How Coaches Can Use ChatGPT Without Losing Your Human Touch
Published on May 26, 2025
➡️ Strategically involve ChatGPT in your business without replacing your business with ChatGPT entirely
➡️ How coaches can use ChatGPT for admin, communications, and more
➡️ How coaches can use ChatGPT without replacing your human touch
➡️ How to make ChatGPT work for you, not replace you
➡️ Next Steps to make ChatGPT actually useful for your business
➡️ Questions About Using ChatGPT for Coaches
➡️ How coaches can use ChatGPT for admin, communications, and more
➡️ How coaches can use ChatGPT without replacing your human touch
➡️ How to make ChatGPT work for you, not replace you
➡️ Next Steps to make ChatGPT actually useful for your business
➡️ Questions About Using ChatGPT for Coaches
As a coach, you wear many hats — coach, admin assistant, client manager, project manager, tech support, social media support... the list goes on. With all of these roles, admin work can quickly pile up, leaving you with less time (if any) to focus on growing your business, connecting with your clients, or even taking some time off.
AI tools, like ChatGPT, can save you time and energy, but they can feel impersonal or like they’re replacing the very special human touch that makes your offerings unique.
So, how can you use AI, like ChatGPT, to support your business without losing the personal connection and expertise you bring to the table?
In this post, I’ll walk you through how to use ChatGPT for your coaching business to enhance your admin systems while keeping your human touch front and center.
AI tools, like ChatGPT, can save you time and energy, but they can feel impersonal or like they’re replacing the very special human touch that makes your offerings unique.
So, how can you use AI, like ChatGPT, to support your business without losing the personal connection and expertise you bring to the table?
In this post, I’ll walk you through how to use ChatGPT for your coaching business to enhance your admin systems while keeping your human touch front and center.
Strategically involve ChatGPT in your business without replacing your business with ChatGPT entirely
Think of ChatGPT as a tool to support your coaching business, not as your replacement. ChatGPT won’t replace your strategy, creativity, or client relationships — as long as you don't let it. ChatGPT can help you handle repetitive, time-consuming tasks, like drafting emails or answering common questions, giving you more mental space and energy to focus on the work that truly needs your expertise and creativity.
AI tools are often seen as cold, impersonal, or robotic, but they don’t have to be. When used strategically, ChatGPT can enhance your communication by helping you relay the message in your mind into words that make sense for your audience.
The key here is to integrate ChatGPT into your business rather than replacing your business with ChatGPT entirely.
AI tools are often seen as cold, impersonal, or robotic, but they don’t have to be. When used strategically, ChatGPT can enhance your communication by helping you relay the message in your mind into words that make sense for your audience.
The key here is to integrate ChatGPT into your business rather than replacing your business with ChatGPT entirely.
How coaches can use ChatGPT for admin, communications, and more
As a virtual assistant for coaches, I help you delegate admin tasks, such as those listed below. ChatGPT can help with these kinds of tasks if you instruct it properly. Let’s talk about some common uses of ChatGPT for businesses.
1. Use ChatGPT to support client communication
Messages can take time to draft up, as you have to think about what to say and how to say it. ChatGPT can be very helpful for drafting emails, creating email templates, and handling client inquiries. If you're feeling stuck, it can even quickly draft up shorter communications, like DM responses and forum replies.
2. Use ChatGPT for social media support
Content creation is another valuable way ChatGPT can support your coaching business. ChatGPT can help generate post ideas, outlines, drafts, and even a content calendar.
3. Use ChatGPT to draft client resources, forms, and other business documents
Admin tasks like creating documents and organizing files can take a lot of time and mental energy. ChatGPT can quickly draft up templates or outlines for proposals, contracts, client resources, and other documents.
4. Use ChatGPT to conduct research
Research can take up a lot — and I mean a lot — of your time. ChatGPT can gather relevant information quickly, such as by summarizing articles or gathering information from links you provide it. You can even tell ChatGPT to research specific information for you and provide its sources.
5. Use ChatGPT for brainstorming and working out new ideas
If you need a sounding board for a new idea (such as a new offer or resource), ChatGPT can provide you with ideas, insights, and recommendations based on patterns and data. If you want a brainstorming buddy, ChatGPT will hash out ideas with you and even provide its own suggestions.
How coaches can use ChatGPT without replacing your human touch
ChatGPT can be a powerful time-saver, but it’s not a mind reader. To keep your content aligned with your brand voice and values, you’ll need to stay in control of the message. Here’s how to use ChatGPT to support your work without sacrificing your authenticity or replacing your human touch.
1. Start with a clear, specific prompt
ChatGPT is only as good as the direction you give it. The more detail you include up front, the more useful (and accurate) the output will be.
Before you hit enter, clarify a few things:
Before you hit enter, clarify a few things:
- Who are you (your role and brand tone)?
- Who are you speaking to (your audience and their needs)?
- What is the piece (an email, a post, a webpage, etc.)?
- What is the message you want the piece to say? (This is where you can type things out as messy as they are in your mind without worrying about sounding any specific way.)
