In our daily experience with care facilities for the elderly and their teams, we observe a constant: communication with families is both an absolute priority and a permanent challenge. It is a delicate thread, essential to the resident’s well-being, that can sometimes fray under the weight of time constraints, misunderstandings, or simply a lack of suitable tools. The trust relationship between the family and the facility is a fragile ecosystem that needs to be nurtured by clear, regular, and caring information.
Imagine this communication as a bridge. On one side, there is the family, caring, loving, sometimes anxious, who has entrusted what they hold dearest. On the other side, there is the caregiving team, dedicated, competent, but often overwhelmed, striving to provide the best possible care. When the bridge is solid, information flows freely in both directions, reinforcing trust and creating a true partnership around the resident. But if the bridge is fragile or cluttered, cracks appear, fueled by worry and uncertainty.
This is where the digital liaison notebook comes into play. It is not just a simple technological gadget, but indeed the architect of this modern bridge. It offers a solid, transparent, and accessible structure for essential information to circulate, calming minds, optimizing the professionals’ work, and ultimately improving the quality of life for the elderly person. We will explore together how this tool transforms the communication dynamic and becomes the pillar of successful collaboration.
Before discussing solutions, it is essential to understand the nature of the difficulties we encounter on the ground. The lack of fluid communication is no one’s fault; it is a symptom of a system where resources, especially time, are precious and limited.
The Frustration of Families Seeking Information
For a family, placing a loved one in a facility is often a difficult step, laden with complex emotions. Once this decision is made, a fundamental need emerges: the need to know. How did the night go? Did he eat well at lunch? Did he participate in the singing activity? Did he see the doctor? These seemingly simple questions reflect a legitimate concern.
In the absence of a dedicated communication channel, families often have to go through the telephone switchboard. They may call during a busy time (care, meals), speak to someone who does not have all the information, or feel that they are being a nuisance. This situation can lead to frustration, a feeling of being kept at bay, and, in some cases, a loss of trust. They do not ask for constant monitoring, but for a reassuring window into their parent’s daily life.
The Caregivers’ Workload and Limited Time
On the other side, the caregiving teams and all staff are at the heart of the action. Their day is punctuated by essential and scheduled tasks: hygiene care, medication administration, assistance with meals, support, medical monitoring… Added to this are the unforeseen events that are the norm in this sector.
In this context, answering family phone calls, while recognized as important, can be perceived as a constant interruption. The caregiver must stop what they are doing, seek the information, relay it, and then dive back into their task. Multiply this by the number of residents and families, and you get a considerable mental load and loss of time. The paper liaison notebook, on the other hand, is often static, accessible only on-site, and does not allow for simple and rapid dissemination of information to all concerned relatives.
The Impact on the Resident’s Well-Being
At the center of this dynamic is the resident. They are the first to feel the effects of a failing communication. A worried and stressed family transmits, even involuntarily, their anxiety during visits. A caregiver pressed for time may have less availability for listening.
Conversely, when communication is fluid, the resident feels surrounded by a true coherent “circle of care.” They sense that their family and the facility’s team are working hand in hand for their well-being. Knowing that their son or daughter is aware of their participation in the pottery workshop can become a joyful topic of conversation during the next visit, strengthening bonds and the feeling of being valued. The communication gap is therefore not just a logistical problem; it has a direct and profound human impact.
The Digital Liaison Notebook: More Than Just a Tool, a Bridge Between Worlds
In the face of these challenges, the digital liaison notebook presents itself as a structuring solution. It does not replace human contact, but it facilitates and enriches it. It acts as a centralized and calm channel, where information can be shared asynchronously, meaning that both parties do not need to be available at the same time.
Centralization of Information: A Single Source of Truth
One of the main advantages of the digital liaison notebook is its ability to gather all relevant information in one place. Gone are the flying notes, the orally transmitted and potentially distorted information, or the paper notebooks that the family can only consult by coming on-site.
