4.1 Review digital knowledge and skills of self and own team

This. guide will help you answer 4.1 Review digital knowledge and skills of self and own team.

You lead and manage a team. Understanding digital skills is now a part of your job. You are responsible for your own growth and that of your colleagues. Reviewing digital knowledge and skills is about taking a clear look at what you and your team know and can do.

Digital skills cover everything from sending emails to using specialist health and social care systems. Staff might use electronic medication records, digital care planning, or even telecare equipment. You need to understand how to review the skills your team uses every day and spot skill gaps.

Why Reviewing Digital Skills Matters

Digital tools play a big part in delivering care. If staff do not have the right skills, this can affect the quality and safety of care. For example, errors in electronic records could lead to medication mistakes.

Regular reviews support:

• Staff confidence in using digital systems
• Accurate and timely record keeping
• Professional development
• Safer and better person-centred care
• The organisation staying up to date with sector requirements

If you lead by example and show willingness to learn digital skills, your team will feel supported. This builds a positive attitude towards technology.

What Counts as Digital Skills in Adult Care

Digital skills are not only about computers or tablets. They include both basic ICT (information and communications technology) abilities and more specific knowledge.

Common digital skills in care settings:

• Using email and secure messaging
• Recording and accessing care plans electronically
• Updating medication administration records
• Using mobile phones and apps for rota management
• Digital incident and accident reporting
• Online training platforms
• Confidentiality protocols and data security
• Protecting passwords and using two-factor authentication
• Operating alarms or monitoring technology
• Communicating with families or professionals through video calls

Some jobs require different digital skills. For example, a care worker may update care notes on a tablet. A manager might need to create reports from digital systems or use data to plan rotas.

Methods to Review Digital Knowledge and Skills

There are several ways to check your own knowledge and that of your team. Each approach has positives and negatives. The choice will depend on your organisation’s size, resources, and digital systems.

Self-Assessment

Ask staff to think about their skills. Use checklists or quizzes. Online tools like the Skills for Care “Digital Skills Self-Assessment” are helpful. This supports staff to reflect honestly and plan their development.

If you use this tool, you may spot areas where most staff lack confidence, such as using electronic care records.

Direct Observation

Watch how staff use digital devices during daily work. This can take place during supervisions or shadowing. Look at:

• Accuracy when entering information
• Ability to find and update records quickly
• Safe use of passwords
• Following correct user protocols

Record your observations. This identifies whether someone struggles or lacks confidence.

One-to-One Meetings and Supervision

Discuss digital skills regularly. Ask staff:

• Which systems do you find easy or difficult?
• Have you experienced any problems or errors?
• What support or training would help you?

Keep the tone supportive. Some staff may be embarrassed to say they struggle.

Peer Feedback

Other team members might notice digital strengths or issues. With permission, invite honest feedback from colleagues. For example, peers might mention a staff member often needs help logging in or forgets to update records.

Audits and Spot Checks

Carry out routine checks of digital records. Look for missing or incorrect information, patterns of late entries, or repeated errors. These findings can highlight training needs.

Training Records

Check who has completed digital skills training and whose certificates are out of date. If some courses are missing, this may mean a skill gap exists.

Reviewing Your Own Digital Skills

You must review your own abilities, too. Reflect honestly. Modern leadership means using digital tools for communication, data management, and team support.

Consider the types of software and hardware you use:

• E-records
• Rota planning software
• Payroll and HR systems
• Staff training platforms
• Online meeting tools
• Management dashboards

Ask yourself:

• Do you use these systems efficiently?
• Do you know how to resolve common problems?
• How do you keep up with upgrades or new features?
• Can you support others to use these tools?

Check your own competency using leadership self-assessment tools, peer feedback, or accredited e-learning modules.

Creating a Digital Skills Overview

Make a clear record of skills for yourself and your team. This could be a table, spreadsheet, or grid.

Headings might include:

• Staff member’s name
• Digital systems they use
• Level of confidence (e.g., 1–5 scale)
• Problems or errors noted
• Date of last digital training
• Further training needed

Keep this record up to date. This helps when planning supervision, appraisals, and team development.

