Coaching: 10 Best Practices to Develop Your Team (with Examples & Pitfalls)

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​As leaders, developing our teams is about more than just guiding them to hit targets—it's about empowering them to grow as producers, team members, and leaders. Here are 10 best practices, real-world examples, and what not to do to avoid common pitfalls:

1️⃣ Consistency is Key
Example: During bi-weekly project reviews, ask specific questions like, "Last time we talked, you were refining the customer service feedback process. How did that go?" Keeping the conversation tied to prior commitments keeps progress on track.
What NOT to do: Don’t skip regular check-ins and assume everything is progressing. Inconsistent feedback can lead to missed deadlines and misaligned priorities.

2️⃣ Struggle Strengthens
Example: When a team member faces a tech implementation issue, resist the urge to solve it. Instead, ask guiding questions like, "What outcomes are you aiming for? What options have you considered?" This way, they take ownership and find a solution themselves.
What NOT to do: Don’t jump in and fix the issue for them. This sends the message that you don’t trust them to solve problems on their own, stunting their growth and confidence.

3️⃣ Navigating Crises
Example: If a team member says, "Our lead client just announced a budget cut," help them assess the real impact. Ask, "What’s the worst-case scenario, and how can we mitigate it?" Then support them in crafting a plan to adjust timelines or renegotiate terms.
What NOT to do: Don’t let the crisis consume the conversation or escalate the panic. Avoid diving into worst-case scenarios without creating actionable solutions. Panic breeds inaction.

4️⃣ Sharpen Ideas
Example: When discussing new service offerings, challenge them by asking, "Have you considered the long-term operational impact of this?" Acting as a critical sounding board helps them see potential blind spots before moving forward.
What NOT to do: Don’t just say, “Great idea!” without challenging their assumptions. Failing to dig deeper can leave the team unprepared for the challenges ahead.

5️⃣ Strategic Planning
Example: Each quarter, help team leads create a "1-page action plan" for their department or key focus areas, like "increasing efficiency in client onboarding." This ensures everyone has clear, measurable goals.
What NOT to do: Don’t leave them out of the strategic planning process. If they aren't engaged, they won’t take ownership of the goals, and follow-through will suffer.

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​6️⃣ Action Plans Handy
Example: Keep each team member's action plan visible in weekly 1-on-1s. If a goal is to reduce project delivery times by 10%, review how their initiatives (e.g., streamlining approval processes) are progressing.
What NOT to do: Don’t bury action plans in a drawer or a forgotten document. If you’re not reviewing progress regularly, they’ll assume it’s not important and lose focus.

7️⃣ Clear Accountability
Example: After each meeting, clearly record actions. "Sarah, before our next call, you've committed to optimizing the lead management system by integrating feedback from the sales team." This makes sure there's no ambiguity.
What NOT to do: Don’t rely on vague, undocumented commitments like, "We'll figure it out." If nothing is written down, it’s easy for both parties to lose track of expectations.
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8️⃣ Clean Handoff
Example: At the end of every coaching session, recap commitments. "John, you’ve committed to finalizing the client retention report and preparing the presentation. Did I get that right?" This helps set clear expectations for follow-up.
What NOT to do: Don’t rush through meetings without confirming next steps. If team members leave without clarity, tasks can fall through the cracks.

9️⃣ Tailored Coaching
Example: For a junior team member, offer more support: "It’s okay that you missed the deadline due to unexpected client changes. How can I help you prioritize?" For a more senior leader, be firm: "You committed to finalizing the service upgrade proposal. Will you have it by Friday?"
What NOT to do: Don’t treat every team member the same. A "one-size-fits-all" approach won't work, as different personalities require different types of support and motivation.

🔟 Fewer, Better
Example: When a team member gets sidetracked by "urgent" but less impactful tasks, remind them to focus on their top priority, like implementing the new customer satisfaction survey tool, rather than getting bogged down in ad-hoc requests.
What NOT to do: Don’t let distractions or other people's priorities dominate their workload. If you don’t help them stay focused, they’ll get lost in less important tasks and miss their primary objectives.

By mastering these approaches—and avoiding the common pitfalls—we can help our teams grow and thrive. What coaching techniques have worked best for you, and what challenges have you faced? Let's keep the conversation going.


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