Why Coaches Need Office Hours (Even Online Ones)
by Wendy Francis, Board-Certified Cognitive Health Coach & Founder of The Coaching Collective
Many coaches begin their business with an “always available” mindset. They reply to messages at night, squeeze in extra calls, answer client questions on weekends, and respond instantly to every voice note because they want to serve at the highest level.
But here’s the uncomfortable truth: unlimited access doesn’t feel supportive to clients — it feels unstable. What helps clients grow is not access at all hours, but reliable boundaries with predictable support.
Coaching gets stronger when clients know exactly when and where support happens.
Why Office Hours Matter (Even for Online Coaches)
Office hours are not just for teachers or therapists. In coaching, they create a professional rhythm that benefits both the coach and the client. They communicate structure, clarify expectations, and reduce the emotional urgency that comes with unlimited messaging.
Cognitive research shows that predictable structures reduce anxiety because the brain prefers known patterns over constant decision-making1. When clients know when they can bring their questions, they don’t panic or dump emotional stress into your inbox.
Boundaries lower stress — for you and for them.
What Happens Without Office Hours
When there are no defined times for communication or support, three issues show up fast:
- Clients message out of urgency instead of practicing self-regulation
- Coaches begin working reactively, not strategically
- Emotional dependency forms because the coach becomes the “fix”
Inconsistent support trains clients to lean on you instead of leaning on themselves.
Structure is what makes clients more independent — not more attached.
What Office Hours Can Look Like for Coaches
Office hours don’t have to be daily or even weekly. They simply need to be clear. Examples:
- Weekly group office hour on Zoom for Q&A
- Two-hour message reply window on specific days
- Designated coaching days + admin days
- Limited Voxer access with set response times
You are deciding how support is delivered, not reducing support itself.
Communicating Office Hours Professionally
You don’t need to over-explain or apologize. Here’s an example script you can share in onboarding paperwork:
“To support high-quality coaching and stay fully present for each client, messages are answered during set office hours on (days/times). This helps us create consistency, structure, and accountability for your goals.”
Clear. Professional. Confident.
Boundaries Make You a Better Coach, Not a Colder One
Strong boundaries help you show up with focus, energy, and emotional stability. They also build stronger clients who regulate themselves instead of outsourcing responsibility to you.
Office hours protect your energy and empower your clients.
Sources
- Clark, A. (2013). Situational Structure and Cognitive Load. Cambridge University Press.
Disclaimer: This information is for educational purposes only and is not a substitute for legal, psychological, or supervisory guidance. Coaches should follow their certification ethics and business policies when implementing boundaries and client agreements.