How to Train Your Team on New Policies and Procedures
New policies and procedures are part and parcel of running a care service, but getting your team on board is another matter entirely. Whether you're rolling out regulatory updates, changes to working hours, or completely new safeguarding protocols, how you train your staff makes all the difference.
Here’s how to make policy training stick, and maybe even make it enjoyable along the way.
1. Communicate the Why, Not Just the What
When rolling out a new policy, begin with clear and transparent communication. Staff are far more likely to engage with a change if they understand its purpose.
Explaining the reasoning behind a new policy helps reduce resistance and builds a sense of shared responsibility. If staff view a change as arbitrary or top-down, they’re less likely to take it seriously.
Top tip: Use a range of formats, email, in-person briefings, and intranet updates. Explain why the change is happening, not just what it is.
Example: Launching a new medication administration protocol? Don’t just say “this is new.” Say: “We’ve updated this to reflect the latest CQC guidance and reduce the risk of errors.”
2. Provide Accessible, Easy-to-Find Resources
Having a centralised, easy to navigate system for policies and procedures ensures that staff can refer back to them as needed. Training should not rely solely on one-time communication.
Best practice tips:
Store policies in a digital location that is accessible across devices.
Use clear headings, bullet points, and visual aids to improve readability.
Ensure printed copies are up to date and placed in key staff areas, like break rooms or nurse stations.
Even the best training session won’t stick if staff can’t later access the information. A well-maintained policy library supports long-term retention and accountability. Make sure to ask yourself: '“can staff find what they need within 30 seconds?” If not, it’s time for a tidy-up.
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3. Make Training Sessions Practical and Interactive
Training should be more than just reading aloud from a policy document. Incorporate real-world scenarios, case studies, or short role-play exercises to help staff see how the policy applies to their day-to-day work.
Interactive learning is significantly more effective for adult learners. Practical application also highlights any potential misunderstandings or grey areas early on.
Example: If introducing a new safeguarding escalation pathway, simulate a scenario and ask staff to talk through the steps they would take. This not only reinforces the policy but highlights any knowledge gaps.
4. Use Policy Sign-Offs and Light Testing
To ensure staff have read and understood a new policy, many providers use a sign-off or attestation process. This can be paper-based or digital, and is often accompanied by a short quiz or checklist.
Benefits:
Demonstrates compliance and due diligence.
Encourages personal responsibility.
Provides a clear audit trail during inspections or reviews.
However, sign-offs should never replace training. They are a useful supplement, but not a substitute for meaningful engagement.
5. Reinforce Policies Over Time
Training should not be treated as a one-off event. The most effective policy rollouts include follow-up sessions, reminders, and spot-checks to ensure long-term compliance.
Suggestions:
Include policy refreshers in monthly team meetings.
Have a policy of the month
Assign supervisors or team leads to check for consistent application.
Monitor relevant metrics (e.g., incident reports, audit findings) to assess impact.
Example: After introducing a new medication error reporting policy, review incident data after three months. If reports haven’t improved, it may be necessary to retrain or re-communicate key elements.
Struggling with your policies?
If you'd like support developing policy training strategies, delivering refresher sessions, or reviewing your current approach, we can help.
Get in touch for a FREE 15-minute consultation to find out how we can tailor our support to your service.
Key Takeaways:
Training your team on new policies isn’t just a simple one and done exercise, it’s about empowering them to do their job with clarity, confidence, and care.
Make your policies accessible, engaging, and relevant, and you’ll see real improvements in compliance and culture.
