In this article, you’ll learn how to run a group coaching program with ease and peace of mind. We’ll cover how to choose the right platform for your people, streamline logistics so participants feel supported, and keep engagement alive between sessions. You’ll also discover how to balance intimacy with scale by setting group size boundaries that protect transformation. These practical steps will help you create a group experience that feels effortless for participants — and sustainable for you.
Choose the Right Platform or Space
Your platform is more than just a technical detail — it’s where your community gathers. It sets the tone.
Most group coaching programs run on Zoom, but you don’t have to stop there. Ask yourself:
- Do I need breakout rooms for small-group work?
- Do I want a community hub where participants can connect between sessions?
- How will I share recordings, worksheets, or session notes?
If your group needs more connection, a dedicated community space like Mighty Networks, Circle, or even a private Slack channel can keep momentum alive. For others, email is enough.
The right platform is the one that meets your participants where they are, not the one with the most features.
Streamline Logistics, Calendars, and Materials
Logistics may seem boring, but they’re part of the participant experience. When details are clear, people can relax and focus on growth.
Here are three best practices I use:
- Calendar invites: Add all dates at once, with Zoom links included. No one should be searching their inbox before each call. I prefer to have the same Zoom link for all our calls, and create a memorable link on my website for it, like www.sarahsantacroce.com/[nameofprogram]zoom
- Central hub: Keep recordings, worksheets, and resources in one place — a Google Drive folder, course platform, or shared Notion board.
- Gentle reminders: Automated reminders before each session help participants feel supported without micromanaged.
As I often say:
“A smooth experience is part of the transformation. If the logistics are chaotic, people feel it.” – Sarah Santacroce
Maintain Engagement Between Sessions
The magic of a group program doesn’t only happen during calls. Often, the biggest shifts come in the quiet moments in between.
To maintain engagement, you can:
- Send reflection prompts after each session to deepen the learning.
- Host optional office hours for questions or sharing wins.
- Encourage peer support with accountability buddies or group chats.
This creates a gentle rhythm that holds participants between live calls.
Connection between sessions keeps the transformation alive.
Balance Intimacy and Scale
Perhaps the most important element in how to run a group coaching program is deciding how many people is enough — and how many is too many.
Small groups allow for deeper sharing, personal attention, and a sense of intimacy. But as numbers grow, you risk losing that.
That’s why I set maximum numbers and stick to them. If more people want to join, I create a waitlist or run a parallel group.
Kerry put it well:
“Every time you make it bigger, you have the potential to impact intimacy. If intimacy is part of your promise, you have to cap the group.” – Kerry Dobson, Small Group Architect
Intimacy is the difference between a program that transforms and one that feels like just another class. Protect it.
Final Thought on How to Run a Group Coaching Program
Running a group program smoothly is about care, not perfection. Choose a platform that fits your people. Streamline logistics so the details don’t get in the way. Keep engagement alive between sessions. And hold firm to the intimacy that makes your program unique.
That’s how to run a group coaching program that feels human, humane, and deeply impactful.
FAQs on How to Run a Group Coaching Program
A: A group coaching program brings together several clients who share similar goals or challenges. Instead of one-to-one sessions, the coach guides participants through a shared process that includes learning, reflection, and peer support. Group coaching helps create community, accountability, and collective insight — all while making the coach’s time more sustainable.
A: The ideal group size depends on your topic and style, but most coaches find that 4–12 participants strikes a good balance. It’s large enough for rich discussions yet small enough for everyone to be seen and heard — which keeps the experience humane and personal.
A: Most programs last 4 to 12 weeks, with weekly or biweekly sessions. Shorter programs help participants stay focused and engaged, while longer ones support deeper transformation. The right length depends on your goals and the outcomes you promise.
A: Ethical pricing means balancing fair compensation for your expertise with accessibility for your clients. Start with the value participants receive — not just the hours you spend. Then consider your business goals, your market, and your energy. Transparency and choice (like offering payment plans) keep pricing aligned with your values.
A: Zoom and Google Meet are the most common for live sessions, while tools like Circle, Kajabi, Skook, Mighty Networks, or Slack support community between calls. Choose the platform that feels simplest for you and your participants — ease of use helps everyone stay present and connected.
A: Mix teaching with interaction. Encourage peer sharing, breakout discussions, and reflection exercises. Check in between sessions and celebrate milestones. A humane group coaching program focuses not only on learning outcomes but also on belonging and growth.
A: For clients, it’s connection, learning from others, and feeling part of something bigger. For coaches, it’s scalability, deeper impact, and more balanced energy because programs are repeatable. Done well, group coaching creates a ripple effect — one transformation inspiring another.
