What does a personal trainer do?

Level 3 Exercise Programming
and Coaching
Lesson 2.1 – What does a personal
trainer do?
Level 3 Exercise Programming and Coaching
What does a personal trainer do?
Step 1 – Lesson objectives
In this lesson we’re going to look at what a personal trainer does and what
knowledge, skills and attributes you will need to develop to become a highly skilled
professional.
This lesson will enable you to:





Identify your responsibilities as a personal trainer
Summarise the qualities you need to be a good personal trainer
State the knowledge and skills you require
Identify the sort of people who will use your services
Explain what your clients will expect of you
Step 2 – What do you think?
Before we take a close look at what personal trainers actually do, here’s a
question – which of these statements do you think is incorrect regarding your role
as a personal trainer?
Select the most accurate option.
1. I will design and supervise exercise programmes that enable my clients to
reach their health and fitness goals
2. I will provide motivation and encouragement
3. I will act as a resource for the latest information on health and fitness
4. I will be a friend and companion
Feedback: Your clients are paying for your expertise, not your friendship. As a
personal trainer, you’ll help clients to reach their health and fitness goals by
designing safe and effective exercise programmes for them, providing motivation
and encouragement, and acting as a resource for the latest information on health
and fitness.
This is a reasonably good description of your role as a personal trainer but we now
need to look at a more detailed picture of the knowledge, skills and attributes you’ll
need to be a successful personal trainer.
Step 3 – What are the responsibilities of a personal trainer?
Your main responsibility as a personal trainer is to develop an exercise
programme for each of your clients that is safe and effective, and to supervise
them as they go through this programme.
However, you also have other essential responsibilities which are perhaps less
obvious at first sight.
Keep clients properly informed - Make sure your clients know what you are
doing and why you are doing it.
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What does a personal trainer do?
For example, when you are noting their medical history or assessing their fitness,
this is sensitive personal information. You should make sure they are completely
clear about why you need that information.
Comply with health and safety rules - Before any training can take place, you’ll
have to make sure that the venue where you are working is not only suitable for
what you are doing but also safe. This is usually just common sense, but it also
means that the place where you train your client must comply with health and
safety rules.
Ensure qualifications are updated - Your client relies on you to know what you
are doing. You should make sure that your knowledge and qualifications are kept
up-to-date.
Be professional - Being a personal trainer is a business like any other - you need
to be professional if you want to be successful. That’s why you should always
keep your appointments diary up-to-date, so you know who you are supposed to
be seeing and when. You should also be careful to keep all records of client
payments in good order, so you know who has paid and who hasn’t and can follow
up if you need to. Lastly, make a point of paying your business debts, from rental
fees to income tax, promptly, so you always know your business’s financial
position.
Store information securely - It’s easy to forget that all the information you hold
about your clients is covered by government legislation - the 1998 Data Protection
Act. The Act says that you must store their information securely.
You can stop your client information getting into the wrong hands with a few
simple precautions - such as keeping client documentation out of sight in a locked
drawer, and storing computer files in a folder that is password protected.
Client respect - You should try to treat all your clients in a courteous, caring and
respectful manner. Apart from anything else, this makes good business sense, but
it’s not always easy, as you will see a little later!
Step 4 – Knowledge check
As a personal trainer, you are running a business. What are your key
responsibilities to make your business run smoothly?
Select the most accurate option
1.
2.
3.
4.
5.
6.
Keep your appointments diary up to date
Keep records of your clients’ payments
Pay your business debts promptly
Get some personalised note paper printed
See what you can get on expenses
Put your fees up
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Level 3 Exercise Programming and Coaching
What does a personal trainer do?
If you want to be successful, you should keep your appointments diary up-to-date
so you know who you are seeing and when, keep your records of client payments
in good order, so you know who has paid and who hasn’t, and make a point of
paying your business debts, from rental fees to income tax, promptly, so you
always know your business’s financial position.
Step 5 – What you need to know as a personal trainer
We’ve discussed some of the responsibilities that you’ll have as a personal trainer.