Spotting Common Skill Gaps and Barriers

Many health and care workers have good practical skills but feel less confident about digital technology. Common skill gaps include:

• Trouble logging in or remembering passwords
• Unfamiliarity with new or upgraded systems
• Anxiety about making mistakes
• Not knowing how to save or share documents securely
• Weak understanding of online safety
• Poor digital communication skills, like emailing or using messaging apps
• Difficulty with remote or online training modules

Barriers may be personal, technical, or organisational:

• Lack of access to devices
• Unreliable internet
• Limited time for training
• Fear of change
• Low literacy or numeracy confidence
• Poor support during induction

Inclusive Approaches to Digital Skills Development

Each team member will have a different background and learning style. Provide enough support for those who may not have grown up using technology.

Ways to support inclusion:

• Offer 1-to-1 or small group training
• Use simple step-by-step guides
• Pair less-confident staff with digital ‘champions’
• Make time for staff to practice on devices before going live
• Be patient and give encouragement
• Make reasonable adjustments for those with disabilities, such as larger font or screen readers
• Repeat training for those who need it

Legal, Ethical, and Policy Considerations

You must only use digital systems as intended and protect service users’ rights.

Key points to remember:

• Treat all information with confidentiality
• Use secure logins and never share passwords
• Log out after using systems
• Know the policies for data storage, backup and disposal
• Report any digital security incidents promptly

Laws like the Data Protection Act 2018 and General Data Protection Regulation (GDPR) require you to protect people’s private information stored online.

Follow your organisation’s digital, data protection and IT usage policies at all times.

Digital Leadership Responsibilities

As a manager, your skills set the standard. Model safe, confident use of digital technology. Encourage your team to learn, ask questions and share knowledge.

Your responsibilities include:

• Identifying digital training needs
• Making training and support available
• Ensuring up-to-date records of digital learning
• Leading by example
• Monitoring changes in digital systems and passing on updates
• Supporting staff who raise concerns about technology
• Being honest about your own learning needs

It is helpful to celebrate digital successes or improvements. Recognise staff who improve their skills or help others.

Handling Resistance and Building Confidence

Some staff may feel anxious about using digital systems. Common reasons include fear of making errors, previous negative experiences, or learning difficulties.

Steps to support these staff:

• Listen to concerns calmly and without judgement
• Provide extra time and support
• Set small, achievable digital tasks
• Pair with a supportive colleague
• Provide praise and feedback for effort and progress
• Allow staff to learn at their own pace

Building confidence takes time. It helps to have a culture where mistakes can be discussed and learned from.

Keeping Skills Up to Date

Digital systems change as new technology comes into use or platforms update. To keep up:

• Encourage regular training, even for experienced staff
• Hold refresher sessions after updates
• Share news or bulletins about changes in procedures
• Arrange team meetings to discuss challenges and tips
• Join local networks or forums about digital care

Review skills at induction, probation, appraisal, and after any digital upgrade.

Supporting Staff to Learn Digital Skills

Support can come in various forms. Offer practical coaching, invite questions, and create guides or videos.

Useful methods:

• Hands-on workshops
• Demonstrations with real systems
• Scenario-based practice e.g. entering a real record
• Q&A drop-in sessions
• Buddy system with experienced staff
• Simple ‘how-to’ leaflets with screenshots

Use feedback to improve your training offer. Some staff may prefer written guides, others may like video or ‘show and tell’ sessions.

Monitoring Progress and Evaluating Impact

Assessing digital skills is not a one-off task. Track progress through supervision notes, training attendance, audits and incident reports.

Think about:

• Have error rates in electronic records reduced?
• Are staff logging incidents or care plans with fewer prompts?
• Do clients and families notice improved service?
• Are data breaches or login problems less common?

Use this information to plan further training and support.

Planning for Future Digital Needs

Digital requirements will evolve. Prepare by:

• Reviewing new software and hardware
• Talking to IT support or digital transformation leads
• Joining sector webinars or training events
• Gathering feedback from staff about what works and what does not
• Planning ahead for retirements or new staff who may need digital induction

Create a digital training plan for your team. Include timescales, refresher sessions and responsible persons.

Final Thoughts

As a manager or leader, you need to review your own and your team’s digital knowledge and skills regularly. Use a range of approaches to get a true picture. Record your findings and respond with the right training and support. Keep digital skills under review to maintain high quality, safe, person-led care. Your leadership helps your team feel part of positive change, value their abilities, and adapt to the demands of digital adult social care.