Your future self will thank you (and so will your manager) - planning activities.

How clear, accessible notes can help you switch off and avoid burnout.

“I was sitting on the beach with my children when the phone rang…”

That’s how the activity coordinator began telling me about her unexpected call from her manager - asking for some information about an upcoming event. Her toes were in the sand, her children were mid ice cream, and yet her head was suddenly back at work.

It’s a story many of us can relate to. When you're the one holding the plans, ideas, and schedules in your head, or scribbled on a notepad no one else can find, it can feel like the work never really switches off.

In this blog, I want to explore why keeping clear, accessible notes for future activity planning isn’t just a nice-to-have

- it’s essential.

For your own peace of mind, for your residents’ wellbeing, and for the smooth running of your care home calendar.

Here are five key reasons why your notes matter more than you think:

1. Good notes mean plans don’t disappear with you

You’ve worked hard to prepare themed events, find entertainers, coordinate with the kitchen, and fit it all around residents’ routines. If something unexpected means you’re not at work, whether you’re unwell or on annual leave, those plans still need to go ahead.

When your notes are clear and stored somewhere accessible, your colleagues can step in confidently. No more phone calls on your day off asking, “Where did you put the decorations?” or “What time does the singer arrive?”

2. Everyone stays in the loop

Planning activities isn’t something you do in isolation. Other departments, residents’ families, and even external visitors rely on having the right information ahead of time.

Clear planning notes (a digital calendar entry, a shared folder, or a planning sheet) help others support the success of an activity. It avoids last-minute surprises and helps build a culture of teamwork around residents’ wellbeing.

3. They help you spot what’s working (and what’s not)

Making brief notes after each activity (what went well, who took part, what could be improved) builds a rich picture over time.

When it’s time to plan next month, you’re not starting from scratch. You’re building on real experiences and shaping a programme that truly reflects what your residents enjoy and engage with.

4. Clear planning notes build a stronger Activities Calendar

Not every idea needs to be acted on right away. You might hear a great suggestion for Christmas while planning for June! Writing it down clearly, with any early ideas for themes or materials, means it won’t get lost. - I actually keep a folder for each month.

Over time, your notes become a bank of inspiration - making future planning quicker, more creative, and more connected to your residents’ interests and strengths.

5. You're creating a legacy, not just a to-do list

If someone new joins your team, or you move on, your notes become a valuable guide. They show how and why you’ve planned the way you have, and what matters to the people you support.

Good notes mean the activities you’ve lovingly built don’t disappear - they continue to shape the rhythm and joy of life in your care home.

Keeping your activity planning notes clear, consistent, and easy to access helps everyone (including you!).

It reduces stress, strengthens collaboration, and ensures residents always benefit from thoughtful, well-planned engagement.

So next time you’re jotting down an idea, writing up a plan, or logging how an event went, remember, it’s not just admin. It’s a key part of delivering meaningful care.

And maybe, just maybe, it’ll mean you can enjoy your ice cream on the beach without a phone call.

If you'd like more help with planning purposeful, meaningful and fun-filled activities why not join the Activity Coordinators Toolbox?

Packed with activity ideas and how to engage a wider audience amongst your care home residents.

Ideas include supporting individuals as well as group activities.

Split into monthly blocks to help you find suitable activities for the season and special dates.

CLICK HERE