Now we’ll take a look at the practical and theoretical knowledge that you’ll need.
Prescribing exercises - Your clients will expect you, as a personal trainer, to
prescribe safe and effective exercises for them. To do this you need to have a
sound understanding of the theoretical basis of exercise prescription. You also
need to have a practical working knowledge of how each exercise is performed
and what equipment is required.
And when you have to train clients in their homes, you need to know how to do
this safely without sophisticated gym equipment.
Exercise physiology - Exercise, like anything else, is subject to many fads and
fashions. However, as a personal trainer you have to be aware of the deeper
physiological knowledge that underpins the subject.
When you assess your clients you will obtain a lot of physiological information
about them. This will enable you to prescribe appropriate exercises and monitor
the way they respond.
Understanding normal and abnormal physiological responses, and how the body
adapts to exercise, will help you ensure your exercise prescription is safe and
effective.
Kinesiology - As a trainer I need to understand kinesiology, which is the study of
anatomy, physiology, and mechanics in relation to bodily movement.
When you develop an exercise programme you have to understand the muscle
activity and biomechanics involved in each exercise so that you can adapt and
progress it to suit your clients’ needs and abilities. Your knowledge of kinesiology
will be essential in reducing the risk of muscle imbalances, postural problems and
even injury to your client.
Step 6 – Skills
Now we’ll look at the skills you’ll require in addition to knowledge of anatomy and
exercise. These are a distinct set of activities you’ll need to carry out for every
client. They’ll enable you to give them a service that takes account of the whole
person. They are: health screening, fitness assessment, behavioural management
and lifestyle coaching, and stress management.
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What does a personal trainer do?
Health screening - As a personal trainer you will encounter all sorts of clients with
varying needs and abilities and health statuses. Some may even be starting to
exercise as a way of recovering from an illness.
You’ll need to know accurately the health status of all your clients before you can
start to prescribe exercise programmes for them. To assess their health, you need
to be able to administer health-screening questionnaires and use the results when
prescribing exercise. In some cases, you may need to refer them to the doctor to
get medical clearance that it’s safe for them to exercise.
Fitness Assessment - Most of your clients will come to you because they want to
be fitter. It’s your job to test how fit they are to start with so that you can create
appropriate programmes for them and measure their progress.
To assess a client’s fitness requires you to be able to select and conduct a variety
of fitness tests.
Behavioural management and lifestyle coaching - Your clients will only enjoy
the benefits of their exercise programmes if they’re able to keep to a regular
routine. However, for many people, making such a lifestyle change can be very
difficult for a variety of reasons.
If your client seems to be having difficulties of this sort, you should try to discover
what sorts of barriers are preventing them from making progress. You can then
suggest strategies for overcoming these and motivate them to deal with their
problems.
This is such an important topic that Future Fit have developed a dedicated course
on the subject called 'Behaviour Change Coaching' which you will complete as
part of your diploma.
Stress management - Most people have suffered from stress at some time in
their life. The Health and Safety Executive estimate that nearly 9.9 million work
days were lost in 2014/2015. Some people claim to thrive on it, but for many it’s
unwelcome. Its effects range from anxious feelings and stomach churning to
reduced immunity and serious illness.
As part of the general package of fitness measures you prescribe for your clients,
you will also review their stress levels. If they are raised, you will be able to
suggest strategies for stress reduction.
We’ll look at stress in more detail later on in the course.
Step 7 – Marketing
In addition to understanding client-centred skills, you’ll need to think about
marketing. This is important for letting people know about the existence of your
business, and the services you offer. It’s easy to think that the world will beat a
path to your door, but in general it won’t, however brilliant a trainer you are.
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What does a personal trainer do?
The role of marketing is to tell people who you are and what you do. You can use
a variety of methods to draw people’s attention to your services.
You can learn more about this in our Building your Fitness Business course.
Step 8 – What services are required from a personal trainer?
Clients come in all shapes and sizes - they also seek your services and advice for
all sorts of reasons.