The digital platform becomes the shared reference. It can contain:
- Daily tracking: meals, hydration, mood, participation in activities.
- Medical information: reports from appointments, changes in treatment (shared securely and according to permissions).
- Social life: photos and videos of activities, significant events, birthdays.
- Direct messages: a secure messaging system between the family and the reference team for non-urgent questions.
This centralization ensures that everyone has the same level of information, which limits misunderstandings and strengthens the coherence of support.
Accessibility and Real-Time Transparency
With a digital liaison notebook, information becomes accessible anywhere, anytime, from a smartphone, tablet, or computer. A son living abroad can receive the same photo of his smiling mother during the music workshop as his sister who lives nearby. This accessibility is a true revolution for geographically dispersed families.
It brings a transparency that is the foundation of trust. Being able to consult, at one’s own pace, the events of the day provides a sense of serenity and closeness. It is no longer up to the family to “hunt” for information; the information comes to them proactively and organized.
Data Security and Confidentiality
We are aware that handling personal and medical information requires the highest level of security. Professional digital liaison notebook solutions are designed in compliance with the strictest regulations, such as GDPR (General Data Protection Regulation).
Access is personalized and secured. Each family member has their own identifier, and access rights can be finely configured. Data is hosted on secure servers, ensuring its integrity and confidentiality. This technical rigor is essential for families and facilities to use the tool with confidence.
How the Liaison Notebook Transforms Daily Life
Implementing a digital liaison notebook is not just a modernization; it is a paradigm shift that has concrete and positive effects for all stakeholders.
For Families: A Window into Their Loved One’s Life
For families, the application becomes an open and caring window into their parent’s daily life. Imagine the peace of mind that comes from receiving a notification with a photo of your father gardening, or a short message from the caregiver indicating that he slept well. These little touches transform the perception of the facility, which is no longer an opaque place, but a transparent living space.
It also allows for better preparation for visits. Instead of starting the conversation with an interrogation (“So, what did you do this week?”), the family can bounce off concrete facts: “I saw that you had a bingo game yesterday, did you win?” or “The apple pie you made looked delicious!“ Communication becomes richer, more qualitative, and centered on sharing rather than seeking information.
For Caregiving Teams: Time Savings and Better Coordination
For the teams, the most immediate advantage is the time saved. A single post on the liaison notebook can inform ten members of the same family simultaneously, where it would have taken several calls. The time thus freed can be redeployed directly to residents, for more listening, more care, more humanity.
The tool also improves internal coordination. Information noted by the day nurse is immediately visible to the night team. Transmissions are more reliable and complete. This allows for more precise follow-up and anticipating the resident’s needs more effectively. The liaison notebook becomes the collective memory of the team at the service of the resident.
For Residents: A Strengthened Sense of Connection
Even if the resident is not always the direct user of the tool, they are its main beneficiary. A resident who feels their family is involved, informed, and calm is themselves more at ease. They no longer feel like the subject of concern that crystallizes tensions, but as the center of a coordinated network of care.
The photos and stories shared on the liaison notebook also help combat feelings of isolation. The resident sees that their life within the facility has value, that it is shared and observed by those they love. This is a powerful lever for self-esteem and maintaining social and family ties, even at a distance.
Beyond Communication: Tools to Strengthen Connection and Autonomy
We believe that technology should serve humanity and connection. The liaison notebook is a fundamental building block, but it can be enriched with tools that go further in stimulation and support. Our approach is holistic: it is not just about transmitting information, but creating opportunities for sharing and valuing everyone’s capabilities.
Stimulating and Creating Connections: Our Training Approach
For these tools to be truly effective, especially for people with cognitive disorders like Alzheimer’s disease, it is crucial that caregiving teams are well trained. It is not enough to put a tablet in a resident’s hands. One must know how to use it as a mediator of the relationship, how to adapt the activity to the person’s capabilities, and how to transform a simple game into a moment of sharing and success.
