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How to Check In with Your Coach

Effective check-ins help your coach select the best protocols for you. This guide shows you exactly what to report and how to communicate for best results.

🎯 The Golden Rule

"We are brain readers, not mind readers!"

Tell us: - What you're noticing (even "not much") - Your current priorities - Your goals

We'll use that plus your QEEG data to guide your training.

📊 When to Check In

Regular Check-Ins

After 2-4 sessions of the same protocol

Sometimes 5-6 times if improvements are continuing

Include: 1. Which protocol you've been doing 2. How many times you've done it 3. What's changing (even if subtle) 4. Your current priority/goal 5. Sleep details (onset, maintenance, restfulness) 6. What you noticed in the 24 hours after sessions

Immediate Check-Ins

Contact right away if:

❌ Negative effects: - Worse sleep (especially lasting more than 1-2 sessions) - Increased anxiety or irritability - More fatigue or spaciness - Headaches - Any worsening symptoms

❌ Equipment/technical issues: - Can't get good signal - Equipment not working - Unsure about placement

❌ Protocol questions: - Not sure which protocol to do next - Confused about setup - Need clarification

Don't wait! Tell your coach immediately.

✅ Good Check-In Examples

Example 1: After Trying a Protocol

"Hey @channel, I just finished C4-A1 for the 3rd time. I'm sleeping pretty well—falling asleep faster and only waking up once instead of 3-4 times. Energy and focus seem better. But I'd really like to work on anxiety next—any suggestions?"

Why this is good: - ✅ States which protocol and repetitions - ✅ Reports specific sleep changes - ✅ Mentions other effects - ✅ Clarifies current goal - ✅ Asks for next step

Example 2: Reporting Negative Effects

"Hi @channel, I tried C3-A1 for the first time last night and felt really 'on' afterward. Had trouble falling asleep and feeling more anxious today. Should I avoid this one?"

Why this is good: - ✅ Reports immediately - ✅ Specific about protocol - ✅ Describes effects clearly - ✅ Asks for guidance

Example 3: Not Much to Report

"Hi @channel, I've done Fz-Pz segmented with Cz-A1 for a couple sessions now and haven't really noticed much. Sleeping OK, maybe a bit calmer. Anxiety is still my main goal. Should I keep repeating or try something different?"

Why this is good: - ✅ Honest about "not much" (this IS valuable data!) - ✅ Mentions what IS happening - ✅ Reiterates goal - ✅ Asks whether to continue or switch

Example 4: Detailed Update

"Hey @channel, update after this week: Did C4-A1 on Monday, Wednesday, Friday (3x). Sleep has been amazing - falling asleep in 10-15 min vs my usual 45 min, and only waking up once briefly vs 3-4 times. Definitely feeling more energy during the day, less brain fog. Anxiety is still there but seems a bit less intense - handled a stressful work situation yesterday without spiraling. Main goal is still anxiety reduction. Should I keep going with C4-A1 or try something new?"

Why this is excellent: - ✅ Specific protocol and schedule - ✅ Quantifies changes (10-15 min vs 45 min) - ✅ Multiple areas reported - ✅ Relates to goals - ✅ Asks for recommendations

❌ Bad Check-In Examples

Example 1: Too Vague

"I finished my protocols. What should I do next?"

Problems: - ❌ Doesn't say which protocols - ❌ No mention of effects - ❌ No context about goals

Better version:

"I did C4-A1 three times this week. Sleeping a bit better, energy seems good. Still working on anxiety. What should I try next?"

Example 2: Too Soon

"I just did C3-A1 tonight for the second time. What should I do next?"

Problems: - ❌ Too early - wait for next-day effects - ❌ No report of changes - ❌ Should do it 2-4 times before switching

Better version: Wait until tomorrow, observe effects, then:

"I've done C3-A1 twice now. After both sessions I felt energized, slept well, and had good focus the next day. Should I repeat or try something different?"

Example 3: No Useful Information

"I need some new protocols."

