Workflow - Business Coach / Mentor

Organisations, categories, and personas in Priority-Zero provide a simple way to organise and distinguish your work. Whether you’re managing professional projects, personal activities, or creative pursuits using a nom de plume, these flexible labels help you stay clear, focused, and in control, no matter what kind of work you're doing.

If you charge for your services, add your Mentee or Coachee as a Client. This step can be skipped if you are Mentor who provides their services for free. Clients can be added, tracked, and easily managed. Whether you're billing for services, tracking client-related deliverables, or preparing reports, clients can be linked directly to projects, quotes, and invoices, making it simple to stay on top of client work without losing focus on your broader workload.

Set up a project for your Mentee or Coachee to track and manage every part of their development plan. Projects in Priority-Zero are the foundation of your work. Each project can represent a client engagement, a personal interest, or a creative endeavour. There are two types of projects: unitary (without deliverables) and composite (with deliverables). Unitary projects can be timed and scheduled, and both can have files attached and be prioritised in accordance to your needs. Whether it's a one-off task or a long-term initiative, Priority-Zero helps you manage every project efficiently and stay on top of progress without getting bogged down in complexity.

Copy and paste a Mentoring or Coaching Agreement to outline and clarify both your obligations and responsibilities. Sample agreements provided for your reference are available for Mentors here, and Business Coaches here.

If they're already a Priority-Zero user, then invite them from the built-in Directory. If they are new, or you can't find them in the Directory, send them an email invitation from the Teams & Collaboration section.

Deliverables in Priority-Zero are the building blocks within composite projects. Each deliverable represents a specific task, milestone, or piece of work that contributes to the overall project. Deliverables can be timed, scheduled, prioritised, and have files attached for easy access and collaboration. You can also assign deliverables to Coachees / Mentees, track their progress, and, if needed, mark them as billable for invoicing purposes. Whether it's a single action item or a series of interconnected tasks, deliverables help break complex projects into manageable, actionable steps, keeping your workflow clear, focused, and efficient. Three minimum recommended deliverables for each Mentee / Coachee project are:

Keeping detailed notes is essential for tracking Mentee and Coachee progress, identifying patterns, and providing tailored guidance that fosters meaningful growth and long-term success.

Manage your consultations by scheduling sessions, tracking time, setting reminders, and keeping detailed notes—all in one place.

Assign the Coachee / Mentee Action Plan deliverable to them as their own project. They can now create their own deliverables, notes and estimates. With your input and guidance, this will help them to build a structured pathway to their final goals by identifying all milestones that need to be completed to achieve them.

Schedule consultations easily, set reminders, and keep track of every session to stay organised and on top of your Mentoring or Coaching commitments.

Priority-Zero's team & collaboration capability goes beyond peripheral chatter, and gets to the heart of the project by focussing on the things that need to get done. Enable file sharing by activating a link to your OneDrive or Google Drive account for every Coachees / Mentees to access and upload to. Coachees / Mentees have full visibility of each other's notes, and can see their scheduled and completed work. Meeting Manager makes it easy for all members to contribute questions and agenda items for meetings that can be either answered on the spot, or carried over to team meetings.

Send requests for once-off or recurring meetings to single or multiple recipients quickly and easily directly from within Priority-Zero, which automatically adjusts timezone differences. Share your availability by generating a unique link clients and colleagues can use to book time with you at a convenient date and time based around all your scheduled work, life and existing meetings and events.

Both Mentors / Business Coaches and Mentees / Coachees can add deliverables to this action plan, which should outline each identified milestone that needs to be achieved towards accomplishing the final set goal.

Track and time your consultations to stay organised, manage your sessions efficiently, and keep accurate records.

A plan only becomes effective when you put it into action. By scheduling dedicated time to work on their plan, Mentees / Coaches create a structured framework that encourages consistent progress. With Priority-Zero as their central hub for managing work, personal, creative, and leisure activities, allocating time to follow through on their goals becomes more practical and achievable.

Generate invoices for your Client quickly and accurately by selecting a date range, automatically capturing all recorded consultations and sessions that can be modified and added to as needed.

Coachees / Mentees can send requests for once-off or recurring meetings to single or multiple team menbers quickly and easily directly from within Priority-Zero, which automatically adjusts timezone differences. They can also share thei availability by generating a unique link clients and colleagues can use to book time with them at a convenient date and time based around all their scheduled work, life and existing meetings and events.

Apart from visual charts in the team and collaboration section, Coaches and Mentors also have access to comprehensive reports of their own activity, as well as for each Coachee / Mentee and the projects and deliverables they're working on. These reports also make it possible to compare your original estimates against actual time spent, making it easier to identify bottlenecks and improve estimates for future quotes and profitability

Tracking the time spent on scheduled activities not only creates a clear, detailed record of Mentee / Coachee efforts but also provides valuable insights into how effectively they’re following their action plans. This data becomes a powerful tool for evaluating progress, identifying patterns, and pinpointing areas where adjustments can enhance commitment and performance.

Every Coachee / Mentee can post questions using the meeting manager feature. They can be resolved immediately and marked as actioned, or they can be carried over as minutes or discussion points for the agenda of the next team meeting.

Apart from visual charts in the team and collaboration section, Mentees & Coachees have access to comprehensive reports of their own activity, and the projects and deliverables they're working on. These reports also make it possible to compare their original estimates against actual time spent, making it easier to identify areas for improvement.