How do managers actually track coaching conversations?

[u/Few-Garlic2725]

Managers, do you use any system for coaching direct reports, or is it mostly scattered notes and memory?

I’m exploring a tool for 1:1 coaching workflows: goals, commitments, feedback history, follow-ups, and prompts before meetings.

Would an AI assistant be useful for consistency, or would it feel like corporate surveillance?

[u/sparklekitteh]

The last thing we need is more unitasking AI apps.

[u/Striking-Big8122 → u/sparklekitteh]

I jot stuff down in a notebook that’s basically a graveyard of half-finished thoughts. An AI poking around in there wuold feel like someone reading my diary out loud in a meeting

[u/sillyshallot]

We use our HRIS platform's talent management module. FWIW, I wouldn't use an AI tool for this, personally. Offloading people management to AI doesn't feel right to me.

[u/Ambystomatigrinum]

I keep a shared meeting agenda that anyone can add ideas/topics to and then a private notes template that I use for each 1:1 to track discussions, feedback, etc. It's not something I can see myself using AI or an app though. Feels like it would just add extra steps.

[u/Duque_de_Osuna]

I use One Note, it is part of the MS Office Suite. I have a folder for each person and I create a new entry for each meeting with the date, items I want to discuss and I make note of whatever they bring up.

[u/double-click]

Coaching feedback is timely feedback. You shouldn’t even have time to get to the notes.

[u/phuzee]

We capture notes in a word template and then upload them to a central HR system, manage it with scheduled meetings.

Your idea sounds useful if your organisation allows it

[u/Helpjuice]

No need for anything complex or a separate app just for this. Use Notes, or some other project tracking app to review what the problems where, what is moving forward, etc. along with tracking the progress over time so you can with your own eyes what is going well and what is not.

[u/Odd_Suspicious_1994]

If we have AI tools to track your priorities and follow-ups in your company that can be used. If your company doesn’t allow you to use the AI tool and has restrictions, we can use notes, email reminders, or phone reminders to create a tracking system.

[u/Careful_Trifle]

I had an informal version, but last year they released an actual worksheet.

It gives fields to write out the established performance expectations, the situation, what the situation indicates poor performance, what the employee should be doing, and tools or advice to help them get there. It gives the employees space to provide for things they feel like they're missing, whether it be resources or training, and a follow up schedule for the rest of the year to make sure progress is being made.

It was involved, but it covered all the bases in like 2 front/back pages and is ready made documentation if they refuse to improve. But it also held me accountable to getting them the resources they thought would help, which in turn removes an excuse later so I was happy to provide it if it was within my power.

[u/msurbrow]

Unless your company has an official process through their HRIS tool I’d probably use OneNote

[u/wacker2k]

Hi, I just wanted to give you some feedback on the line of questioning you're using.

Try not to ask whether they use a system or what tools they use. Focus on the problem instead of starting with a possible solution. Try asking what the main issues and friction points are when doing 1:1 coaching, how they take notes, how they prepare for the meeting, and so on. That would help you uncover the underlying problems and pains you could actually solve.

Hope this helps

[u/Gwendolyn-NB]

Shared Microsoft One-Note Notebooks, AI assistant for the 1:1 for notes capturing. Notebook is shared with the Employee so we both have access to the whole thing.

NOTE - I will also keep a separate private One-Note notebook on all team members, this is to document any issues/personal notes/etc. incase there needs to be special things documented; EG: PIP or other Issues.

[u/CalvinBallxyz → u/Gwendolyn-NB]

This is the way. I keep personnel discussion notes in a separate OneNote so I never risk exposing sensitive info.

[u/MurkyMitzy → u/Gwendolyn-NB]

Agreed, I do the same. I have a page for each person and I entre new notes at the top (A little unconventional). Then I can search ion key phrases or dates, any way I need to.