Problems: - ❌ No context about what you've tried - ❌ No mention of effects - ❌ No goals stated

Better version:

"I've been doing Fz-Pz for a week (4 sessions). Feeling pretty relaxed, sleeping decently, but not much change in my main goal (focus). Ready for something different?"

📋 Check-In Template

Copy and adapt this template for your check-ins:

Hey @channel,

Protocol: [Name, e.g., C4-A1]
Sessions: [Number of times, e.g., 3x this week]

Sleep: [Changes in onset, maintenance, restfulness]
Energy: [Any shifts in mental clarity or fatigue]
Mood: [Emotional tone, stress response]
Focus: [Attention, concentration changes]
Other: [Any other notable changes]

Current goal: [What you're prioritizing now]

Question: [Should I repeat? Try something new? Other questions?]

Example filled out:

Hey @channel,

Protocol: C4-A1
Sessions: 3x this week (Mon, Wed, Fri)

Sleep: Falling asleep 15min faster, waking only once vs 3-4x
Energy: Less foggy, more sustained through afternoon
Mood: Pretty even, not much change
Focus: Slightly better, but still my main struggle
Other: Vivid dreams the past few nights

Current goal: Improving focus/attention

Question: Sleep is better which is great, but focus is my main goal. 
Should I stick with C4-A1 or try something more targeted for attention?

🕐 What Time frame to Report

During the Session: LESS IMPORTANT

While interesting, how you feel during training doesn't predict results.

Coaches care less about: - "I felt energized during the session" - "The game seemed easier today" - "I got more points"

Next 24 Hours: MORE IMPORTANT

Effects in the day after training are what matter.

Coaches care most about: - Sleep that night (onset, maintenance, quality) - Energy and mood the next morning - Focus and clarity the next day - How you handled stress over 24 hours

Report these!

Sleep: MOST TELLING

Sleep changes predict other changes. Always include sleep information:

Key details: - Onset: How long to fall asleep? (e.g., 45 min → 20 min) - Maintenance: Wake-ups? (e.g., 3-4 times → 1 time) - Restfulness: How do you feel waking up? (e.g., groggy → refreshed) - Dreams: Any changes? (vivid, detailed, story-driven = neuroplasticity!)

Even if sleep isn't your main goal, report it - it tells us a lot!

💬 Communication Tips

Be Specific

Vague: "I feel different"
Specific: "I'm falling asleep 20 minutes faster and feeling less anxious at work"

Vague: "The protocol helped"
Specific: "After 3 sessions of C4-A1, I'm sleeping through the night and have more energy"

Vague: "Something feels off"
Specific: "Since starting this protocol I'm more irritable and sleep onset is worse"

Quantify When Possible

Examples: - "Falling asleep in 15 min instead of 45 min" - "Waking up once instead of 4 times" - "Can focus for 2 hours instead of 30 minutes" - "Anxiety 3/10 instead of usual 7/10"

Numbers help us see changes you might not realize are significant!

"Not Much" is Valuable Data

Don't hesitate to say: - "I haven't really noticed much" - "Nothing obvious yet" - "Still about the same"

This tells us: - Protocol may need more time - OR protocol may need to change - You're being honest (helps us help you!)

"Not much" after 2-3 sessions: Keep going
"Not much" after 5-6 sessions: Probably time to try something new

📱 Using Slack for Check-Ins

Posting in Your Channel

Your channel: remote-lastname_ID (e.g., remote-smith_josm)

Who sees it: - Your assigned coaches - Dr. Hill (monitors all channels) - Other coaches who may chime in

When to post: - After trying a protocol 2-4 times - Immediately if negative effects - Any questions about equipment/placement - When you need a new protocol

Screenshot & Photos

Include screenshots/photos for: - Signal quality issues - Electrode placement verification - Software errors - Equipment questions

How to screenshot: - Windows: Windows + Shift + S → drag to select → paste in Slack - Mac: Cmd + Shift + 4 → drag to select → saves to desktop - Phone: Download Slack app, snap photo, upload directly

See: Using Slack for detailed instructions

📅 Check-In Frequency

Remote Clients

Assigned check-in days: Odd or Even - Odd days: 1st, 3rd, 5th, etc. - Even days: 2nd, 4th, 6th, etc.