Seeking advice - All your clients will want general advice about how to get fit and
lead a healthier life. However, many clients will also have individual health and
fitness concerns and challenges that they want your advice about, and no one is
‘typical’.
Managing weight - Obesity is a major medical concern in today’s society. You
can help your client change their sedentary behaviour habits and manage their
weight by getting them to enjoy regular exercise.
Achieving goals - Some clients want to achieve specific goals with their training,
such as increasing muscle mass or improving their athletic performance.
Getting motivated - Clients may have difficulties in keeping to their fitness
regimes, and so may need you to provide support and motivation to help them
overcome their difficulties.
Rehabilitation - Some clients may engage your services to help them get back to
full fitness after illness or injury.
These clients can seriously test your knowledge of anatomy and your ability to
prescribe suitable exercise programmes.
Step 9 – What other services are required from a personal trainer?
Clients will seek your services and advice for other reasons as well.
Correcting posture - Clients may need you to help them address postural
problems caused by the specialised and limited activity patterns of modern living,
such as commuting by car and sitting in front of a computer all day.
Improving athletic performance - Improving athletic performance is a highly
specialised area. You will need specific knowledge and experience gained from
further courses to help your clients with this.
Managing stress - Many clients need assistance with managing stress. Along
with obesity, stress is one of the common problems of modern life. If unchecked it
can seriously affect people’s health.
Fortunately, you can help your clients with specific stress-reducing exercises.
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Level 3 Exercise Programming and Coaching
What does a personal trainer do?
Medical referral - Medical referrals can be a good source of new clients for any
personal trainer. Remember this course does NOT qualify you to take on clients
referred by a GP.
You will need to pass our Exercise Referral for Health Management course to be
able to do this.
Step 10 – Knowledge check
See if you can match the type of service you need to give with the way your client
behaves.
Your client is hunched when they sit down
because they work in a clerical job in front of a
computer
Your client always appears agitated and seems
worried when you describe an exercise you want
them to do
Your client is referred to you by a doctor
Correcting posture
Managing stress
Medical referral
If your client is hunched when they sit down because they work in a clerical job in
front of a computer, they need you to help them correct their posture. If they seem
generally anxious, you should help them to manage their stress by prescribing
stress-reducing exercises. If a doctor refers a client to you, you will not be able to
work with them unless you have passed our Exercise Referral course.
Step 11 – Who requires personal training?
Anybody can decide they need a personal trainer, from an athlete in peak physical
condition to an elderly person who wants to retain mobility and fitness. Nobody is
ruled out from wanting to improve their fitness, and all types of clients may end up
consulting you.
Maggie and Nick have a wide variety of clients ranging from poorly motivated, deconditioned beginners to highly motivated amateur athletes.
Clients who are deconditioned - When Gerald came to me it soon became
apparent that he had a lot of problems that needed sorting out. Some of his
problems are physical – he’s very overweight, he’s on medication and his lifestyle
isn’t helping. His doctor sent him to me and indicated there was a family history of
heart problems on his father’s side.
Gerald also has problems with motivation. Like many people, he doesn’t like the
way he is, but he isn’t particularly motivated to do much about it. It will be a
challenge for me to help him discover that regular exercise will really make him
feel better about himself.
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Clients who are highly motivated - When I met Matt, I was impressed by his
keenness and fitness. In his job he probably builds up a head of steam and
running is one way to burn it off. I immediately knew I would have no difficulties
with motivation as he had money riding on a bet with a colleague that he could
beat him over 10 km.
My main task now is to build him up from running 5 km to running 10 km. By the
time we have finished, I hope he will be fit for even longer distances if he wants to
have a go.
Clients who want to tone up - As soon as I met Andrea I really liked her
enthusiasm and willingness to learn. She has had a really good experience by
losing two stone since she first started going to the gym a couple of years ago.
Now I guess she wants to up her game, which is where I come in. She wants to be
toned up and is really interested in resistance training. I am looking forward to
helping her with this.
Step 12 – What clients expect from you
It goes without saying that clients expect a PT to be able to teach safe and
effective exercise. In addition to this, there are certain other less obvious things
that clients want from a PT.
