1.2 Identify ways to access up-to-date information on agreed ways of working

This guide will help you answer 1.2 Identify ways to access up-to-date information on agreed ways of working.

Agreed ways of working are the standards, procedures, and guidance that set out how you perform your role. These can include legal requirements, best practices, organisational policies, and guidelines on supporting people with mental health needs. Keeping up-to-date with these requirements means following the most recent policies and methods. This helps protect your clients, yourself, and your organisation.

You may hear this called policy, procedure, code of conduct, or guidance. All of these set out how you should behave and perform your duties.

Knowing where ​and how to find current information helps you carry out your role confidently and safely. Practice and guidance may change over time. Laws, national standards, or organisational rules may be updated. You must know how to check for, and find, the latest information.

In this guide, we will look at the main ways you can access up-to-date information on agreed ways of working.

Organisational Intranet and Shared Folders

Many employers provide an intranet or shared folder system for staff. An intranet is a secure online platform only employees can access. Shared folders might be on a network drive. These usually contain the most recent versions of policies, procedures, and guidelines.

Benefits include:

• Quick access to information at work
• Search features to find specific documents
• Regular updates by management or designated staff

Ask your line manager how to access your organisation’s intranet or shared folders. Some organisations post notices when documents are updated. Others may email you links to new or updated procedures.

Always check you are using the most recent version.

Team Meetings and Staff Briefings

Attending team meetings, shift handovers, and staff briefings keeps you informed. Managers often use these times to explain changes in agreed ways of working. You can ask questions and discuss how these changes affect your work.

Benefits of attending include:

• Hearing about updates directly from managers
• Sharing knowledge with colleagues
• Getting clarification on anything you do not understand
• Finding out about training linked to new procedures

Make notes if something changes. Ask for copies of any documents discussed.

Line Management and Supervision

Your supervisor or line manager should support you to keep your practice up-to-date. Regular supervision meetings offer a chance to discuss agreed ways of working. Use this time to ask about anything you are unsure of or to talk about recent changes.

Managers can help by:

• Pointing you to new procedures or legislation
• Clarifying how changes affect your role
• Providing printed copies of updated guidance
• Discussing practical steps to take in your work

Always check with your manager if you are not sure what version of a policy you should follow.

Organisational Training Sessions

Workplaces often deliver training to introduce or reinforce agreed ways of working. This may be in-person, online, or a mix of both. Training helps staff apply procedures with confidence and competence.

Training might cover:

• Mental health awareness
• Changes to safeguarding or confidentiality policies
• New risk assessment processes
• Updates in medication management

Always keep records of your training. These can help prove you are keeping your knowledge up-to-date.

Email Updates and Newsletters

Many organisations send email bulletins, newsletters, or alerts to staff. These can highlight policy changes or new government guidance. Local authorities or partner agencies may also send relevant updates.

To manage this effectively:

• Check your work email regularly
• Read newsletters as soon as possible
• Keep copies or links to any updated documents
• Ask your manager if you are unclear about shared updates

Do not assume you have the most recent information unless you check these sources.

Reading Board and Physical Noticeboards

Some settings use noticeboards in staff rooms or offices to highlight changes. These might display new or revised policies, national news, or local procedures.

If your workplace uses physical boards:

• Check them during each shift
• Take photos or notes if needed
• Ask for clarification if the information is unclear or missing

Regularly checking boards can help you avoid missing important updates.

Organisational Policy and Procedure Manuals

Most organisations keep policy and procedure manuals, either printed or digital. These set out agreed ways of working for different areas, from health and safety to equality and safeguarding.

How to use them:

• Know where to find them (ask your manager if unsure)
• Use the index or contents page to locate relevant topics
• Consult manuals before starting unfamiliar tasks
• Cross-reference guidance if you receive verbal advice

Always check you are consulting the latest edition. If manuals are kept as hard copies, ask when they were last updated.

Professional Bodies and Regulatory Organisations

For mental health services, several professional and regulatory bodies publish guidance. These reflect national standards, legal requirements, and updates.

Examples include:

• Care Quality Commission (CQC)
• National Health Service (NHS)
• National Institute for Health and Care Excellence (NICE)
• Social Care Institute for Excellence (SCIE)
• Skills for Care
• Health and Care Professions Council (HCPC) (for some roles)

These organisations publish:

• Codes of practice
• Policy statements
• Good practice guidelines
• Changes in law or best practice

To access their information:

• Visit official websites
• Subscribe to newsletters or updates
• Attend events or webinars
• Ask your employer for relevant links or printed materials

When using external sources, check that information is approved or accepted by your organisation.

