How a Gym Owner Saved $300 and Gained Negotiation Confidence with AI Coaching

From Heated Emails to Strategic Communication: A Business Owner's Journey

We've all been there. That moment when a business transaction goes wrong, frustration builds, and the heated email draft sits waiting to be sent. For Rob, owner of FITSOM (Fit State of Mind) gym, this familiar scenario was becoming a pattern that risked both his professional relationships and business outcomes.

"I started to get a bit heated and annoyed and frustrated that I wasn't getting a replacement or a refund with a faulty product," Rob explains, describing his initial approach to a manufacturer about a defective ice bath—equipment essential for his gym's recovery services.

What changed his approach—and ultimately saved him $300—wasn't conventional negotiation training or expensive communication consultants. It was Solara, an AI social intelligence coach that helped transform his reactive communication into strategic influence.

This real-world story reveals how thoughtful, AI-guided communication can create tangible business results while preserving—even strengthening—professional relationships.

The Communication Challenge

For small business owners like Rob, every interaction carries weight. A poorly worded email can damage supplier relationships. A mishandled negotiation can impact the bottom line. And in the day-to-day pressure of running a gym, there's rarely time to carefully craft each message or prepare for every conversation.

Rob's specific challenges reflected what many business owners face:

The Emotional Response Trap

"Initially it was just me constructing the emails, and I started to get a bit heated and annoyed," Rob admits. In moments of frustration, his first instinct was to respond immediately—often producing messages that failed to achieve the desired outcome.

This reactive communication pattern was particularly problematic when dealing with:

• Supplier disputes (like the faulty ice bath)
• Lease negotiations with real estate agents
• Time-sensitive business decisions

The Professional Communication Gap

While Rob knew what he wanted to say, translating those thoughts into clear, persuasive messages proved challenging. "Solara is able to construct that message a lot clearer than I would be able to on my own," he explains.

This clarity gap showed up in multiple business contexts:

• Formal emails requiring a professional tone
• Negotiations requiring both assertiveness and respect
• Complex situations needing nuanced communication

The Strategic Solution

After five weeks of using Solara, Rob transformed his approach to business communication. Rather than firing off reactive messages, he began using a systematic process to achieve better outcomes:

1. The Pause: From Reaction to Response

The first breakthrough came from simply interrupting the reaction cycle. "Solara has definitely got me to slow down, for one, just to rethink," Rob explains.

This critical pause created space for strategic thinking rather than emotional reacting—something particularly valuable in high-stakes business communication.

2. Calibrated Communication

With Solara's guidance, Rob began crafting messages that were:

• Assertive yet respectful: "Solara's helped me to put across an assertive, a respectful message."
• Professionally framed: "It's more calm. It's more professional. Spelling's better."
• Strategically structured: "She is able to construct that message a lot clearer than I would be able to on my own."

3. Adaptive Follow-Through

Rather than simply copy-pasting suggestions, Rob developed a personal system for implementation:

"I use Solara probably not 100% of her responses. I think I use a lot of it, maybe like 95%, and then kind of just add my interpretation into it as well."

This adaptive approach ensured the communication remained authentic while benefiting from strategic guidance.

Real Results: Beyond Theory to Business Impact

The transformation in Rob's communication approach quickly translated to tangible business outcomes:

The $300 Ice Bath Victory

When faced with a manufacturer refusing to replace a faulty ice bath—representing a significant investment for his gym—Rob used Solara to craft a series of strategic communications.

"The outcome was a free replacement," Rob shares. "So very grateful to have had Solara to, I think, have a fair outcome and response in the end from that company."

That single negotiation saved $300—concrete ROI from improved communication.

Better Business Relationships

Beyond the immediate financial gain, Rob noticed improvements in relationship dynamics:

"I've definitely seen a better response since using Solara... The person that I'm getting a message across to is finding it, I think, more calming and a better email in general."

These improved responses create long-term business value through stronger supplier relationships, better client interactions, and more effective team communication.

Time Efficiency With Professional Results

As a busy gym owner, Rob particularly values the time-saving aspect:

"It's definitely helped the time process and more professional process... I don't have to put as much time into rechecking things."

This efficiency allows him to maintain professional communication standards without sacrificing the time needed for other aspects of business operation.

The Accessibility Advantage: Real-Time Guidance

Perhaps the most significant advantage Rob discovered was the immediate accessibility of AI-guided communication coaching.

"I have used professional coaches in the past, and they've been fantastic. But unfortunately, you can't always get in to see them or speak to them in the moment."

This real-time access creates three distinct advantages:

1. Point-of-need guidance: Support exactly when communication decisions matter most
2. Consistent availability: "Having something like that on call, any moment, anywhere"
3. Cost-effectiveness: "A lot cheaper than a coach that I've had in the past"

From Anxiety to Confidence: The Emotional Transformation

Beyond the tactical communication improvements, Rob experienced a profound shift in his business confidence:

"I definitely feel more confident and, I guess, reliable having Solara as part of my team... I'm looking forward to the future and not nearly as nervous moving forward, that's for sure."

This newfound confidence extends to various business scenarios:

• Negotiating with suppliers
• Managing lease arrangements
• Handling day-to-day business communications

For small business owners who often navigate complex communications without a large support team, this confidence represents a significant competitive advantage.

Implementing Strategic Communication In Your Business

Rob's experience offers valuable lessons for other business owners looking to improve their communication outcomes:

Create a Pause Protocol

Develop a personal system for interrupting the reaction cycle, especially when emotions run high. Rob's approach of stopping to use Solara before responding is one effective method.

Focus on Clarity and Tone Balance

The most effective business communications balance clarity and tone—being both direct about your needs while maintaining a professional, respectful approach that keeps relationships intact.

Think Beyond the Immediate Interaction

Consider how each communication fits into your longer-term business relationships. Rob's approach wasn't just about getting the ice bath replaced—it was about establishing a pattern of fair, professional interaction with suppliers.

Use Technology as a Communication Partner

Rather than seeing AI tools as replacements for your voice, consider them partners in refining your natural communication style. Rob's 95/5 approach demonstrates this balance of guidance and authenticity.

The Future of Business Communication

Rob's journey reflects a broader shift in how business owners can approach communication challenges. By combining human judgment with AI-enhanced guidance, even small businesses can achieve communication outcomes previously available only to those with dedicated PR teams or communication specialists.

"Moving forward in everyday life, but including business, I definitely feel more confident and, I guess, reliable having Solara as part of my team," Rob shares.

This partnership approach—human business acumen guided by strategic communication intelligence—represents a new paradigm for business owners seeking both better outcomes and stronger relationships.

What communication challenges in your business could benefit from a more strategic approach? How might a moment of pause and guidance transform your most important business negotiations?

Ready to Transform Your Business Communication?

Experience the difference strategic communication can make in your business outcomes. Try Solara's AI-powered social intelligence coaching and develop the communication skills that build stronger business relationships while improving your bottom line.

*This case study is based on a real interview with Rob, owner of FITSOM gym. Some details have been edited for clarity while maintaining the accuracy of his experience.*