Visit Coaching Focus Checklist
Download your visit coaching checklist
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About this visit coaching checklist
Stop guessing. Start knowing. This visit coaching focus checklist gives operations teams a simple structure for coaching during site visits — so you leave with clear evidence, clear actions, and measurable progress (not just good intentions).
Use it for regular store or site visits, performance support, and standards consistency. It covers preparation, in-the-moment coaching checks, escalation criteria, and close-out actions.
What this visit coaching focus checklist covers
- Preparation checks so you arrive with a clear purpose and the right context
- In-process coaching checks to observe, coach, and confirm understanding on the floor
- Escalation criteria so safety, compliance, and repeat issues are handled early
- Close-out actions with owners and dates, so improvements happen between visits
Who it is for
This checklist is for operations teams who carry out regular site visits — area managers, regional managers, multi-site leaders, and operational coaches. It works best when you want consistent standards without turning visits into box-ticking.
How to use it on a real visit
Before you arrive, choose one primary coaching focus and decide what evidence you need to collect. During the visit, spend time observing live work, capture good practice, identify the biggest gap, and coach in the moment (ask, demonstrate, practise, confirm).
At close-out, summarise the wins and the one key focus area, then log actions that are specific, owned, and dated. If the issue is bigger than local coaching — safety risk, compliance breach, repeat failure, or a blocking equipment problem — escalate with evidence.
Why this checklist reduces wasted visits
Most coaching visits fail for one of three reasons: the focus is too broad, the feedback is too vague, or actions are not owned and followed up. This checklist keeps the visit anchored to observable reality and turns coaching into repeatable steps — so the team knows what to do next, and you can track whether it happened.
Run it in Ocasta
Use this checklist in Ocasta to standardise site visits, capture evidence consistently, and turn findings into actions. You get a clearer view of what is working, what is drifting, and where coaching will have the biggest impact — across every location.
Disclaimer: This checklist is for general guidance only and does not constitute legal, regulatory, health and safety, or professional advice. You are responsible for ensuring compliance with applicable laws, standards, and internal policies.
Included questions
Here's what's included in this visit coaching checklist:
Visit preparation (8)
Set the visit up so coaching time is focused, fair, and based on real operational needs — not guesswork.
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Yes/No
Is the visit date and time confirmed with the site?
Confirm who you are meeting and the best arrival time to see real trading conditions.
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Dropdown
What is the primary purpose of this coaching visit?
Pick one main focus so the visit stays tight and measurable.
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Yes/No
Have you reviewed actions from the last visit?
Bring the previous action list and check what was completed, what is stuck, and why.
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Yes/No
Have you checked the latest site performance and compliance indicators?
Look for trends, not single data points. Note the top two risks and top two wins.
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Dropdown
Which coaching focus area will you prioritise today?
Choose the one area that will make the biggest difference this week.
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Yes/No
Do you know what evidence you need to collect during the visit?
Examples: photos (where permitted), counts, timestamps, and specific examples of good practice and gaps.
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Text
What are the three questions you will ask the manager or shift lead?
Keep them open and practical: what is getting in the way, what is working, what support is needed.
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Yes/No
Have you checked any site-specific safety or access requirements?
PPE, sign-in, restricted areas, lone working rules, and any local hazards.
Arrival and alignment (5)
Create a shared view of what ‘good’ looks like and agree how you will work together during the visit.
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Text
Record arrival time and who greeted you
This helps you link observations to trading conditions.
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Text
What is the site context today?
Examples: staffing gaps, deliveries, local events, system issues, unusual footfall.
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Yes/No
Did you agree the agenda and coaching focus with the manager or shift lead?
State the focus, how long you will be on the floor, and what ‘done’ looks like.
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Yes/No
Did you confirm the standard you are coaching against?
Use a simple reference: the process steps, expected behaviours, and the outcome you want.
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Yes/No
Did you set expectations for respectful, in-the-moment coaching?
Coach privately where possible. Praise in public, correct in a calm, specific way.
In-process coaching checks (10)
Coach in the moment: observe, ask, demonstrate, practise, and confirm understanding.
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Number
How many minutes did you spend observing live work?
Aim to observe enough to see the real routine, not a one-off moment.
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Number
How many coaching opportunities did you identify?
Count specific moments where a behaviour or step could be improved.
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Text
What good practice did you see that should be repeated?
Be specific: who, what they did, and the impact.
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Text
Describe the biggest gap in plain English
Focus on the behaviour or step, not the person. Include the impact on customers, safety, or waste.
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Dropdown
What is the most likely reason for the gap?
If you do not know, ask and test it rather than guessing.
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Dropdown
Which coaching method did you use most?
Choose the primary method used for the key gap.
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Yes/No
Did the team member practise the correct way during the visit?
Coaching sticks when they practise, not when they only listen.
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Yes/No
Did you confirm understanding by asking them to explain the steps back?
Ask for the steps and the ‘why’ behind them.
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Yes/No
Did you remove a barrier or log it as an action with an owner?
Examples: missing kit, unclear signage, broken equipment, unclear process wording.
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Vibe
How effective was the coaching in the moment?
Use your judgement based on engagement, clarity, and whether behaviour changed during the visit.
Escalation criteria (7)
Know when a coaching visit becomes a risk issue. Escalate early so problems do not compound.
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Yes/No
Is there an immediate safety risk that needs stopping now?
If yes: stop the activity, make the area safe, and follow your incident process.
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Yes/No
Is there a compliance breach that requires formal reporting?
Examples: missing mandatory checks, critical control failures, or policy breaches.
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Yes/No
Is this a repeat issue from the last visit with no clear progress?
If yes: escalate with evidence and request a support plan, not just another reminder.
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Yes/No
Is staffing or capability creating an ongoing operational risk?
Examples: persistent under-coverage, no trained keyholder, repeated errors on a critical task.
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Yes/No
Is equipment or a system issue preventing the standard being met?
If yes: raise a ticket or escalate to the right team with impact and urgency.
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Dropdown
If escalation is needed, what action did you take?
Choose the highest level action taken today.
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Text
Escalation notes (what, why, and evidence)
Include who you told, when, and what you need next.
Close-out and follow-up (7)
Turn the visit into clear actions, owners, and dates. Close the loop so performance improves between visits.
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Yes/No
Did you summarise the key wins and the key focus area to the manager or shift lead?
Keep it simple: what to keep doing, what to change, and why it matters.
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Number
How many actions did you log from this visit?
Actions should be specific, owned, and time-bound.
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Yes/No
Are all actions specific, owned, and dated?
If an action has no owner or due date, it is a note — not an action.
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Dropdown
What follow-up support did you assign?
Choose what you actually assigned today.
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Text
When is the next check-in, and how will you confirm progress?
Example: ‘Call Friday 10:00’ or ‘Next visit in 2 weeks’.
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Dropdown
Overall visit outcome
Choose the best match based on evidence gathered today.
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Signature
Sign off
Confirm this visit record is accurate and complete.