The Struggle with Content Creation for Coaches and Consultants
Coaches and consultants often find themselves buried under the pressure to consistently create valuable social media content. What should be a powerful tool for scaling their impact and connecting with their audience can quickly become a source of stress and anxiety. The endless search for the right words, the hours spent brainstorming, and the struggle to stay consistent can feel overwhelming. While others seem to post effortlessly, the pressure to keep up can leave you feeling stuck, watching your audience lose interest as your content calendar sits empty. The frustration creeps in when you realize that your unique voice and insights are getting lost in the chaos of social media demands. But there’s hope. The truth is, you don’t need to spend hours writing posts or sacrificing your freedom to create meaningful content. With the right AI setup, your coaching session transcripts can become an endless stream of content, allowing you to scale your impact without burning out.
The Hidden Gold in Coaching Session Transcripts
Most coaches and consultants don’t realize the gold hidden in their session transcripts. Every breakthrough moment, every "aha" insight, and every powerful question you ask during a coaching call has the potential to become content that resonates with your audience and attracts new clients. However, these valuable insights often stay locked away in recordings, only benefiting the individual clients you work with. Without a system in place, the process of mining these insights is inefficient and time-consuming. Taking random notes or trying to manually comb through hours of recordings isn’t a sustainable solution. Over time, the exact wording and context of these moments can be forgotten, and great content never sees the light of day. Your time is far better spent coaching clients and growing your business than sifting through transcripts. The solution lies in smart automation—a way to turn your existing work into content that works for you.
Setting Up Your Content Creation System in Three Simple Steps
Creating a content creation system doesn’t have to be complicated. It all starts with capturing and organizing your coaching session transcripts. The first step is to record every coaching session using Zoom, a platform your clients already know and trust. Make sure to get permission from your clients first, explaining how recording the session will allow you to better serve them and others in the future. Next, send your recordings to Otter.ai, an AI-powered transcription tool that converts your conversations into text with remarkable accuracy. Otter.ai can even distinguish between speakers, saving you hours of manual work and providing you with a wealth of source material for content. Finally, organize these transcripts in a simple database using Google Drive or Notion. This becomes your personal content library, where insights, stories, and questions from your coaching sessions are stored and ready to be transformed into posts, emails, or videos.
Building Your Automation Pipeline
Once your foundation is in place, the next step is to connect everything using Zapier, the glue that holds your system together. Set up a workflow where every new transcript from Otter.ai is automatically sent to ChatGPT for analysis. ChatGPT is your AI-powered content assistant, tasked with finding the most valuable elements of your coaching sessions. Teach ChatGPT what to look for by using a specific prompt that instructs it to extract breakthrough moments, powerful questions, client revelations, and memorable metaphors. Essentially, you’re training the AI to think like a content creator, identifying moments worth sharing and turning them into polished, shareable content. For example, you can use this exact prompt:
"Review this coaching session transcript and extract the following elements: key insights, memorable stories, powerful questions, client challenges, quotable moments, and content themes. For each extract, include the exact text from the transcript and create a polished, shareable version in my coaching voice. Remove identifying client information and format your response as a structured database ready to be added to my content library."
When ChatGPT analyzes your transcript, it sends the findings directly to your Notion database, eliminating the need for manual copying, pasting, or sorting. Your automation pipeline does the heavy lifting, allowing you to focus on what matters most—your clients.
Structuring Your Content Library for Quick Wins
Your Notion database is the heart of your content creation system, and structuring it correctly is key to making the process effortless. You’ll need specific columns to categorize and organize your content, such as:
- Content Type: Label each piece as an Insight, Story, Question, Challenge, or Quote.
- Theme: Categorize content into broader topics like Mindset, Relationships, Productivity, or Leadership.
- Original Text: Include the exact words from the transcript.
- Polished Version: Add the edited, anonymized content ready for use.
- Platform Fit: Identify where the content works best (e.g., Instagram, LinkedIn, Twitter, or Email).
- Content Length: Note if the piece is Short (under 280 characters), Medium (under 1000 characters), or Long-form.
- Status: Track if the content is ready to use, scheduled, published, or needs work.
- Session Date: Record when the coaching call occurred.
This structure turns random insights into organized content assets that you can search and filter instantly. When you need fresh content for a Monday morning post, simply open your database, filter by platform or theme, and grab something ready to go. What used to take hours now takes minutes.
Scaling Up with Content Batching and Personalization
Once your system is up and running, you’ll have more content than you know what to do with. The next step is to scale up by batching similar pieces together. For example, you could take all your mindset insights and create a week of daily posts for Instagram or LinkedIn. Grouping related content ensures your messaging is consistent and themed, rather than random. This approach not only reinforces your message across multiple touchpoints but also saves you time by allowing you to schedule entire campaigns at once.
To take it a step further, personalize your content by adding your unique voice and context. For short-form posts, start with a polished quote or insight and add a personal introduction, like, "In a recent coaching session, I was reminded that…" End with a question to encourage engagement. For carousel posts, select 5-7 related items from the same theme, add your branding, and introduce the post with context about why it matters to your audience. For story-based content, use one of your extracted stories as a hook, explain the lesson learned, and connect it to a specific action your audience can take today.
By combining the power of AI with your personal touch, you can create content that feels authentic and impactful without losing the human connection that makes your coaching special. With this three-step system—record, automate, organize—you can stop staring at blank pages and start scaling your impact. Set up your recordings, connect Otter.ai through Zapier, and build your Notion database today. By this time next week, you’ll be on your way to creating consistent, meaningful content that resonates with your audience and grows your business.
