4.2 Develop a plan to improve digital knowledge and skills of self and own team

This guide will help you answer 4.2 Develop a plan to improve digital knowledge and skills of self and own team.

Planning to improve digital knowledge and skills means creating a clear, step-by-step approach. It should help both you and your team use digital systems more confidently and safely. The plan will outline what is needed, who is responsible, by when, and how you will measure progress.

Start with a Clear Assessment

Begin by reviewing results from previous assessments or audits. Use information from direct observation, supervision records, training logs, and feedback from staff. Highlight current skills, common gaps, and areas where confidence is low.

For example, you may find:

• Some staff struggle with electronic medication records
• A few cannot upload documents to shared drives
• Most are unsure about using video calls for reviews

This starting point shapes your plan.

Set Smart, Achievable Goals

Your plan should set out clear goals. Each goal must be specific, realistic, and measurable. Use plain language. For example:

• All staff will log into and use the electronic care plan system by a set date
• Every team member will complete basic data security training within one month
• Managers and deputies will learn to generate monthly reports from rota software

Decide which are urgent and which are longer term. Prioritise anything relating to safety, legal compliance, or key service delivery.

Identify Training and Support Needs

Review what each person needs. Some may need only an update or refresher. Others may need basic, repeated practice before moving on.

List requirements such as:

• Group training on main digital systems
• Drop-in practical workshops on secure document sharing
• Printed and visual guides for key procedures
• Buddying system to support less experienced staff
• Time allocated for practice using digital devices
• Formal e-learning for legal or safety issues

Remember your own needs. As a leader, you may need advanced training on report creation or trend analysis.

Plan Training Methods and Resources

Use a mix of learning styles so everyone can benefit. Some options:

• Face-to-face sessions for basics
• Hands-on practice using real-life scenarios
• E-learning modules with quizzes
• Step-by-step printed guides
• Short video demos for repeated viewing
• Peer support from confident staff
• Access to helplines or IT support

Check if free resources are available from Skills for Care, local authorities, or system providers.

Assign Responsibilities

State who will plan, deliver and support training. Assign tasks such as:

• You: book training sessions and monitor attendance
• Senior care worker: act as digital champion or buddy
• IT staff: provide technical backup and troubleshooting
• External trainers: if using specialist software

Record these responsibilities in your plan, so there is clarity.

Create a Realistic Timeline

List clear deadlines for each action. Spread out activities to avoid staff overload.

Example timeline:

• Week 1: Issue digital self-assessment to staff
• Week 2: Review assessments and identify gaps
• Weeks 3–4: Run training sessions on high-priority areas
• Week 5: Practice time with digital systems and buddy support
• Week 6: Follow-up assessment or supervision
• Week 7: Make refresher materials available

Report progress at regular team meetings.

Support Ongoing Learning

Staff learn at different speeds. Plan follow-up support:

• Extra sessions for those struggling
• Regular reminders and updates
• Open-door policy for questions
• Collect feedback and suggestions for further sessions

Document who needs more help and adapt the plan as needed.

Build Digital Skills into Supervisions and Appraisals

Make digital competency a regular discussion point. During staff supervisions, ask about confidence and problems. Record discussions and agreed actions in staff development plans. Link digital skills to role requirements and targets.

Monitor Progress and Measure Outcomes

Decide how to track improvement. Some methods:

• Quizzes or practical tests after training
• Direct observation to see if records are completed accurately
• Fewer incidents of missed digital records
• Feedback from staff and service users

Set dates to review progress. Check if goals have been met. Adjust the plan if some areas need more work.

Encourage a Supportive Culture

Lead by example. Show that it’s acceptable to ask questions. Celebrate improvements and successes. Share good practice and tips in meetings, newsletters or noticeboards. Make digital learning a regular part of team life, not a one-off event.

What Your Digital Development Plan Should Include

• Goals for digital skills with deadlines
• Starting point from staff self-assessment or audit
• Specific actions for improvement and training
• Methods and resources for training
• Named people responsible for each action
• Timeline for activities and checks
• How progress will be measured and reviewed
• Plan for ongoing support and refreshers

Preparing for Future Needs

Digital systems will continue to develop. Plan ongoing training and encourage staff to share feedback after upgrades or changes. Check for new guidance from regulators or software suppliers.

Keep your plan flexible. It’s a living document that adapts as your team and technology changes.

Final Thoughts

A strong plan improves digital knowledge and skill for you and your team. Choose actions that match real needs. Use resources well and set clear goals. Check progress regularly and adapt your plan as you go. This approach builds confidence, protects service users, and helps everyone use digital tools safely and effectively in adult care.