecessary back-and-forth emails but you’ll also benefit from automatic meeting reminders. So this way, you can focus on serving your customers effectively, rather than spending time scheduling customer appointments and sending out reminders,
With Delenta’s availability publishing and appointment scheduling, you can share the days and times you offer appointments, so customers can see when you’re available. You can also choose when you want to send your customer’s appointment reminders and follow-ups. Plus, Delenta will notify you every time your availability is requested.
What is unique about Delenta’s availability publishing is that it is connected to your own CRM and coaching profile that sits within your Delenta coaching portal. This way, when a prospect requests your availability through your coaching profile the system will create a record of the prospect automatically in your CRM with their information. The record will also be added to your Delenta Coaching Calendar instantly to avoid any double booking. Another great benefit of Delenta is that you can conduct these requested sessions within the same system without having to login to your Zoom or any other platform.
6. Client management; coach notes, client activities and follow up with clients
Using your notebook or a web tool like Google Documents to record and track your coaching activities such as any tasks given to clients complete before the next session would be a good practice.
As you move your coaching business online it is important to store these notes in a system that can be easily accessible and most importantly able to assure their confidentiality. Although it is possible to use free tools like Google Keep, or any third-party mobile apps it won’t be easy to manage these multiple systems as you grow your clientele.Another consideration is to improve client accountability among your clients through SMART goals and actions. As a coach you understand, customer success is not about doing everything and anything to help your customer be successful; sometimes it’s about ensuring your customers know where they’re in their journey and holding them accountable.
Delenta provides coaches with a session notes space to store notes in a confidential space and also share notes with clients. In addition to notes, you’re able to create tasks and track your clients progress easily.
7. Keep a track of coaching sessions and payments
As a busy coach, having all your upcoming coaching sessions and payment processes streamlined so you do not have to spend time unnecessarily chasing clients for any of these things is ideal. As you scale your coaching practice, the number of sessions you conduct per week also grows. It is highly advisable and convenient to have a system that can help you to track all your sessions, payments, revenue and clients in one place.
That’s exactly what Delenta offers for coaches. It allows you to track your sessions under your coaching dashboard and also send reminders in regular intervals. In addition to this, Delenta tracks all your sessions and offers you detailed reports outlining the trends, so you can be in control of your business. In terms of financials, Delenta offers comprehensive analytics on how much you get paid daily, weekly and monthly and even helps you to understand your best selling coaching packages too.
8. Invoicing clients and collect payment in time
Getting paid for your valuable time and services is key to the sustainability of your coaching business. In order to get paid, you should have a way to send customers and clients an invoice and receipt — both for their records, as well as your own for taxes. Having a good invoicing system makes sure every client and customer invoice has all the key components that will allow you to track the work delivered, follow up on outstanding invoices, identify your top paying clients, and understand your best-selling coaching packages.Like most things worth doing, creating an invoicing process isn’t the easiest task to accomplish. It requires some strategic thought, a handful of decisions that could impact your business long-term, and a bit of alignment.
Delenta makes this process automated from the beginning. As mentioned above, you’re able to create and sell coaching packages within Delenta. The invoicing process is also an integral part of the package purchasing process where the client will be given an invoice as part of their purchasing process.
Yes! This means you don’t have to do any manual work with creating and sending invoices to your clients. All the invoices will be available to access under each client and their payment status is highlighted within the platform. For your clients, they are able to track and access all their invoices easily through their dedicated client portal.
9. Email list building and regular updates
Building your email list is one of the most important elements of your marketing strategy. With a list, you can send newsletters, promote your events, and showcase your services, all while turning leads and prospects into paying customers. It’s not easy to build an email without an email automation system such as MailChimp, Active Campaign and many others.
When it comes to building your mailing list, Delenta can directly help you to add your leads, prospects and clients to your MailChimp email list directly from your coach portal.
When a potential client requests your time through your Delenta profile they will also be added to your default email list in Mailchimp automatically provided they opt-in to receive emails from you.
Delenta hears you. We are here to share this journey with you and make it a successful and fulfilling one for all.
Here’s to all you coaches, who work tirelessly day and night to brighten someone else’s tomorrow, the unsung heroes and role models for social change.
If you are still wondering what Delenta is….
Delenta is an all-in-one platform to help coaches and mentors easily establish and scale their coaching business. The platform provides all the necessary tools to manage the complete life cycle of a coaching client. Tools include lead capturing, availability publishing, payment processing, real-time audio/ video, client accountability portal, group coaching capability and much more. Delenta is integrated with Zoom, PayPal, Stripe and Mailchimp. You can get your profile and offerings set up and marketable within the hour, and easily share it online to your own social media and anywhere your ideal client hangs out!
To learn more about Delenta:Join us for our weekly LIVE Q&A to learn more about Delenta, and how your can be part of our growing coaching community.These sessions are interactive, informative and designed to help you understand what it takes to really grow your online coaching business, and how Delenta can help you save time & money, and grow your business.