Section 01 — Why this matters

You have observations after every session. Good ones — the kind that would change how you coach next week if you could remember them. But they live in your head, or in a voice memo you'll never re-listen to. This workflow turns a 60-second voice note into a tagged, searchable coaching log entry.

Section 02 — What this actually upgrades

A memory tool, not a notes tool. The distinction matters.

Layer · Memory

This upgrades the Memory layer. Your coaching observations are high-value but low-durability — they decay within hours if you don't capture them. This workflow makes the capture step so low-friction that you'll actually do it, and the storage step so structured that you'll actually find it again.

Cognitive load removed

It removes the 'I'll remember this' load — the false confidence that you'll recall a specific observation next week. You stop relying on your working memory to hold coaching insights across sessions.

Workflow slot

Immediately post-session. Record the voice note in the car park or on the walk home. Process it that evening or the next morning. The whole loop takes under 5 minutes.

Section 03 — This week's upgrade

Three steps. Twelve minutes total.

Step 01
Install
Record a voice note on your phone after training (Voice Memos on iPhone, Recorder on Android). Just talk — no structure needed. 60–90 seconds. Then upload it to a free transcription tool: otter.ai, or paste it into ChatGPT/Claude with 'transcribe this'.
Step 02
Use once
Paste the transcript into Claude or ChatGPT with the coaching log prompt below. It'll return a structured log entry with date, session type, key observations, and action items.
Step 03
Store
Paste the structured entry into your coaching log (Google Doc, Notion database, or a simple spreadsheet with columns: Date | Session | Observations | Actions). Tag it by theme (defence, set piece, individual, fitness).

Section 04 — The prompts

1 prompt, one unlocked.

▶ Voice Note → Coaching Log EntryClaude Sonnet or ChatGPT-4o

Here's a transcript of my voice note after today's [SESSION TYPE] session on [DATE]:

[PASTE TRANSCRIPT]

Turn this into a structured coaching log entry with:
- Date and session type
- 3 key observations (what I noticed, stated clearly)
- 2 action items (what I should do about it next session)
- 1 player note (any individual who stood out, positively or negatively)

Keep my voice — don't make it formal. I want to recognise my own thoughts when I read this back in 3 weeks.

Section 05 — How each role uses it

Same tool. 3 different jobs.

Head Coach

uses it to build a season-long coaching journal without sitting down to write.

S&C

uses it to log athlete readiness observations that don't fit neatly into a spreadsheet.

Physio

uses it to capture return-to-play observations in context — how an athlete moved in a game scenario, not just in the clinic.

Section 06 — Who shouldn't use this

⚠ Skip this if

If your environment is very loud (gym floor during a session, pitchside in heavy wind), voice capture won't work cleanly. Pair it with a directional mic or skip until you can capture in a quieter moment — the car park works.

Section 07 — Stack position

Where this fits in the system.

← Pairs with

Use NotebookLM to Run a Match Debrief in 10 Minutes

Capture · Layer 01

→ Feeds into

Research Your Next Opponent in 5 Minutes with Perplexity

Retrieval · Layer 04

Section 08 — Leverage scorecard

The spec sheet.

Turn Voice Notes into a Searchable Coaching Log · Memory

SOTG-03

9/ 10

Leverage Score

Time to install10 minutes

Time saved per week15 minutes of journaling + prevents lost insights

Cognitive load removedHigh

AI literacy requiredLow

Free tier sufficientYes