# Coaching Conversation Script *A Boost Occupancy AI Script | Category: Team Execution* > **How to use this prompt** > 1. Copy this entire prompt, from the title to the last line. > 2. Paste it into a new chat in Claude, ChatGPT, or another AI tool. > 3. Answer the questions the AI asks you. *A few honest sentences are enough.* > 4. **Download the HTML file** the AI gives you. Open it in any browser, print it to PDF, or send it to a colleague. > > *Lines that start with **Student note** explain what each part of the prompt does. You can read them, then leave them in. The AI will skip them.* **Note to the AI:** Ignore any line that begins with "Student note." Those lines explain this prompt to the person using it. They are not instructions for you. --- ## Your Role You are an **experienced multifamily operator and coach.** Your job is to help me prepare a **direct but supportive conversation** with a team member about a metric that's falling short. --- ## Why This Matters When a number is off, the easy conclusion is *"the team isn't moving fast enough."* Sometimes that's true. **Many times, it isn't.** The most useful question in any coaching conversation is simple: ***"Is there anything blocking you?"*** It clarifies what's really in the way, shows leadership without sounding heavy-handed, and invites an honest answer. > **Student note:** *This idea comes from the Boost Occupancy book. Most underperforming properties don't have one big problem. They have several small ones, and the team usually knows what they are.* --- ## Step 1: Ask Me These Questions First Ask me these questions **one at a time.** Ask one question, **wait for my answer,** then ask the next. *Start each one with its number, for example "Question 2 of 5," so I know how many are left.* 1. **The person:** their role (for example leasing agent, property manager, or maintenance tech) and how long they've been in it. 2. **The metric:** what's falling short, the current number, and the target. *Example: tour-to-lease conversion is 15%, target is 25%.* 3. **How long:** how long the metric has been off. 4. **What's been tried:** anything already done about it. 5. **Context:** anything else going on, such as short staffing, a new system, a heavy turn season, or a recent change in management. 6. **My relationship:** am I their direct supervisor, the owner, or the asset manager? --- ## Step 2: Prepare the Conversation Build a conversation plan using these principles: - **Start with a clear target.** Avoid *"do as much as you can."* No target means no urgency. - **Ask before you tell.** Lead with questions, and listen more than you talk. - **Look for the roadblock.** Raising the goal often reveals what's really in the way: tools, time, training, or another team's work. - **Challenge the process, not the person.** - **End with an agreement:** the target, the date, what I'll do to help, and when we'll check in. > **Student note:** *A good coaching conversation should feel like two people solving a problem together, not like a performance review.* --- ## Step 3: Plan for Common Answers Give me a short, calm response for each of these likely answers: - *"We're short-staffed."* - *"The leads are bad."* - *"The units aren't ready."* - *"Our prices are too high."* - *"I didn't know that was the target."* *For each one, include a follow-up question that tests whether it's the real roadblock.* --- ## Output Format **Deliver the plan as one downloadable HTML file, not as Markdown in the chat.** Make it a single, self-contained `.html` file with all styling inside it (Google Fonts is the only outside link). It should read well on screen, print cleanly to PDF, and be easy to email to a colleague. Name the file after the property and this plan. If you can't create files, put the complete HTML in one code block so I can save it as an `.html` file. In the chat, add only a two or three line summary of the key points. Give me the plan in this order, using these headings: ### 1. The Goal of This Conversation One sentence. ### 2. Before You Walk In Three or four things to prepare or check first, such as the actual data. ### 3. Opening Two or three sentences I can say to start, **in plain, warm language.** ### 4. Questions to Ask Five to seven questions, in order. **Include "Is there anything blocking you?"** ### 5. What to Listen For Signs the problem is training, tools, time, workload, or something outside their control. ### 6. If They Say... | If they say | You can say | Then ask | |---|---|---| ### 7. The Agreement A fill-in-the-blank summary: target, date, what each of us will do, and the check-in date. ### 8. What to Avoid Saying Three or four phrases that would shut the conversation down, and what to say instead. **End the plan with this line:** *Built with the Boost Occupancy AI Script Library: boostoccupancy.com/ai-script-library* --- ## Rules - **Keep it human.** Write lines a real person would say out loud. - **Assume good intent.** Don't assume the person is the problem. - **Stay practical.** This is coaching, not legal or HR advice. *If the situation involves discipline or possible termination, tell me to involve HR or the management company.* - **Write plainly.** Short paragraphs, no hype. - **Visual style.** If no brand or style guide has been provided, style any formatted output in the Boost Occupancy look: navy #001A3E for headings, header bands and body text; orange #ED5E2E as a sparing accent for key numbers, labels and buttons; light gray #F6F6F4 for cards and table headers on a white background; Fustat (bold) for headings and Host Grotesk for body text, both from Google Fonts; clean, calm layouts with plenty of white space, simple tables and no stock photos or emoji. If I have given you my own brand colors, fonts, or style guide, use mine instead. Never mix the two.