Learning the rhythm of your care home: A guide for new Activity Coordinators

Caroline J Benham - Founder, Bright Copper Kettles CIC

If you’re new to the role of Activity Coordinator, or even just new to this care home, it can feel like stepping into a dance halfway through the song. You’re eager to get going, bursting with ideas, and ready to make a difference…

but things don’t always slot into place straight away.

That’s perfectly normal.

Let’s take a moment to think about Sarah Matthews - a busy mum of two who recently changed careers to become an Activity Coordinator. She’s warm, organised, and cares deeply about the residents, but she often feels like she’s playing catch-up. She’s used to being efficient and in control, yet the rhythm of the care home feels unpredictable.

If that sounds familiar, this blog is for you.

What is the rhythm of a care home?

Every care home has a natural flow

- a rhythm made up of its routines, personalities, energy levels, and unspoken traditions. It’s influenced by:

• Staff routines (medications, meals, shift changes)

• Resident habits (early risers vs. late sleepers, favourite seats, mealtime preferences)

• Environmental factors (sunlight in the lounge, temperature, seasonal changes)

• Unexpected interruptions (GP visits, family phone calls, fire drills, deliveries)

Recognising this rhythm is key to planning meaningful, realistic, and well-received activities.

Step 1: Be curious before you change anything

Even if you’ve arrived with a clipboard full of amazing ideas, start with observation.

Spend your first week watching rather than leading.

Notice:

• When residents are most alert or sleepy

• Which staff members are most approachable (and when)

• How the home sounds - quiet in the morning? Lively after lunch?

• What already works and why

Step 2: Time your activities like a conductor

Avoid clashing with key routines.

A brilliant activity scheduled right after a heavy lunch may flop because everyone needs a nap.

Ask:

• What time is the last cup of tea in the evening?

• When do personal care routines typically happen?

• Are there quieter days when residents seem more receptive?

Once you’ve learned the pattern, work with it, not against it.

Step 3: Get to know the people behind the routine

Learn about personal circadian rhythms.

The rhythm of the home isn’t just about schedules - it’s about people.

Chat with:

• Night staff – they often notice different aspects of resident wellbeing

• Housekeeping – they know who’s been up and about early

• Kitchen staff – they may have insights on who eats well (or who skips meals)

And, of course, residents themselves. Sit down for tea and let the conversations guide you. You’ll discover who loves a singalong and who prefers a quiet crossword.

Step 4: Anchor your ideas to familiar moments

Build on routines.

Try planning small, meaningful activities around established routines.

Examples:

• A 10-minute sensory activity while residents wait for lunch

• Flower arranging after the hairdresser visits

• Afternoon poetry readings paired with a cuppa

These become gentle, rhythm-enhancing additions rather than disruptive new events.

Step 5: Observe, Reflect, Adapt

Repeat this often.

Even after you’ve settled in, keep reflecting:

• What worked well today and why?

• Did energy levels drop at a certain point?

• Who didn’t join in, and what were they doing instead?

Build your weekly and monthly calendars with this rhythm in mind. It’ll change with the seasons, staffing, and residents’ needs - and that’s okay.

You're not just fitting in, you are part of the beat

As you ease into your role, remember this: you’re not a background player. You are gently shaping the rhythm too.

Your presence, energy, and attention to detail matter.

Like Sarah, you might have felt unsure at first - but now, step by step, you’re beginning to hear the music.

Keep going. You’re doing better than you think.

Want help building activities that match your care home’s rhythm?

Join the Activity Coordinators Toolbox - where you’ll find monthly packs, daily ideas, and a supportive community that understands.

Let’s help residents live well, one beat at a time.