The initial assessment of a client's needs and the ongoing reassessment and monitoring.

The trainer develops an exercise and behavior modification program based on the client's initial assessment and the desired outcomes.

To monitor progress and make program adjustments, the trainer must keep a record of vital information gathered in the assessment, the monitoring process, a record of the exercise/nutrition program and a training log, as well as medical reports and financial transactions.

Most trainers agreed that assessment tools were a big help, citing convenience of standardized forms and embedded fitness calculators to quickly determine training levels with less math errors. Visual aids and reports are another plus. “I found it useful to be able to print pie charts and graphs for my clients,” says personal trainer Darlene Conley, a 10-year veteran from northern California. “Using visual aids makes it easy to show progress or explain body fat/lean mass comparison. The reason I discontinued the service was the cost. I don't have enough clients to see a return on the monthly investment.”

In a club setting, however, assessment tools can be an additional revenue center for the personal training business, and the cost can be spread over more clients making it a more cost-effective investment.

The response to program development software was well received. Most trainers could produce programs quickly and could include pictures or illustrations of the exercises and reference material. Another component is the ability to save programs as templates for use with other clients. This software allows the trainer to develop programs for out-of town or long-distance clients. The only negative comments had to do with programming limitations in terms of exercise and workout formats.

Maintaining a uniform client database is a plus. “I found that keeping paper records for my clients was cumbersome. Liability and confidentiality issues made me want something more secure,” quotes personal trainer and HighFiveFitness president, Tim Walton. “I was so frustrated that I was driven to start HighFiveFitness as a web-based solution for trainers.” However, even Walton admits that trainers are still tied to the notepad, taking notes during client session and later logging the information in a software program.