Let’s now look at the other qualities a client has a right to expect from a personal
trainer.
Professionalism - You should be professional about all aspects of your business,
from the way you present yourself to how you communicate your knowledge and
skills.
Being professional also involves knowing your professional boundaries, and when
clients should be referred to a health care professional.
Every client you train should have a professional experience from start to finish.
Consistency - Your clients will expect the same high quality of service from you
during every session. Whatever you feel inside, you can’t afford to have good days
and bad days.
Regardless of what is going on in other aspects of your business and personal life,
your clients have paid their fees and are entitled to a consistent level of service
from you.
Enjoyment - Unless you are working with professional athletes, exercise is
normally a leisure activity for your clients, so you should try to make sure that they
enjoy what they are doing.
Clients find it harder to stick to an exercise programme if they find it dull and
boring. However, you can make it enjoyable by the way you interact with them and
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take on their exercising likes and dislikes. For example, if your client enjoys using
the cross-trainer but hates running, then let them use the cross-trainer, provided
that it’s appropriate for them.
Results - The bottom line is that clients want results. Every client will have a goal
of some sort that they want you to help them to achieve. Typically, they will want to
be able to see increased fitness or some other physical change such as a
reduction in body fat or increase in muscle.
Your effectiveness and reputation as a personal trainer will be judged by your
ability to help your clients achieve their goals. Your professional reputation will
attract new clients and make the ones you already have stay with you. The more
clients you have, the more successful your business will become.
So, if you want to be successful, make sure your clients get results!
Step 13 – Knowledge check
What qualities should your client expect from you?
Select 3 correct options:
1.
2.
3.
4.
5.
6.
Professionalism
Consistency
Enjoyment
Good sense of humour
Charisma
Leadership
Your clients should expect you to show professionalism and consistency and give
them enjoyment and results.
Step 14 – Less obvious qualities that clients expect from you
Clients will expect you to be genuinely committed to helping them achieve their
goals and keep them motivated. They’ll want you to provide inspiration and be
honest with them at all times.
Inspiration - Many clients look to their personal trainer to provide honest feedback
and advice. They also want you to be a source of motivation and inspiration and
yet make them feel relaxed.
This requires you to be dynamic and passionate if you are to successfully motivate
your clients to achieve their goals.
Integrity - Although being a personal trainer is your job, clients don’t want to think
that your only motivation for training them is their money. We have all experienced
being served by a bored waiter or seen by a doctor who can’t wait to go and play
golf, and it’s not a good experience.
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Your clients want to work with someone who cares about them and is enthusiastic
about what they are doing. If you aren’t involved, this won’t just be reflected in the
quality of your work—it will result in the speedy departure of your clients.
Honesty - While you should be as positive as possible with your clients, if you feel
they are not trying, you need to let them know in a tactful and timely fashion.
Most clients can tell if you are flattering them or holding back what they need to
know. In return for your honesty, you will gain their trust and respect.
Discretion - You will be receiving a lot of sensitive data about your client and so
this will need to be handled correctly. You will learn more about this in the next
steps.
Step 15 – Complying with the 1998 Data Protection Act
As soon as you have documented your client’s information, this is called a
personal record and is subject to certain legal requirements.
In dealing with client records you have a legal responsibility for their confidentiality.
The 1998 Data Protection Act specifies your responsibilities for storing and using,
or ‘processing’, your clients’ data.
This section describes the eight principles of good information handling which you
have to comply with. You’ll also find out about the types of client information that
are regarded by the law as ‘sensitive’. There are stricter rules governing this sort
of information.
Step 16 – Rules of good information handling
Here are the first four principles or rules of good information handling as described
in the 1998 Data Protection Act.
Only process data fairly and lawfully - The first principle states that your client’s
data should be processed ’fairly and lawfully‘. This means that you should
maintain the integrity of your client’s data. You must ensure that it isn’t used for
any other purpose than that for which it was gathered.
