Health & Performance 3 Ltd (HP3) Risk Management Framework (Including Online and Remote Coaching)

Effective Date: 8th December 2024

Scope: Applies to all coaching activities, including in-person, online, and remote coaching sessions.

1. Purpose

This framework ensures the safety of athletes and coaches by identifying and mitigating risks associated with both in-person and remote coaching. Specific considerations for remote coaching address risks tied to athlete autonomy, technological reliance, and communication clarity.

2. Key Risk Areas (Additional Remote Coaching Considerations)

For remote coaching, HP3 recognises the following unique risks:

  1. Physical Risks: Lack of real-time supervision increases the risk of improper technique or overexertion.

  2. Technological Risks: Disruptions in communication tools (e.g., Microsoft Teams) may hinder effective coaching.

  3. Environmental Risks: Athletes may train in uncontrolled or unsuitable environments without prior assessment.

  4. Autonomy Risks: Athletes have more responsibility for interpreting and executing training plans, increasing the chance of errors.

  5. Data Security Risks: Sharing sensitive data online increases the risk of breaches or unauthorised access.

3. Remote Coaching-Specific Protocols

3.1. Athlete Onboarding for Remote Coaching

  • Conduct an initial video consultation to assess the athlete’s environment, equipment, and physical condition.

  • Provide a checklist for setting up a safe training environment (e.g., clear space, appropriate equipment).

  • Educate athletes on using remote tools like TrainingPeaks or Microsoft Teams effectively.

3.2. Risk Assessment for Remote Coaching

Remote coaching requires a virtual assessment of the athlete’s setup:

  • Environment: Assess potential hazards such as insufficient space, tripping hazards, or unstable surfaces.

  • Equipment: Ensure athletes have properly maintained equipment suitable for the prescribed training activities.

  • Athlete Health: Require athletes to self-report injuries or health conditions before each session via TrainingPeaks or email.

Risk Assessment Template for Remote Coaching

CategoryDetailsActivity[E.g., Home-based strength training, virtual running drills]Environment[Self-assessed space adequacy, lighting, ventilation]Equipment Check[Condition of equipment, video demonstration of setup if needed]Health Status[Pre-session injury/health status via self-report]Technological Setup[Functionality of devices, internet stability, familiarity with tools]

3.3. Communication and Supervision

  1. Pre-Session Preparation:

    • Provide detailed written instructions and demonstration videos for exercises requiring precision.

    • Schedule a brief pre-session check-in to discuss the athlete’s readiness and answer questions.

  2. During Sessions:

    • Use live video (e.g., Microsoft Teams) for real-time feedback during technique-critical sessions.

    • Encourage athletes to ask questions immediately if unsure about an exercise or adjustment.

  3. Post-Session Review:

    • Review athlete-submitted training data and feedback via TrainingPeaks.

    • Follow up with clarifications or modifications as needed.

3.4. Incident Reporting for Remote Coaching

  • Athletes are responsible for reporting injuries or concerns immediately after the session.

  • Use the Incident Report Log to document details of remote incidents and follow-up actions.

4. Technological Considerations

  1. Platform Security:

    • Use secure platforms (e.g., Microsoft Teams, TrainingPeaks) for all remote communication and data sharing.

    • Ensure compliance with GDPR for storing and transmitting athlete data.

  2. Backup Plans:

    • Have a contingency plan for technology failures, such as switching to phone communication if video tools are unavailable.

  3. Clear Instructions:

    • Provide step-by-step guides for using coaching platforms and ensure athletes are comfortable with the technology.

5. Emergency Procedures for Remote Coaching

  • Athlete Responsibility:

    • Athletes must have access to a phone and emergency contacts during remote sessions.

    • Share location details and expected training duration with a trusted individual, especially for outdoor activities.

  • Coach Response:

    • If an athlete reports an injury during a remote session, advise immediate cessation of activity.

    • Refer the athlete to medical care if needed and document the incident.

6. Athlete Education for Remote Coaching

  • Technique Videos: Provide a library of video tutorials to ensure safe execution of exercises.

  • Emergency Preparedness: Educate athletes on handling emergencies, such as stopping training if they feel unwell or recognising signs of injury.

  • Self-Monitoring: Teach athletes to monitor intensity levels (e.g., using heart rate or perceived exertion scales).

7. Review and Training for Remote Coaching

  • Conduct regular team reviews of remote coaching challenges and incident trends.

  • Train coaches on remote-specific risk mitigation, such as guiding athletes through self-assessments.

8. Communication with Athletes

  • Reference this framework during onboarding to clarify expectations for remote coaching safety and athlete responsibilities.

  • Include relevant excerpts in training materials, with links to the full framework for detailed guidance.