As an activity coordinator, you see firsthand how much residents thrive when engaged in meaningful activities. But ensuring everyone gets that opportunity isn't something you can do alone.
Clear communication with your colleagues is key to making sure every resident gets the support they need to take part.
I recently heard someone say "people will do as well as the can". This means that just like residents, colleagues also have their own pressures, challenges, and strengths. Clear communication helps bridge gaps and makes teamwork smoother.
Here are five practical tips to help you communicate effectively:
Be clear and specific
Instead of vague requests like “Can you help with the activity?”, be precise about what you need.
This helps your colleague understand what they need to do, and roughly how much time it will take them. It also shows that you appreciate how much time it will take them. Having a clear 'task' (yes, we all hate that word!) means that they can step in confidently.
Link activities to resident wellbeing
Some colleagues might see activities as an ‘extra’ rather than as an essential part of care. Reinforce how participation supports residents’ wellbeing:
- “Margaret has been quite withdrawn lately. Joining in with the flower arranging could really lift her mood - can you encourage her?”
or
- “Ron’s care plan highlights how important routine is for him. Coming to the morning exercise group will help keep that structure in place.”
Use handover time wisely
Even with clear communication, it's also important to make it easy for colleagues to remember key details about residents' activity preferences. Handover meetings are the perfect opportunity to flag up activity-related support needs. Keep it brief and relevant:
- “This afternoon’s quiz is a great way to keep minds active. If you’re with Joan or Chris, can you remind them it’s on and bring them along?”
- “I’ve planned a craft session tomorrow, some residents will need help with cutting out shapes, so any extra hands at the beginning of the session would be great.”
If you’re not part of the main handover, consider asking to share a quick update before staff start their shifts.
Make it easy with a Quick-Glance Guide
Not all staff will remember every resident’s activity preferences, so a simple reference guide can help. A laminated sheet in the staff room or a small section in care plans could include:
- Who enjoys what for example; “Bob loves music but needs prompting to join in.”
- Who needs extra help, such as “Jean needs one-to-one encouragement for group sessions.”
- Any mobility or sensory needs that might affect participation
Knowing how to support residents without needing to ask every time will increase staff confidence.
Show appreciation and acknowledge effort
A simple “Thank you for helping Doris join in today - it made a real difference” goes a long way. Staff are more likely to continue supporting activities if they feel their efforts are noticed and valued.
If a colleague has been particularly helpful, mention it in team meetings to encourage a positive culture around activity participation.
You are not asking your colleagues to do your job, you’re asking them to help residents live well.
The clearer you are about how they can help, the more likely they are to do so.
When you communicate clearly, you empower your colleagues to support residents more effectively - creating a home where everyone, staff included, feels valued and engaged.
💬 I’d love to hear from you! What strategies have worked for you when communicating with colleagues about activities? Share your tips and experiences in the comments!
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