Government and Statutory Guidance

The UK government and devolved administrations provide guidance and legal frameworks for mental health and social care. Key examples include:

• Mental Health Act 1983
• Mental Capacity Act 2005
• Equality Act 2010
• Data Protection Act 2018
• Care Act 2014

Updated versions of guidance linked to these laws appear on:

• GOV.UK
• NHS Digital
• Local authority websites

Check these official sites if your role requires up-to-date legal or policy knowledge. Remember to confirm with your manager that your organisation has adopted the latest version.

Online Learning Platforms

Employers may use e-learning platforms which offer staff easy access to learning modules and updates. These platforms may feature:

• Compulsory training (evidence required for compliance)
• Refresher modules on key topics
• News about changes in policy or law
• Ways to check understanding through quizzes or certificates

Ask for login details and schedules for completing modules. Save your certificates or confirmation of completion.

Staff Forums and Peer Support

You may belong to formal or informal groups where workers share good practice and information. Staff forums can be in-person or online. Some organisations have closed online groups or platforms for staff.

Benefits include:

• Discussing policy changes with peers
• Sharing experiences and advice
• Raising questions in a supportive environment
• Learning from other services or roles

Always cross-check any informal advice with approved guidance.

Professional Conferences and Study Days

You may attend events like conferences, seminars, or study days. These can focus on updates in mental health support, law, safeguarding, or best practice in care.

At these events, you may:

• Hear about new research or national initiatives
• Discuss case studies
• Get updates from regulatory bodies
• See demonstrations of new practice tools

Bring handouts or notes back to share with your team or manager.

Trade Publications, Journals, and Magazines

Reading sector publications can help keep your knowledge current. These can include:

• Journals (e.g., British Journal of Social Work, Mental Health Practice)
• Newsletters from Skills for Care or social care charities
• Articles from associations such as Mind or Rethink Mental Illness

Check if your workplace subscribes or access free versions online. Always read critically. Make sure articles reflect current best practice before applying.

Health and Social Care Charities

Organisations such as Mind, Rethink, or the Anna Freud Centre often publish:

• Guidance for frontline workers
• Updates in mental health law and practice
• Toolkits and resources for specific support needs

They may offer free downloads, training, or events. Always check with your employer before following external advice in your work setting.

Local Authority Updates

Many local authorities publish online portals, newsletters, or circulars for mental health and social care staff. These might announce:

• New safeguarding guidance
• Local partnership initiatives
• Updated service directories
• Referral process changes

Check your local authority’s website or ask your manager for local sources.

How to Check if Information is Up-to-Date

Follow these tips to make certain you use the latest agreed ways of working:

• Check dates on documents – use versions marked ‘latest’ or with recent review dates
• Confirm with your manager or policy lead if unsure
• Use trusted, official sources
• Ask for evidence of approval if you find advice online
• Keep records of updates received or actions taken to apply new guidance

Never rely on memory or outdated printouts if you suspect a change.

Speaking Up About Unclear or Outdated Guidance

If you believe a policy or procedure is out of date or unclear, speak up. Talk to your manager, supervisor, or policy lead. Points you might raise include:

• Document review dates have passed
• Information conflicts with recent training
• Colleagues seem to follow different procedures
• Updates from national bodies are not reflected locally

Raising these concerns protects you and those you support.

Documenting Your Learning and Development

Keep a record of how you keep your knowledge current. This might be called a continuing professional development (CPD) record or learning log. Include:

• Training you attend
• Documents or bulletins you receive
• Notes from meetings about new policies
• Self-study (e.g., reading journal articles)

These records show your employer and regulators that you stay up-to-date.

Final Thoughts

You need access to accurate, up-to-date information on agreed ways of working at all times. Sources can be internal (intranet, meetings, manuals, supervisors) or external (government websites, regulators, professional bodies, charities). Your responsibilities include:

• Using only the latest documents or guidance
• Seeking clarification if you are unsure
• Recording your learning and updates
• Sharing new information with colleagues if appropriate
• Raising concerns about unclear or outdated procedures

By staying current, you protect people with mental health needs and follow the law and best practice. This also boosts your own competence and confidence in social care work.

If you are ever unsure, ask your manager or check the official policy. Never guess, as mistakes may harm the people you support or lead to disciplinary action. Stay active in seeking out information, and treat this as part of your duty of care.