Feedback is the fuel that keeps your coaching engine running. Without it, you’re guessing at what your clients need, how they’re feeling, and whether they’re actually enjoying the process.
But let’s be honest: asking "How’s it going?" rarely gets you the deep insights you need to make a real difference.
When you ask vague questions, you get vague answers. "Fine" or "Good" might look okay on a check-in form, but they don't tell you if a client is struggling with hunger, feeling overwhelmed by their workout volume, or losing motivation.
To build deeper relationships and get better client results, you need to ask better questions. Strong feedback prompts are specific, open-ended, and designed to uncover the "why" behind the "what."
Here are seven powerful prompts you can start using in your weekly check-ins today to unlock better communication and retention.
Before we dive into the specific questions, it’s important to understand why certain prompts work better than others.
A great coaching question shifts the client from passive reporting to active reflection.
Effective prompts usually share three qualities:
By using the right questions, you not only get the data you need to adjust their program, but you also show your clients that you care about their overall success, not just their rep counts.
This is a fantastic icebreaker for a weekly check-in. It encourages clients to celebrate a win ("Drinking water was easy!") while simultaneously identifying a friction point ("Meal prepping was hard.").
Why it works:
It provides immediate insight into their psychological state. If the "hardest" part was finding time to train, you know to discuss time management or shorten their workouts.
If the "easiest" part was the warm-up, but the lifts felt heavy, you might need to adjust intensity.
Where to use it:
Include this at the very top of your weekly check-in form. In PT Distinction, you can easily create custom forms and automate them to send every week, ensuring you never miss this crucial pulse check.
Confidence is a huge predictor of long-term adherence. If a client feels shaky about their deadlift technique or confused about macro tracking, they are more likely to quit.
Why it works:
It highlights their strengths and exposes their insecurities. If they say, "I'm confident in my walks but unsure about the nutrition," you know exactly where to focus your coaching efforts for the coming week.
Where to use it:
This is great for monthly reviews or phase changes. You can send this via the in-app messenger or schedule it as a recurring message to check in on their self-efficacy.
Notice the word "almost." This prompt helps you identify potential obstacles before they become full-blown roadblocks. It uncovers the "near misses", the late nights at work, the unexpected family dinners, or the moments of low energy.
Why it works:
It helps you and the client build resilience strategies. If work stress almost derailed their workouts, you can proactively brainstorm 15-minute "emergency" workouts they can use next time stress runs high.
Where to use it:
Use this in your mid-week check-ins or weekly reflection forms. It turns a standard update into a problem-solving session.
This is a bold question, but it’s essential for your growth as a business owner. It tells you exactly what your client values most in your service.
Why it works:
Some clients love the technical feedback on their videos. Others love the "happy Monday" text messages. Knowing this allows you to double down on what works and stop wasting time on things that don't move the needle for that specific person.
Where to use it:
Save this for a monthly or quarterly feedback survey. You can create a specialized "Coaching Feedback" form in PT Distinction and schedule it to go out automatically every 4-8 weeks.
This gives your client permission to critique the plan without feeling like they are complaining. It empowers them to take ownership of their journey.
Why it works:
Maybe they hate the lunges in workout B. Maybe they wish they had more flexibility on weekends. Often, clients will suffer in silence until they quit. This prompt opens the door for small adjustments that massively increase adherence.
Where to use it:
Use this periodically or when you sense engagement dropping. If you see a client missing sessions in your dashboard, send this question via the Communication Center to re-engage them.
Sustainability is the key to results. A client might be hitting every workout perfectly, but if they are burning out to do it, they won't last.
Why it works:
It shifts the focus from "grinding" to longevity. If a client says "No," you have a golden opportunity to adjust their volume or nutrition targets before they crash and burn. This builds immense trust because it shows you prioritize their well-being over rapid (but temporary) progress.
Where to use it:
This is critical during high-intensity phases or transformation challenges. Use PT Distinction's automated messages to check in on sustainability halfway through a tough training block.
Goals change. What a client wanted on day one might look different three months in. This prompt keeps everyone aligned.
Why it works:
It resets the focus. Maybe they hit their weight loss goal and now want to focus on energy levels. Knowing this ensures your programming matches their current motivation, not their past goals.
Where to use it:
Use this at the start of every new training block or month. You can even set this up as a recurring text message (SMS) or in-app message to spark a conversation about the month ahead.
Collecting feedback is only step one. The magic happens when you analyze the answers. Don't just read them, look for patterns.
When you track themes across your clients, you improve not just one person's plan, but your entire coaching service.
The worst thing you can do is ask for feedback and then ignore it. When a client takes the time to answer these prompts, acknowledge it.
If they tell you they are struggling with protein intake, send them a recipe pack or a quick video guide. If they tell you they love the support, thank them and keep it coming.
This is where having the right software saves you hours. With PT Distinction, you can:
By streamlining the collection process, you have more mental energy to focus on the coaching, providing the empathy, strategy, and support that AI and spreadsheets can't replace.
Great coaching isn't just about telling people what to do; it's about listening to what they need. Start using these prompts this week, and watch your client relationships (and results) transform.
Ready to automate your check-ins and elevate your coaching experience? Start your 1-Month free trial with PT Distinction today.
How often should I collect feedback?
For most online coaching clients, a weekly check-in is the gold standard. It allows you to catch issues early without being overwhelming. For more in-depth feedback on your service, a monthly or quarterly survey is usually sufficient.
What if clients give vague answers?
If a client answers "Fine" or "Good," follow up with a specific "Why?" or "What specifically made it good?" You can also switch from text-based forms to a quick video call or voice note to encourage more detailed responses.
Should I act on every suggestion?
Not necessarily. You are the expert. If a client suggests a change that would harm their progress (e.g., "I want to do zero cardio but lose weight fast"), use their feedback as an opportunity to educate them on why the plan is designed that way, rather than just changing it blindly.
Can I automate feedback collection?
Absolutely. Using software like PT Distinction, you can create custom forms and questionnaires and schedule them to be delivered to your clients' apps automatically every week. This ensures consistency without adding administrative work to your plate.
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