Getting to know your residents: A guide for care home activity coordinators

When you’re supporting people in a care home, one of the biggest questions is:

“How do I really get to know each resident?”

You might have care plans. You might have handovers. You might even have lovely conversations with families.

And yet… sometimes it can still feel like you’re missing something.

Because knowing about someone isn’t quite the same as understanding what will help them feel engaged, comfortable, and truly themselves.

That’s where HELPS™ comes in.

It’s a simple framework to guide your thinking, helping you, as a care home activity coordinator, gently build a fuller picture of each resident, so your activities feel more meaningful and more natural.

You don’t need to gather everything all at once.

This isn’t about forms to complete or boxes to tick.

It’s about curiosity…

Noticing little things over time…

And building understanding step by step.

So, what does HELPS™ stand for?

H – Histories

E – Experiences

L – Lifestyles

P – Preferences

S – Strengths

Let’s explore what you’re really looking for in each one.

H – Histories

Who have they been?

This is often where we naturally start.

You might already know:

• Jobs they’ve done

• Hobbies they’ve enjoyed

• Where they’ve lived

• Family roles they’ve had

But with HELPS™, you’re gently asking:

What has shaped this person over time?

Because histories aren’t just facts, they hold meaning.

For example:

• A former cook may value being useful and involved

• A parent or grandparent may respond to nurturing opportunities

• Someone who worked outdoors may feel more settled with nature-based activities

  
  

You’re not collecting information for the sake of it…

You’re looking for clues about what might still matter now.

E – Experiences

What have they lived through?

This goes a little deeper than history or lifestyle.

Experiences are the moments in life that leave a mark emotionally, socially, or psychologically. They shape how someone feels, reacts, and responds to the world around them.

You’re gently exploring:

• Significant life events

• Emotional highs and lows

• Situations that may have built confidence… or reduced it

• Moments that may still influence how safe or comfortable someone feels

  
  

For example:

• Someone who experienced loss or trauma may feel anxious in unfamiliar situations

• Someone who was frequently praised or successful may feel frustrated when things feel difficult now

• Someone who had limited control in life may resist being told what to do

• Someone who felt isolated may crave connection… but not know how to seek it

  
  

Ask yourself:

What might this person have been through that affects how they feel today?

This helps you respond with empathy, rather than assumption.

Because sometimes it’s not the activity itself that matters…

It’s how that activity feels to the person taking part.

L – Lifestyles

How have they lived their everyday life?

This is about the rhythm and pattern of someone’s life.

Not just what they did occasionally… but how they chose to spend their time, what felt normal to them, and what made up their day-to-day living.

You’re looking at:

• Daily routines and habits

• Pace of life (busy or steady)

• Social patterns (independent or sociable)

• How they spent their leisure time

  
  

For example:

• Someone who enjoyed big holidays abroad may have valued adventure, change, and new experiences

• Someone who preferred caravan holidays or day trips may have enjoyed simple pleasures and familiarity

• Someone who didn’t holiday much may have felt most comfortable staying close to home

You’re asking:

What did a “normal” or enjoyable life look like for this person?

Because lifestyle shapes comfort.

If someone lived a busy, outward-looking life, they may enjoy variety and stimulation.

If someone lived a quieter, more routine-based life, they may feel more settled with calm, familiar activities.

It’s not just about what you offer……it’s about matching the feel of their life.

P – Preferences

What do they like (and not like)?

This might sound simple… but preferences aren’t always obvious.

They can:

• Change from day to day

• Be influenced by mood or health

• Be hard for someone to express

You might hear: “I don’t want to join in.”

But underneath that could be:

• “I don’t like big groups”

• “I feel tired today”

• “I’m not confident”

  
  

So instead of stopping at “no”… stay curious.

Try:

• Offering gentle choices

• Observing what they naturally move towards

• Noticing what brings even a small spark of interest

  
  

Preferences are often revealed in the little moments, not just in what people say.

S – Strengths

What can they still do?

This is where your understanding really begins to shine.

Because every resident has strengths, even if they look different to how they used to.

These might include:

• Physical strengths (folding, sorting, handling objects)

• Social strengths (chatting, encouraging others)

• Emotional strengths (showing kindness, humour, empathy)

• Cognitive strengths (remembering certain topics, recognising patterns)

  
  

When you notice strengths, you can:

• Build confidence

• Reduce frustration

• Create a sense of purpose

Instead of focusing on what’s been lost, you’re working with what’s still there.

And that’s where meaningful engagement begins.

Care home activity coordinators bring it all together

You don’t need a perfect profile of every resident.

Instead, think of HELPS™ as a gentle checklist in your mind:

What do I know about their…

• Histories

• Experiences

• Lifestyles

• Preferences

• Strengths

And just as importantly:

What don’t I know yet?

Because those gaps are opportunities.

Opportunities to:

• Ask a question

• Try something new

• Notice a reaction

• Learn a little more

Getting to know your residents isn’t a one-off task.

It’s something that grows over time, through small interactions, quiet observations, and meaningful moments.

HELPS™ simply gives you a way to guide that process…

So you’re not guessing.

You’re understanding.

And when you understand the person in front of you, everything changes:

• Activities feel more natural

• Engagement feels easier

• And residents feel truly seen

So next time you’re planning your day, pause for a moment and ask:

What do I know about this person… and what might help me know them better?