By ‘processing’, the law means ’obtaining, recording or holding the information or
data‘. It also means ‘adapting’, ‘altering’, ‘retrieving’, ‘consulting’, ‘using’,
‘disclosing’, ‘combining’, ‘blocking’ or ‘erasing’ the data.
Only use data for its intended purpose - You should only ‘process’ data for
specific and lawful purposes.
This means that you should not use your clients’ data for any purpose other than
prescribing suitable exercise programmes for them. For example, you would not
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give their addresses to anyone who might send them advertising material without
their permission.
Only keep relevant data - The law states that the data gathered about your
clients should be ’adequate, relevant and not excessive in relation to the purposes
for which it is processed.’
As a personal trainer, you’ll be collecting the data to help you assess your client’s
fitness. Some of the data you collect might be the sort of thing your client would
feel sensitive about, such as medical information, so keep your notes to a practical
minimum.
Keep client data accurate and up-to-date - It’s important to keep your clients’
records accurate and up-to-date. You can then follow their fitness and progress
accurately. The law does not permit organisations to keep inaccurate, out-of-date
records, as these could be misleading.
Step 17 – Rules of good information handling
Here are the final four principles of the 1998 Data Protection Act. They are all
common sense measures and should be straightforward to work with.
Don’t keep client records for longer than necessary - You should not keep
your clients’ records for any longer than is necessary. You should destroy a
client’s record when they cease to be your client.
Treat clients’ data in line with their individual rights - Client data should be
processed in a way that respects their individual rights. When you are doing
anything with their data, from viewing it on your computer to printing it, you should
be careful not to leave it lying around, or to leave a computer screen showing
client details unattended or open for longer than necessary.
Protect client data against accidental loss - It’s your responsibility to keep your
client’s data secure against mishaps and disasters. These include possibilities
such as losing data through computer failure or losing your laptop. You also need
to take precautions to ensure your client data is safe in the event of disasters such
as fires and burglaries.
Be careful if you are sending data abroad - In case you need to send your
client’s data outside of the European Economic Area, make sure you check first, to
see if appropriate data protection applies to the country concerned.
Step 18 – Sensitive data
The Data Protection Act considers some sorts of personal information to be more
sensitive than others. ‘Sensitive’ data is data that could possibly be used to
discriminate against an individual.
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What does a personal trainer do?
Although we are listing these types of information here, it’s worth remembering
that you will only be recording information that directly relates to their training. If
you learn of any information that isn’t relevant to physical training, you have no
reason to record it.
Physical or mental health - As we’ve seen, gathering information about your
clients’ physical and mental health is an essential part of your profession as a
Personal Trainer.
The act considers this information to be sensitive, so ensure you take special care
when handling and storing it. While people may not mind others knowing about a
broken leg, they may feel very nervous about a mental health problem becoming
more widely known.
Racial or ethnic origin - Any data you record that relates to a client’s race or
ethnicity should be handled carefully and kept away from people who may use it
for discriminatory purposes.
Political opinions, religious beliefs and trade union membership - The act
lists political opinions, religious beliefs and trade union membership as being
‘sensitive’ data. Although you are unlikely to need to use such data, it’s useful for
you to be aware of this category.
Sexual life - Information about a client’s sex life isn’t relevant to training purposes
and so you won’t need to record it.
Offences or alleged offences - Information about criminal offences, real or
alleged, committed by a client are not relevant to their training and therefore do not
need to be recorded.
Step 19 – Your clients’ rights relating to their data
Your clients have certain rights with regard to their data. Here are the things are
they’re legally entitled to ask about their data, some or all of which may apply to
your business.
Who is processing their information - Your clients have the right to know
whether you, or someone else on your behalf, is processing personal information
about them.
What information is being processed - Your clients have the right to know what
information about them is being processed, why it’s being processed and to whom
it may be disclosed.
Where the information came from - Your clients have the right to know about the
sources of the information you hold about them.
Receive a copy of personal information - Your clients have a legal right to
receive a copy of any personal information you hold about them.
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In order to obtain access to this personal information, clients must send either a
written or an electronic request for you to provide it. You can charge a fee for this if
you wish, and the maximum amount is set by the law.
