A fast, coach-ready framework for turning raw interviews into clear programming decisions.

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This guide highlights how to get the most from a transcript before you meet your client, so that the first session is the most productive.

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Step 1: Read for Flow

• Read through the entire transcript once without taking notes.

• Get a general sense of the conversation – is it casual, structured, hesitant, or emotional?

• Ask yourself: If I were this client, how would I feel right now?

 

Step 2: Tone Analysis

• Highlight emotionally charged words/phrases:

  • Positive - “excited”, “looking forward”, “love training.”

  • Neutral - “okay”, “fine”, “not bad.”

  • Negative - “worried”, “don’t know if I can”, “pain.”

 

• Delivery Style - hesitant, confident, rushed.​

• Categorise overall tone: Positive / Neutral / Negative. Watch for tone shifts (e.g. starts positive then drifts negative) — these signal friction.

• Because the interviews use voice transcription, pay attention to tone of voice. This helps decide when your client needs more challenge versus more support in their programme.

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Step 3: Barrier Identification & Resolution

• Time barriers: e.g. “I only have evenings,” “Work gets in the way.”

  • Solution: Offer flexible session times, shorter workouts, or home-based options.

• Psychological barriers: e.g. “I’m not good at sticking to things,” “I’ve failed before.”

  • Solution: Build confidence with small wins, accountability check-ins, and clear progress tracking.

• Environmental barriers: e.g. “No gym nearby,” “Kids keep me busy.”

  • Solution: Provide equipment-free routines, home workouts, or family-friendly training structures.

 

Step 4: Identify Injuries & Red Flags

• Underline any body parts mentioned (knee, back, hip, shoulder).

• Flag if described as:

  • Chronic (“always hurts”) or Acute (“just started”).

• Cross-reference with training risk (e.g. back pain → risk in squats/deadlifts).

• Create a profile line, e.g.: “Chronic L knee pain aggravated by running. Safe: cycling, swimming.”

 

Step 5: Detect Nervousness 

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• Highlight filler words: “uh,” “I guess,” “maybe.”

• Note topic avoidance (skipping goals / past injuries).

• Track repeated uncertainty: “I don’t know,” “I can’t.”

• Nervousness Level:

  • Low (minor hesitations) / Medium (repeated uncertainty) / High (consistently anxious tone).

 

Step 6: Summarise Findings

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Finish each transcript with four bullets:

• Tone: e.g. “Overall positive with dips when discussing injuries.”

• Barriers: e.g. “Time (work), confidence (failed programs), prior negative PT experience.”

• Injuries: e.g. “Chronic shoulder pain; avoids overhead pressing.”

• Nervousness: e.g. “Medium — hesitant around goal setting.”

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Step 7: Translate Into Action

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• Tone → Adjust communication (more encouragement vs. more authority).

• Barriers → Tailor program length, format, and check-ins.

• Injuries → Modify exercise selection and loading strategy.

• Nervousness → Build quick wins to create early confidence.

 

Final Note

This process ensures every client receives not only what they want but also what they truly need. With DUCHESS PT, you create confidence, retention, consistency, and trust — making every client feel fully listened to and understood.