Why we keep notes
After each visit, volunteers write a few lines about what their senior friend shared. Read your last note before you go back. It means you can ask about a grandchild by name, or finish the story you ran out of time for.
Notes also help when schedules change. If another volunteer has to cover a visit, the coordinator can share the notes so the resident does not have to start over with a stranger.
What to write down
Keep it short and write it the same day. A good note usually has:
- names of people they mentioned, and where those people live
- what they enjoyed talking about or doing
- anything you said you would come back to
For example: “Granddaughter starts college in Austin this fall. Grew up in Louisiana and misses the gumbo. Wants a rematch at cards next week.”
What to leave out
Never write down health or medical details, anything about money or legal matters, or anything the person asked you to keep between you. If you are worried about something you heard, tell the coordinator or community staff instead of writing it in a note.
Who sees notes
Send notes to the coordinator using the method they give you. Do not keep them in a personal app or group chat. Only the coordinator and the volunteers who visit that resident see them. Notes are never published.
Residents can ask what has been written about them, or ask you to stop. If they do, tell the coordinator.