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Monthly Staff & Volunteer One-to-Ones: A Practical Template for Care Settings

In a busy care environment, it’s easy for the day-to-day demands to push meaningful conversations to the bottom of the list. That’s why we’ve created the Monthly Staff One-to-One Template - a simple, ready-to-use resource for structured catch-ups with activity coordinators, care staff, or volunteers.

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It’s designed to support performance in a fast-paced role while also considering mental health, wellbeing, and professional growth.

Why One-to-Ones Matter

These meetings are more than just a performance review they’re a space to:

  • Reflect on what’s going well.

  • Talk openly about challenges.

  • Celebrate successes and special moments.

  • Identify training and development opportunities.

  • Protect wellbeing and encourage long-term retention.

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Regular, constructive conversations help keep staff and volunteers motivated, supported, and connected to the purpose of their work.

What the Template Covers

Staff One to One Template - Activity Circle.png

The Monthly Activities Individual Catch-Up is split into sections for both the employee/volunteer and the manager, making it a two-way conversation.

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For the Staff Member or Volunteer

  • Challenges affecting the role – Workload, time management, personal circumstances, or other barriers.

  • Self-reflection – How they feel their work has gone this month.

  • Highlights – Activities they’ve been proud of and why.

  • What could have gone better – Activities that didn’t go to plan, or times where engagement, resources, or planning time were lacking.

  • Support needs – Any training, resources, or guidance that could help.

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For the Manager

  • Performance feedback – Observations on strengths and areas for improvement.

  • Positive approaches – Activities or methods that stood out for creativity, engagement, or teamwork.

  • Support needs – Any areas where additional guidance or help is needed.

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For Moving Forward

  • Recurring challenges – Identifying ongoing issues to address.

  • Goals for the coming month – Agreeing on what both sides want to achieve before the next one-to-one.

  • Agreed actions – Concrete steps to take, with accountability.

Creating a Balanced Conversation

These one-to-ones are about balance. Make time for the happy parts of the job - moments of joy with residents, activities that worked well, or examples of great teamwork. But also create space for the more difficult parts - bereavement, low engagement, resource shortages, or feeling rushed.

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By talking about both, you build trust and find solutions together.

Supporting Wellbeing and Retention

Checking in regularly gives staff and volunteers a safe space to talk about pressures before they become bigger problems.

 

This helps:

  • Spot signs of stress early to avoid sickness absence.

  • Keep morale high by recognising achievements.

  • Encourage people to stay in their role by showing they’re valued.

How to Use the Template

  1. Book the time – Keep meetings regular and uninterrupted.

  2. Work through each section – Let both staff and managers share their views.

  3. Agree on actions – Set realistic goals and review them at the next meeting.

  4. Follow up – Show that feedback leads to changes.

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Download the Staff One-to-One Template and make it part of your monthly routine. It’s a small step that can have a big impact on performance, wellbeing, and the overall atmosphere in your care setting.

Explore Our Dementia Training Courses

If you're an activity provider, volunteer, or caregiver looking to deepen your knowledge, check out our dementia training courses:

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