How to handle a client who isn't getting results

Every coach with more than a year of experience has had this client: showing up, doing the work in front of you, but the numbers aren't moving. Before you change the programme — and before you blame the client — work through this diagnostic in order.

Step 1 — separate adherence from execution

Are they doing the plan you wrote, the way you wrote it? Or are they doing 70% of it, missing the conditioning, and quietly under-eating four days a week? You can't programme around a phantom. Pull the data — sessions logged, sleep tracker if you have one, food log, weekend honestly — and look at the actual inputs before changing anything.

Step 2 — check the measurement window

Fat loss, strength, hypertrophy, conditioning — each has its own honest measurement window. Below those windows you are looking at noise, not progress. Trying to read fat loss off two weeks of scale weight is a mistake even experienced coaches make. Step back and look at a four- to six-week window before deciding the plan isn't working.

• Fat loss: 4–6 weeks minimum, with weekly averages — not daily readings.
• Strength: 6–8 weeks for clear progression on a programmed lift.
• Conditioning: 4 weeks of consistent sessions before re-testing.
• Body composition by photo: 8 weeks, same lighting, same time of day.

Step 3 — have the conversation

If after honest diagnosis the answer is still 'we should be seeing more', have the conversation directly and without blame. 'I've been looking at the last six weeks and the progress isn't where I expected it. I want to walk you through what I'm seeing, and I'd love your read on it.' Then listen. Sometimes you learn the client is doing exactly what you wrote and you need to change the plan. Sometimes you learn they're cancelling on themselves at the weekend and didn't want to say.

Step 4 — change one thing at a time

When something does need to change, change one variable. Either training volume or calories or sleep target or session frequency — not all four. If you change everything, you'll never know what worked. Give the new variable its honest measurement window and look again.

When to part ways

Some clients aren't ready, no matter how good the coaching. If you've diagnosed honestly, changed variables, had the conversation twice, and the same pattern continues — it's kinder to end the relationship cleanly than to keep taking the money. 'I don't think I'm the right coach for where you are right now. Here's what I think would actually help, and I'd love to revisit when you're ready.' Said well, that conversation often brings the client back, on the right footing, six months later.

"Diagnose the inputs before you change the plan, and have the conversation before you change the client."