10 AI Tools Every Business Coach Should Be Using Right Now
AI is no longer a futuristic buzzword — it’s becoming a reliable part of daily work for many business coaches. Smart tools powered by artificial intelligence are helping coaches cut down repetitive tasks and deliver sharper, faster insights.
Below is a carefully chosen list of AI tools that are actually useful for business coaching today — not abstract solutions, but real tools that coaches in the UK and beyond are using to work smarter, not harder.
1. ChatGPT (OpenAI)
ChatGPT acts like a multi-purpose assistant that never runs out of ideas. Business coaches use it in real time during session prep to brainstorm coaching questions, summarise client histories, or create follow-up plans. If you're running a group programme, it can help structure materials or suggest ways to adapt language for different communication styles.
It’s also useful for writing exercises or email templates that feel personalised but don’t take hours to draft. Some coaches even simulate practice dialogues or rehearse scenarios with ChatGPT before important coaching conversations. Its speed and flexibility make it a quiet asset behind the scenes.
2. Notion AI
Notion has become a go-to workspace for coaches managing both personal workflow and client-facing content. The AI features take it up a notch by turning loose bullet points into clean write-ups, converting meeting notes into action items, and summarising long documents into digestible formats.
Coaches use it to track client goals, create course content, and document their methods. With AI, these tasks go faster—and they’re easier to scale across multiple clients. Notion AI can also auto-suggest improvements to content structure, helping you communicate with more clarity.
3. Otter.ai
Otter helps coaches stay present in their sessions without worrying about what they might forget. It automatically records, transcribes, and time-stamps conversations, which is a lifesaver when reviewing what a client said weeks ago or identifying patterns over time.
Transcripts can be shared with clients to reinforce accountability, or annotated for your own coaching records. Some coaches build entire coaching archives this way, allowing them to track how each client’s thinking has evolved. The tool runs quietly in the background and becomes a living logbook.
4. Grammarly
Good communication builds trust—and Grammarly makes that easier. It does more than catch typos. It helps coaches keep their tone consistent across emails, reports, and client check-ins. For coaches working internationally, it’s also a reliable way to adapt tone and phrasing to suit different audiences.
Whether you're writing an onboarding packet or following up after a difficult session, Grammarly flags words that may come across as too formal, vague, or emotionally off-tone. It helps coaches say what they mean with clarity and intention.
5. Descript
Descript is a powerful all-in-one tool for coaches who use video or audio content. Unlike traditional editors, Descript lets you edit recordings by editing text—cut out filler words, fix mistakes, or reorder parts of a session just by modifying the transcript.
Coaches use it to repurpose recorded workshops, polish short-form content for social media, or even clean up client video testimonials. It also supports screen recordings and simple animations, helping coaches produce branded video content without outsourcing editing. For those running digital courses or YouTube channels, it’s an invaluable time-saver.
6. Crystal Knows
Crystal Knows adds a psychological layer to coaching. It analyses publicly available information to build personality profiles based on DISC-style behavioural science. For coaches, this means you can understand a client’s preferred communication style before you even speak with them.
The tool helps coaches tailor their language, feedback, and coaching style to suit each individual client. For example, some clients respond best to structured, data-backed discussions, while others may prefer a more empathetic, exploratory approach. Crystal provides insights that help fine-tune delivery and reduce friction in early sessions.
It’s also useful for preparing clients for conversations with colleagues or investors. Coaches can use Crystal to support role-play, anticipate conflict styles, or prepare messaging that lands better with different personality types.
7. Jasper AI
Jasper AI is ideal for coaches building a digital presence. If you write newsletters, blog posts, lead magnets, or programme descriptions, Jasper speeds up the process with clean drafts that match your tone. It’s especially helpful when facing writer’s block or producing large volumes of content.
You can feed Jasper your brand tone, preferred structure, and key themes, and it generates consistent outputs tailored to your voice. Coaches use it to build launch content, write LinkedIn posts, or even prepare onboarding sequences. It’s not about replacing your voice—it’s about helping you stay visible without burning out on content.
8. CoachAccountable
CoachAccountable is built specifically for coaching workflows. It combines session scheduling, client progress tracking, homework assignments, journaling, and feedback loops all in one dashboard. While it’s not a pure AI tool, it includes automated follow-ups, reminders, and insights based on client activity.
For coaches managing long-term client relationships, it removes the need to juggle five different apps. Everything lives in one place—from goals and contracts to notes and milestones. The smart automation helps nudge clients between sessions, keeping them engaged and accountable without needing constant manual input.
9. Trello + Butler AI
Trello is a favourite for coaches who like visual planning, and Butler AI turns Trello into a dynamic assistant. With Butler, you can automate recurring tasks, auto-assign cards based on deadlines, or generate checklists based on card activity.
Coaches use it to manage onboarding pipelines, build coaching programme roadmaps, and track personal goals across client portfolios. For example, you could set up a board that moves a client through onboarding, pre-session prep, live coaching, and post-session follow-up automatically. It saves time and creates consistency in delivery.
10. Fireflies.ai
Fireflies takes meeting transcription a step further than most tools. Not only does it record and transcribe sessions, but it also detects and highlights key moments—action items, key decisions, emotional cues, and follow-up questions.
This is particularly helpful in group coaching or team-based sessions where coaches need to track multiple voices and outcomes. Fireflies automatically tags who said what, helping clarify accountability and next steps. It’s a smart way to keep coaching actionable and grounded, without having to rewatch full recordings.
Final Thought
AI tools won’t replace coaching, but they can amplify what makes great coaches effective: listening closely, asking better questions, and giving clients space to grow. These tools don’t take away the human part—they make it easier to show up fully prepared, with more time to focus on what matters most.
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