Health & Performance 3 Ltd (HP3) Communication Policy

Effective Date: 1st December 2024
Applies To: All athletes engaging in coaching services provided by HP3.

Purpose

This policy outlines the communication methods, boundaries, and expectations between athletes and HP3. It is designed to foster an effective, respectful, and supportive coach-athlete relationship while maintaining professional boundaries and promoting holistic coaching practices.

1. Communication Channels

Athletes may contact HP3 using the following approved methods:

  • Email: info@hp-3.co.uk – For non-urgent or detailed queries.

  • TrainingPeaks: For reviewing training sessions in the post workout notification, providing updates, and submitting feedback via the weekly roundup.

  • WhatsApp: For emergencies and non-standard communication (see Section 6).

  • Microsoft Teams: For uploading documents.

  • Phone/Video Calls: By prior arrangement with your coach, frequency depending on your coaching package level.

  • In-Person: Where feasible and agreed upon in advance.

2. Communication Hours

  • Standard Hours: Monday to Friday, 8:00 am – 8:00 pm.

  • Outside Standard Hours: HP3 may respond to messages at the coach’s discretion, except in emergencies (see Section 6).

3. Response Times

  • HP3 aims to respond to communications via TrainingPeaks (post workout notifications, weekly roundup) within 7 days.

  • WhatsApp messages received outside standard hours will be addressed during the next working day unless deemed urgent or an emergency.

  • During periods of planned leave, athletes will be notified in advance of alternative arrangements.

4. Respectful Communication

  • All communication must remain respectful and professional.

  • HP3 reserves the right to address any inappropriate language or behaviour in communication.

5. Scheduled Meetings

  • Athletes are encouraged to schedule discussions or reviews to ensure dedicated time and attention.

6. Emergencies and Non-Standard Communication

At HP3, we value the trust and accessibility required for a successful coach-athlete relationship. While we encourage athletes to respect communication boundaries, we understand that emergencies and exceptional situations may arise. To support you holistically, we have the following provisions:

  1. Definition of Emergencies
    Emergencies include, but are not limited to:

    • Sudden injury or illness affecting your training.

    • Emotional or psychological distress directly impacting your well-being or performance.

    • Urgent clarifications required for a critical event or competition within the next 24 hours.

  2. Contact Outside Standard Hours

    • In emergencies, athletes may contact their coach via WhatsApp.

    • While immediate responses cannot always be guaranteed, your coach will endeavour to respond as soon as possible.

  3. Exceptional Non-Emergency Situations

    • If an issue arises that is important but not urgent, please use email or TrainingPeaks weekly roundup to communicate clearly.

    • Time-sensitive but non-emergency matters (e.g., last-minute competition queries) should indicate urgency to ensure they are addressed appropriately.

  4. Coach Discretion

    • The coach will assess each situation to determine whether immediate attention is necessary.

    • Repeated misuse of emergency contact methods may result in a discussion about expectations.

  5. Holistic Support Beyond Emergencies

    • For situations involving severe emotional or psychological challenges, your coach may recommend additional resources, such as mental health professionals, while continuing to provide appropriate coaching support.

7. Documentation and Record-Keeping

  • All coaching-related communication may be documented to support your training progress and ensure quality service.

  • Sensitive information will be handled in accordance with HP3’s Privacy Policy and GDPR requirements.

8. Communication Changes

  • HP3 reserves the right to update this policy as needed. Athletes will be notified of significant changes via email or other appropriate channels.

Acknowledgement

By engaging with HP3, you acknowledge and agree to adhere to this Communication Policy. This policy is designed to support a collaborative, professional, and athlete-centred coaching environment.