But: Post anytime you need to! Days are just a general guideline.

Coverage: - M-F: 7am-7pm Pacific Time - Weekends: 7am-5pm Pacific Time - Response: Usually within hours

In-Office Clients

Every session: Quick check-in with your coach

Between sessions: Call/text your location if needed

🎯 What Information Matters Most

Priority 1: Sleep (Always Include)

Tell us about sleep EVERY check-in, even if it's not your main goal:

  • How long to fall asleep?
  • Wake-ups during night?
  • How rested do you feel?
  • Any dream changes?

Why: Sleep changes predict other changes and show us the training is working at a neural level.

Priority 2: Your Primary Goal

If your main goal is anxiety, focus on anxiety: - Baseline level (better/worse/same?) - Specific situations (how did you handle X?) - Frequency (happening less often?)

If it's focus: - How long can you concentrate? - Are you less distractible? - Finishing tasks more easily?

If it's mood: - Emotional baseline (even, reactive, low?) - Resilience to stress? - Buoyancy returning?

Priority 3: Other Notable Changes

Even if not your main goal: - Energy/mental clarity - Stress response - Physical symptoms (headaches, tension) - Cognitive function - Social engagement

You never know what will shift!

🚦 Traffic Light System

Think of check-ins like a traffic light:

🟢 Green Light: Continue

When: - Neutral to positive changes - Making progress toward goals - Sleep improving or stable

Do: Continue protocol, report every 2-4 sessions

🟡 Yellow Light: Evaluate

When: - "Not much" after 5-6 sessions - Some improvements but stalling - Unclear if it's helping

Do: Check in with coach - may switch protocols

🔴 Red Light: Stop & Report

When: - Negative effects (worse sleep, anxiety, mood) - Symptoms worsening - Persistent problems

Do: Report IMMEDIATELY, don't continue protocol

📧 Check-In Checklist

Before posting your check-in, make sure you include:

  • Protocol name and repetitions
  • Sleep details (onset, maintenance, quality)
  • Changes noticed (or "not much")
  • Your current priority/goal
  • Specific question or next step request

Bonus points for: - [ ] Quantified changes ("15 min vs 45 min to fall asleep") - [ ] Specific examples ("handled X situation better") - [ ] Context (life stress, med changes, etc.)

🔄 Response & Iteration

What Happens After You Check In

  1. Coach reviews your update plus survey data
  2. Considers your QEEG, history, and goals
  3. Recommends:
  4. Continue current protocol (if working)
  5. Try something new (if stalling)
  6. Adjust (if negative effects)

Usually within hours during coverage times

Follow-up Questions

Don't be surprised if coach asks: - "How's your sleep specifically?" - "Any changes in dreams?" - "What's your top priority right now?" - "How many times did you do that protocol?"

We're gathering data to make the best recommendations!

💡 Pro Tips

Tip 1: Check In After Sleep

Best time to check in: The morning after your last session

Why: You can report both the session AND sleep/next-day effects

Example timing: - Session 3 of C4-A1: Friday evening - Sleep: Friday night - Check in: Saturday morning with full report

Tip 2: Compare to Baseline

Instead of: "I feel OK"
Try: "I'm sleeping better than before I started training"

Instead of: "Not bad"
Try: "Anxiety is lower than my usual baseline"

Comparing to your pre-training self helps us see progress.

Tip 3: Ask Family/Coworkers

Sometimes others notice changes before you do:

  • "Have you noticed me being different lately?"
  • "Do I seem calmer/more focused/less stressed?"
  • "Has my mood been better?"

Report what they say! External observations are valuable.

Tip 4: Review Your Surveys

Before checking in, look at your survey history: - What patterns do you see? - Any trends over the past week? - How does this compare to previous protocols?

Portal shows all your survey data - use it!