Other Resources Related to How to Run a Group Coaching Program
Blog post 1: How to Create a Group Coaching Program: Find the Right People
Blog post 2: Group Coaching Program Template: Map the Journey
Blog post 3: Not Enough Participants for Your Group Coaching Program?
Blog post 4: Pricing Your Group Coaching Program
Blog post 5: Enrolment Best Practices for Your Group Coaching Program
Blog post 6: How to Run a Group Coaching Program > this one
Need Help Creating Your Group Coaching Program?
If you’d like help with designing your own group coaching program, we’re here for you. We’re two experts in our respective fields: Kerry is a Group Program Architect who loves working with authors and other experts to create unique group designs, while Sarah is a Conscious Business Coach who helps coaches and entrepreneurs integrate a group program into their overall business strategy.
Kerry Dobson is a Group Program Architect who helps authors, coaches, and experts design impactful, profitable group programs that clients love and leaders enjoy delivering. With a background in adult learning and group facilitation, she specializes in turning wisdom, content, and tools into transformational experiences that are repeatable, sustainable, and deeply engaging. Kerry believes connection is the key to lasting results in groups and programs.
You can book a free 30-minute program clarity session with Kerry here. Please mention this blog series so we know it’s working 😉
Sarah Santacroce is a Conscious Business & Marketing Coach who helps coaches, entrepreneurs, and changemakers with their business development, which includes designing group coaching programs that align with their business strategy and values. She especially loves the creation phase — working with clients to develop their unique framework, shape a hybrid delivery model if needed, and ensure the program feels both impactful for participants and sustainable for the business. With her humane marketing and selling approach, Sarah helps leaders create group programs that not only serve their people but also fit seamlessly into the bigger picture of their business. She believes that the right structure, rooted in resonance and strategy, can turn a great idea into a transformational experience.
You can apply for a free 30-minute clarity call with Sarah here. Please mention this blog series so we know it’s working 😉
P.S. we are partners, not competitors. We are complimentary in our work. So if you’re booking a call with both of us, we’ll know 😉 And that’s fine, as long as you’re not just shopping for the lower price.
Humane Marketing to Share Your Group Coaching Program
The 7Ps of Humane Marketing and its 1-Page Humane Marketing Plan is a roadmap for Changemakers who want to market from an Ubuntu heart & mindset.
Rooted in reflection, they start with the P of Passion to think about our bigger WHY and then continue to help us figure our very own Personal Power: what’s our story?, how are we wired?, what are our values and our worldview? Picture this journey as an exploration of our vision, mission, values and the unique strengths we bring to the table. By intertwining Passion, Personal Power, People and Partnership with traditional elements like Product, Price, and Promotion, the 7Ps of Humane Marketing carve a path that not only resonates with our ideal clients but also amplifies the impact of our business.
It’s a holistic approach, where every marketing decision reflects the depth of our commitment, echoing the principles of a truly humane and conscious business.
>> Read more about the 7Ps of Humane Marketing.
>> Read more about Marketing for Changemakers
More Resources
Podcasts
Podcast: The Humane Marketing Podcast, conversations with guests, organized around the 7Ps of Humane Marketing
Downloads
- The Humane Marketing Glossary: Humane Marketing Words we love
- Manifesto: The Humane Business Manifesto (no opt-in)
- Creed: The Humane Marketing Creed (no opt-in)
- The One-Page Marketing Plan (email opt-in)
Books
- Business Like We’re Human, Sarah Santacroce
- Marketing Like We’re Human, Sarah Santacroce
- Selling Like We’re Human, Sarah Santacroce
Sarah Santacroce is a Conscious Business Coach, author of Marketing Like We’re Human, Selling Like We’re Human, and Business Like We’re Human. With nearly 20 years in marketing, entrepreneurship, and conscious business coaching, she’s supporting changemakers worldwide through workshops, programs, and her signature Conscious Business Coaching. Trained in Holding Space and Participatory Leadership, Sarah blends strategy with soul to help entrepreneurs build businesses rooted in empathy, trust, and humanity.
Sarah has been a guest on nearly 100 podcasts and has been podcasting for almost 15 years. Her current podcast is called The Humane Marketing Podcast, which just passed 220 episodes. She also owns www.sarahsantacroce.com
👉 find out more about Conscious Business Coaching
👉 find out more about Conscious Business Marketing Coaching
👉 find out more about the Marketing Like We’re Human Group Program
👉 find out more about the How to Sell in 2026 & Beyond Group Program
