Principles for Communicating with a Carer
- Be structured, not ad hoc
- Don’t rely on casual chats or WhatsApp messages. Use a consistent system.
- That protects you and the carer: expectations are written down, not just remembered.
- Separate “needs” from “preferences”
- Needs = non-negotiables (medication timings, mobility issues, allergies).
- Preferences = quality-of-life details (likes tea before bed, favourite TV show, dislikes noisy environments).
- Writing them separately makes life easier for carers and reduces misunderstandings.
- Create a feedback loop
- Carer updates → family reviews → adjustments agreed.
- This prevents drift over time and helps catch small problems before they escalate.
- Respect professional boundaries
- Carers are not family. Keep requests clear and professional.
- Praise good work as much as you raise issues - it keeps the relationship collaborative.
Practical Tools & Templates
See the ready-to-print templates in Further Resources below.
1. Care Communication Sheet (Daily/Weekly Log)
A simple one-page document carers can complete.
Sections:
- Medication given (time, dosage, initials)
- Meals / hydration (what was eaten & approx. amount)
- Mood / behaviour notes
- Sleep pattern (bedtime, wake-up, night disturbances)
- Activities done (walk, TV, visitors, physiotherapy)
- Notes / concerns (pain, confusion, changes noticed)
You can keep this in a folder at home or in a shared Google Doc/Sheet.
2. One-Page “About Me” Profile
Helps new or rotating carers quickly get to know your loved one.
Template fields:
- Name, preferred name
- Important medical info (conditions, allergies, mobility needs)
- Daily routines (wake-up time, meals, bedtime)
- Likes / dislikes
- Comfort items / reassurance tips
- Communication style (e.g. prefers clear short sentences, needs glasses for reading, may repeat questions)
- Emergency contacts
3. Family–Carer Communication Protocol
A short agreement that sets expectations.
- How to communicate: e.g. daily log + weekly check-in call.
- When to escalate: what issues must be reported immediately (falls, refusal of medication, sudden confusion, etc.).
- Preferred channel: e.g WhatsApp for non-urgent updates, phone for urgent matters.
- Review process: fortnightly or monthly meeting to review care notes.
4. Red–Amber–Green System (for quick reporting)
Ask carers to categorise any concerns:
- 🟢 Green = minor observation (slept a bit less, slightly restless).
- 🟠 Amber = watch closely (eating less, new confusion, mood change).
- 🔴 Red = urgent (fall, injury, refusal of meds, sudden illness).
This gives you instant clarity on priority.
How to Introduce This Without Upsetting the Carer
- Frame it as support, not surveillance:
“We’d like to make things easier for you by giving you a clear framework, so you don’t have to guess what we expect.” - Emphasise that it protects them too: written notes mean no blame for missed communications.
- Involve them in shaping the template - they may suggest tweaks that make it more practical.