📋 Check-In Template (Detailed)

Hey @channel, [protocol update]

=== THIS WEEK ===
Protocol: [Name]
Sessions: [How many times, which days]
Duration: [How long training]

=== SLEEP (most important!) ===
Onset: [Time to fall asleep - any changes?]
Maintenance: [Wake-ups - more/less/same?]
Quality: [How rested do you feel waking up?]
Dreams: [Any changes in vividness, content?]

=== DAYTIME EFFECTS ===
Energy: [Mental clarity, sustained energy, fog?]
Mood: [Emotional baseline, reactivity?]
Stress: [How are you handling challenges?]
Focus: [Concentration, distractibility?]

=== PROGRESS ===
Main goal: [Your current #1 priority]
Progress: [Moving toward goal? Stalled? Worse?]

=== NEXT STEPS ===
[Should I repeat? Try something new? Your thoughts?]

You don't need this much detail every time! But when in doubt, more information is better.

🆘 When NOT to Wait

Report Immediately

Same day or next morning if: - Worse sleep that continues - Increased anxiety or panic - More depression or low mood - Unusual headaches - Extreme fatigue or spaciness - Irritability or aggression - Any concerning physical symptoms

Protocol Adjustment Likely Needed

Your coach will probably: - Suggest a different protocol - Adjust frequency bands - Try a different site - Recommend a stabilizing protocol

This is normal iteration! Not every protocol works for everyone.

📊 What Coaches Are Looking For

Positive Indicators

Things we love to see: - Sleep improvements (even small ones!) - Energy increasing - Stress response improving ("things bother me less") - Sustained effects across multiple sessions - Gradual progress toward goals

Yellow Flags

Things that make us consider adjustment: - "Not much" after 5-6 sessions - Mixed results (some good, some bad) - Inconsistent responses - Gains that disappear quickly

Red Flags

Things that make us change course: - Worsening symptoms - Sleep disruption - Increased anxiety/depression - Persistent negative effects

Report these immediately!

💬 Communication Style

Tone: Casual & Honest

Good:

"Hey coaches, quick update - did C4 three times, sleeping way better but still anxious AF. What next?"

Also good:

"Hello, I've completed three sessions of C4-A1. Sleep onset has improved from 45 to 20 minutes, anxiety remains unchanged. Recommendations?"

Both work! Be yourself, just include the key information.

Questions Are Always Welcome

Don't hesitate to ask: - "What does this protocol do?" - "Why are we training this site?" - "Is this normal?" - "Can I see my QEEG again?" - "I forget - where's C4 again?"

No question is too basic. We'd rather you ask than: - Guess at a placement - Continue a protocol that's not helping - Worry unnecessarily

🔄 Iteration Cycle

Understanding the cycle helps you know what to expect:

1. Try Protocol → 2-4 sessions
2. Check In → Report effects
3. Coach Reviews → Considers data
4. Recommendation → Continue, adjust, or switch
5. Repeat → Build on what works

This cycle continues throughout your training, refining protocols toward your goals.

📈 Tracking Your Progress

Surveys Are Your Friend

AM Survey (morning after sleep): - Sleep quality - Energy upon waking - Mood baseline

PM Survey (after training): - Session details - Immediate notes

Expected compliance: 25-50% is normal

But: More surveys = better data = better protocol recommendations

What Coaches See

When you check in, coaches review: - Your written update - Your survey history - Your QEEG data - Your protocol history - Previous check-in responses

We're looking for patterns to guide the next protocol.

🎓 Learning to Self-Observe

What to Pay Attention To

Physical: - Sleep patterns - Energy levels - Physical tension or pain - Headaches

Cognitive: - Focus and concentration - Mental clarity - Processing speed - Memory

Emotional: - Mood baseline - Reactivity to stress - Anxiety/worry patterns - Emotional regulation

Behavioral: - Task completion - Procrastination - Social engagement - Habits

The more aware you are, the better your check-ins!

Remember: Your observations drive protocol selection. The more clearly you communicate what you're noticing, the better we can target your training. Don't overthink it - just tell us what's happening (or not happening)! 💬🧠