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When I began my job in 1974 as an activity assistant, I had no plans of working with old people. With a master’s degree in Therapeutic Recreation, I was planning on working with special populations or in mental health. But I received a job offer at The Dallas Home for Jewish Aged and I took it. The beginning was a bit rocky; I was certain I would never make it 6 months. I took each person’s needs home with me; I internalized much of their negativity. I took it personally when Pearl said “This is stupid” while doing a sachet project. It was then that I realized it was more than filling time, it was about filling needs. We make a difference by HOW we do things, not what. After 50 years, I can say life enrichment is fun filled, rewarding, amazing, ever-changing, exhilarating, a journey, worthwhile, magical and sometimes crazy!
Welcome to the Activity Profession
Your New Role
You have gotten the job as an activity professional in senior living! You have been hired to brighten days that otherwise might be long. You have been hired to add COLOR to life by arranging entertainment, parties, music, exercise, plants, animals, trips, art, discussions, themed dining and games (just to name a few). You inspire, motivate, encourage and energize.
As your job unfolds, you quickly realize the need for an organized approach for success.
You realize your brief orientation has left many questions unanswered.
You realize that the program is continually changing, and the best ideas need to be twisted and turned to be successful.
Kaleidoscope Thinking
As a new professional, applying the technique of “Kaleidoscope Thinking” is imperative. A kaleidoscope is always changing, each pattern is a unique grouping. The patterns consist of different shapes, they are never the same, and just one piece creates a different image. Some patterns are more interesting or attractive than others. To make a new pattern there must be energy from an outside force.
The life enrichment program is continually evolving and changing as well. Each group is unique and each time a group gets together a new pattern emerges. Some programs are more attractive to a person than others. For a new program to be created, action is required from the activity department. Keeping pace in a continually changing environment is a challenge for new and seasoned activity professionals.
Organized Approach for Success
To be successful in your new role as an activity professional, a foundation of knowledge is required. This includes the following:
Education and Certification Requirements
What classes can I take to be certified as an activity professional in the level of care that I work?
Is certification a requirement?
What other certifications or classes are available?
What organizations or associations are good contacts for networking?
Rules and Requirements
What requirements impact the care level in which I work?
Where can I find these documents? Which ones do I need to access frequently?
How do state and federal requirements differ?
What are the requirements for Resident Rights and Resident Council?
What do I need to know about voting?
What health and safety guidelines impact the activity department?
What are all these acronyms?
How do I work with the ombudsman?
Assessments and Care Plans
What Individualized Activity/Preference Assessment is used in your specific care setting?
What is the process of gathering this information? Is this started prior to admission?
What other information am I responsible for collecting?
Mail release
Photo release
Birthday release
Work related documentation (for residents who choose to perform “jobs”)
When must the IAPA be completed?
What are the requirements for care plans or service plans in your specific setting?
What are the requirements for reviewing the plans and documenting progress?
What is the procedure used to communicate preferences to the team?
Calendar Planning Framework
Each long-term care community is unique. The habits, routines, and ability levels of the resident population, the visitation patterns of family and volunteers, and the schedule of the staff determine the framework for implementation of activity programs. The program and the calendar that is developed is individualized to your specific community.
Idea + Resident + Facility Culture + Support + YOU = PROGRAM
It starts with an idea. The ideas are endless. Each idea is evaluated based on the comprehensive assessments of the residents. Each senior living community has its own “culture” that must be considered. The development of the program is also dependent upon the staffing and amount of support the activity department receives from other departments and families. The program for a community with one activity staff member will be different from a program with a large staff.
What calendar software is used and how is the calendar produced?
What are the requirements for displaying both large community calendars and individual ones?
How is the calendar of activities distributed? How often are updates to the digital format done?
Is the calendar color coded according to the wellness model?
Does your company mandate specific activities or special events that must be implemented?
Does the program of events include a “night owl” schedule?
Does the calendar of events include virtual program opportunities?
Are resident birthdays listed on the calendar?
Are “themed recognition” days entered on the calendar?
Are individualized activity visitations (1-1) listed on the calendar?
Is the calendar posted on the organization’s website? What is the process for this?
With a greater emphasis on smaller interest and function-based groups, how will we have space for these?
Who is the calendar for? Is it a marketing tool or for resident use?
Is more (listed activities) always indicative of a better program?
Would it be effective to have a religious or faith-based calendar in addition to the main calendar?
Is it easier to read with more space between entries with a smaller font, or a larger font and less space between entries?”
Tricks and Tips from Seasoned Activity Professionals
“Book a year of entertainment at one time.”
“Talk to the residents and find out what they like and try to include those activities. I have a copy of the calendar for residents to proof and approve.”
“Take it slow. Only add a handful of new ideas at a time as to not overwhelm the residents. It will take six months or longer for you to have enough knowledge about the residents, their habits and routines, and the company expectations for you to have a “good” calendar that truly meets all residents’ needs.”
“Add to, don’t take-away” Change can trigger negative emotions even if it is needed.
“Plan ahead! You'll be better equipped when it comes time to confirm other program leaders, order supplies, and budget for large events. Don't wait until the week before your calendar is due to print. Have another person look over your calendar to help you edit. Print ONE copy and check it before printing for the whole community. Give and/or email a copy to all department heads so they know what to expect in the upcoming month. Put a copy where the care staff hangs around as well. HAVE FUN!”
“Create a recognizable routine then spice it up with special events. Don’t be afraid to try something far out. Poll the residents - especially those who are less active in groups – about what’s important to them to be on their calendar. Think outside the box.”
Program Resources
What is the budget? What is the coding system for expenses?
What is the policy for fund raising for program-specific equipment?
What subscription-based program resources are available?
What supplies are available?
Art
Music
Reminiscing
Brain Games
Technology
Puzzles and games
Holiday and seasonal decorations
Sensory tools
Exercise props
Spiritual artifacts and supplies
White boards and flip charts
Balloons/helium
Carts
Flammable storage areas
What equipment is available and what are the procedures for safe handling, cleaning, operation?
What filing system will be implemented to organize program materials?
Interdepartmental Roles and Communication
What is the recommended process to report a change in a resident’s cognition, endurance, or behavior that is observed during activity participation?
What is the procedure for communicating a resident’s activity potential (ability and desire) to the team?
If a resident is restricted in activity involvement or has precautions (allergies/diet), how is this shared?
If a resident has prior trauma, how is this shared?
To assist you in getting started as an activity professional, Activtimes offers a 3-hour Introductory class that will address the questions in this article. Click here to register!
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