2. Use the output as a rough draft, not a final product
ChatGPT can do a lot, but it's not perfect; only you can take it all the way. Think of ChatGPT’s response as a starting point. From there, you’ll still need to review and edit it so it sounds like you.
That might look like:
You don't have to use what ChatGPT gave you just because it sounds good. If something feels off, it probably is. Don’t be afraid to delete, tweak, or completely rewrite sections.
That might look like:
- Changing the punctuation and grammar to reflect your style
- Breaking up long paragraphs, removing bullet points, or changing the formatting around
- Swapping out words or phrases you’d never say
- Removing ideas that don’t align with your brand
- Rewriting or adding in sections
You don't have to use what ChatGPT gave you just because it sounds good. If something feels off, it probably is. Don’t be afraid to delete, tweak, or completely rewrite sections.
3. Tweak the tone until it feels right
ChatGPT can adjust its voice — you just have to tell it how.
Want it more casual? Less salesy? More direct? Less formal? Just tell it.
Want more emojis or to remove all emojis? Just tell it.
You can also request multiple versions of the same idea so you can pick what fits best. After receiving multiple options, you can even ask ChatGPT to recommend the best pick for you! The possibilities are endless.
Want it more casual? Less salesy? More direct? Less formal? Just tell it.
Want more emojis or to remove all emojis? Just tell it.
You can also request multiple versions of the same idea so you can pick what fits best. After receiving multiple options, you can even ask ChatGPT to recommend the best pick for you! The possibilities are endless.
4. Let ChatGPT help with the small stuff
You don’t have to use ChatGPT to write full posts or emails. It can be just as helpful for:
If writing from scratch with AI feels weird, then don’t — just let it speed up the parts that slow you down.
- Writing or rewriting a sentence
- Drafting outlines
- Creating templates
- Brainstorming ideas
- Rewriting something you already wrote
- Summarizing main ideas
If writing from scratch with AI feels weird, then don’t — just let it speed up the parts that slow you down.
5. Layer in your expertise
ChatGPT pulls from the internet, which means it sometimes pulls outdated or flat-out wrong information. Always fact-check, adjust, and add your own perspective. Even your opinions and personal experiences are more human than ChatGPT can ever be.
6. Trust your gut
If something sounds good, but it also sounds off, pay attention. That’s your instinct kicking in!
Your voice, your judgment, your vibe — that’s what people connect with.
Sometimes we feel a certain way but can't quite describe why. If you get that feeling with ChatGPT, then always — ALWAYS — go with your gut.
That is your ultimate human touch.
Your voice, your judgment, your vibe — that’s what people connect with.
Sometimes we feel a certain way but can't quite describe why. If you get that feeling with ChatGPT, then always — ALWAYS — go with your gut.
That is your ultimate human touch.
How to make ChatGPT work for you, not replace you
The key to integrating AI into your coaching business without losing your human touch is to use it as a tool, not a replacement. Focus on tasks where AI can save you time and enhance your productivity, while always ensuring that your expertise, creativity, and personal approach rule over everything else.
ChatGPT is just a tool to help you, but it is not you.
You call the shots in your business.
ChatGPT is just a tool to help you, but it is not you.
You call the shots in your business.
Next steps to make ChatGPT actually useful for your business
If you want ChatGPT to feel more like a helpful business assistant and less like a confused chatbot, it starts with giving it the right direction.
Many people think ChatGPT will save them time — until they spend 20 minutes rewriting a response that missed the mark, 10 minutes questioning ChatGPT's truthfulness because it keeps agreeing with everything, and hours going down a rabbit hole they didn't sign up for.
If you’ve ever felt like ChatGPT is almost helpful but still creates extra work, you’re not alone.
These 5 free prompts are designed to keep ChatGPT focused, useful, and actually worth your time. No upsells. No over-agreeing. No fluff.
Many people think ChatGPT will save them time — until they spend 20 minutes rewriting a response that missed the mark, 10 minutes questioning ChatGPT's truthfulness because it keeps agreeing with everything, and hours going down a rabbit hole they didn't sign up for.
If you’ve ever felt like ChatGPT is almost helpful but still creates extra work, you’re not alone.
These 5 free prompts are designed to keep ChatGPT focused, useful, and actually worth your time. No upsells. No over-agreeing. No fluff.
These are the exact kinds of prompts I build and refine as a virtual executive assistant for coaches. Now, you can use them, too!
Questions About Using ChatGPT for Coaches
How can coaches use ChatGPT to create or improve business systems and workflows?
ChatGPT can outline onboarding sequences, draft procedures, and create checklists for recurring tasks. It can also help coaches research tools, summarize articles, and brainstorm system improvements, all based on the problem you describe.
How can coaches use ChatGPT for client communication?
Using ChatGPT for client communication helps coaches save time while keeping their tone intact. ChatGPT can draft emails, DM replies, onboarding messages, and follow-ups. I recommend treating the output as a rough draft, then editing it so it sounds like you.
How can coaches maintain their brand voice when using ChatGPT?
To maintain your brand voice with ChatGPT, treat it like a support tool, not a replacement. Always review and edit the output — change emojis, phrases, grammar, and formatting to match your brand style. If something feels off, trust your gut.