An executive wants access to your coaching notes. How can you protect their confidentiality?

Many of us--especially those of us in the US--live in litigious societies, and because of this, I take very limited notes during executive coaching sessions, generally writing by hand just a few phrases at the beginning of a session to make sure that I fully understand their goals. I ask for permission to do so at the beginning of our time together and discard them after a session. I ask clients to be responsible for recording their own homework assignments and goals; I don't write, maintain, or send ongoing records of our sessions. I encourage clients to keep their own notes, which cements what they're learning and encourages their own commitment to the process. If a client asked me not to take any notes, I'd be happy to comply.

Well, if I am coaching that executive then they are totally entitled to their notes. If not, they are not. Simple. However, I generally just scribble things as we speak that I can refer back to in the conversation. I use an AI notetaker that sends them the call and notes.

A haiku on understanding privacy: Guard coaching notes well, Sensitive insights kept safe, Privacy ensures trust. When someone asks to see your coaching notes, it's important to remember that these notes are private. They contain important information that could hurt someone's feelings or growth if shared. Explain that these notes help you do your job better and are not usually shown to others. It's like keeping a secret diary where you can write freely without worrying about others reading it.

Again, having a strong contractual agreement from the outset protects both you and your client. The ICF provides contract templates to its members and also provides concrete ethical guidance on the importance of confidentiality, including in record-keeping.

As an executive coach, protecting the confidentiality of coaching notes is paramount. Spiritual Intelligence reminds us to honor the sacred trust clients place in us. While legal considerations are crucial, a “Holistic” approach involves deeper reflection. Consider inviting clients into a dialogue about mutual trust and respect rather than simply asserting proprietary rights. By fostering transparency and openness, we not only safeguard confidentiality but also enrich the coaching relationship with a foundation built on shared values.

As we navigate the challenge of balancing transparency and confidentiality in coaching relationships, a “Holistic” approach can be enlightening. Instead of focusing solely on providing summaries, integrating Spiritual Intelligence can deepen the client's reflection. By encouraging them to connect with their inner wisdom and values, we foster a deeper understanding that transcends mere progress updates. This “Spiritual Lens” invites us to see beyond the surface and tap into a realm of profound growth and self-discovery. Embracing this perspective enriches the coaching journey with a profound sense of purpose and alignment with one's "Higher Self".

Fostering an environment of trust transcends mere verbal assurance. Spiritual Intelligence plays a crucial role here. It calls for a deeper connection beyond words, where energies align in harmony. While open dialogue is essential, the true essence lies in the unspoken understanding that confidentiality is not just a policy, but a sacred bond. Embrace this sacred space, where growth flourishes in the sanctuary of shared trust.

I advise colleagues to develop familiarity with the ICF guidelines and ethics, which include guidance on confidentiality, information sharing, and information release. These are available to all, even if you're not a member of the ICF, via their website and a very helpful series of videos on their Youtube channel.