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Step 20 – Informing the Information Commissioner’s Office
Apart from the way you deal with your client data, you have some final extremely
important legal responsibilities. These involve assessing whether you need to
notify the Information Commissioner’s Office about the way you process data.
Submitting details - The Data Protection Act requires businesses to notify the
Information Commissioner's Office (ICO) about the way they process personal
data, unless they are exempt. This information is included in a public register.
Details of exemptions - Subject to certain conditions, exemption is available for
organisations that only process personal information for the following purposes:
 Staff administration - including payroll
 Advertising and marketing for their own business
 Accounts and records
Contacting the ICO - Most PT businesses would probably be exempt from having
to give details of the way they process data to the ICO. However, to ensure that
you fully comply with Act, we recommend that you obtain further information from
the Information Commissioner’s Office at www.ico.gov.uk.
Possible penalty - Even if you are exempt from notification you must still comply
with other provisions in the Data Protection Act, including the eight data protection
principles.
And remember that if you fail to notify the ICO when you are required to do so, it’s
a criminal offence. Penalties for non-compliance or contravention of the Act can be
considerable.
Step 21 – Activity: What makes a good personal trainer?
Many different types of people become good personal trainers. You can be almost
any shape or size, but you will need to be fit. You can be almost any age and
continue for as long as you want to. You can be funny or serious, or somewhere
in-between.
Take a moment to write down what qualities you think a good personal trainer
needs.
Maggie - When people ask me what special qualities a good personal trainer has,
I always say that it’s the fact that we accept a high level of personal responsibility
for our clients. That means I do my best for them throughout their training
programme, and they can rely on me completely.
Nick - As a Personal Trainer I am always completely professional. I listen to my
clients’ wishes, as well as assessing their needs in the effort to give them a service
that’s individually designed for them. And that’s not all - my service is based on
achieving results. I wouldn’t be doing my job if I didn’t manage to achieve the
results I aim for at the beginning of each programme. It’s worth remembering in
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this context that as a personal trainer you earn about five or six times what you
would get as a fitness instructor on an hourly basis.
SkillsActive - ‘Personal trainers must establish and maintain an effective rapport
with their clients through the length of their prescription. They must be able to
clearly and accurately define their roles and responsibilities as a personal trainer
and their commitment to the client in line with the Ethical Code of Practice. They
must ensure that they administer the most effective and appropriate means of
testing to record information on the client’s physical, emotional and psychological
well-being.’
If an issue or condition is highlighted outside of the personal trainer’s
qualifications, experience or understanding then the personal trainer must refer the
client to an appropriate health care professional.
Step 22 – Lesson assessment
1. Is the following statement accurate?
Your client does not need to know what you are doing when you assess their
health and fitness, as it will only worry them.
2. As a personal trainer, you must know about kinesiology. What is kinesiology?




The study of physiology, anatomy and mechanics in relation to human
movement
The study of the way training equipment works
The study of the health implications of a set of exercises
The study of the movement of small mammals
3. Which of the following are services a personal trainer might NOT be expected
to offer? Select the most accurate option






Psychological counselling
General advice on fitness training
Weight management
Help with specific training goals
Motivation and support
Compliance with the 1998 Data Protection Act and take appropriate
precautions with data that it classes as ‘sensitive’
Step 23 – Lesson summary
Now you have completed this lesson you will be able to:

Explain how a personal trainer has a responsibility to be courteous,
supervise and develop safe exercise programmes in an environment that is
fit for purpose
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What does a personal trainer do?





Assess client fitness and screening, maintain qualifications and administer
your business in a professional manner
Develop a sound understanding of the theoretical basis of exercise
prescription as well as its practical application
Define the different kinds of client you will be working with
Summarise what clients expect from a personal trainer including
professionalism, inspiration, consistency, honesty, integrity as well as
providing fun and getting results
Clarify what knowledge, skills and attributes are needed to be a personal
trainer
The next lesson looks closely at how to develop an effective working relationship
with your clients.
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