That is why we have developed a training session dedicated to stimulation and creating connections through games. During this training, we teach professionals to use our tools not as an end in itself, but as a means to connect with the person. We cover techniques for capturing attention, encouraging without causing failure, and using play to open a dialogue. A successful activity, later shared on the liaison notebook, then takes on its full meaning for the family.
SCARLETT, the Game that Brings Generations Together
One of the flagship tools we offer is our memory game program on tablet, SCARLETT. These games are designed with speech therapists and occupational therapists to be both cognitively stimulating and very simple to use. They cover general knowledge, memory, logic, language…
SCARLETT becomes a fantastic support for the liaison notebook. An activity leader can take a photo of the resident successfully completing a quiz on songs from their era and share it with the family, accompanied by a comment: “Mrs. Dubois was unbeatable today on the classics of French song!” This is much richer and more rewarding information than a simple “the day went well.” It gives the family a positive and active image of their loved one, and new topics of conversation for their next visit.
MY DICTIONARY, Giving a Voice Back to Those Who Have Lost It
Communication does not always go through complex sentences. For residents facing language disorders (aphasia) or severe cognitive disorders, expressing a simple need can become a daunting task, a source of great frustration. It is in this perspective that we created MY DICTIONARY.
It is a tablet-based dictionary, based on images and sound. The person can simply touch an image (a glass of water, glasses, a blanket, an image representing pain in a part of the body) to express their need or feeling. The caregiver immediately understands the request. This information can then be relayed to the family via the liaison notebook: “Today, thanks to MY DICTIONARY, your father was able to ask us himself to listen to his favorite music.” This is valuable information that shows that, even with altered communication abilities, the person retains their desires and autonomy, and that the facility has the tools to respond to them.
Implementing the Digital Liaison Notebook: Our Practical Tips
Adopting such a tool is a change project that must be conducted methodically and kindly to ensure its success.
Choosing the Right Solution
Not all solutions are created equal. It is important to choose a platform that is both comprehensive in its features but especially extremely simple and intuitive to use. If the tool is complicated, neither the teams nor the families will adopt it. It is essential to prioritize a clear interface, logical navigation, and a responsive mobile application. Security and GDPR compliance are, of course, non-negotiable.
Training Teams and Supporting Families
Technology does not do everything. The success of the implementation relies on the human element. It is essential to train all teams in the use of the tool, not only on a technical level but also on the “spirit” of the approach: why we are doing it, what benefits for the residents, how to write positive and informative messages…
Similarly, families need to be supported. Organizing presentation meetings, providing simple guides, and designating a reference person within the facility to answer their questions, especially for those less comfortable with digital tools, is necessary. They need reassurance: the tool does not replace calls or visits; it complements them.
Measuring Impact and Adjusting
Once the tool is deployed, it is important to gather feedback from users, whether families or professionals. What works well? What information is most appreciated? Are there any missing features? This spirit of continuous improvement allows for adjustments in the use of the tool so that it best meets the specific needs of the facility and its community.
In conclusion, improving communication with families through the digital liaison notebook is not a purely technological project; it is a deeply human project. It is the decision to build a solid bridge, based on transparency and regularity, to replace the fog of uncertainty. By centralizing information, making it accessible, and enriching it with stimulation and communication support tools like SCARLETT or MY DICTIONARY, we do not just transmit data. We share moments of life, reassure loved ones, value the work of caregivers, and, above all, place the well-being and dignity of the resident at the heart of a united and collaborative circle of care. Technology, when well thought out and well supported, then becomes the best ally of human connection.
The Digital Liaison Notebook is an essential tool for improving communication between families and educational institutions. By facilitating the exchange of information, it allows parents to closely follow their children’s progress and stay informed about important events. A related article that may interest readers is the one on memory games for seniors. Although this article focuses on another age group, it highlights the importance of technology in maintaining social connections and improving quality of life, a theme that resonates in the context of digital school communication.