How to Run a Monthly Learning Meeting That Actually Improves SAF Evidence

Introduction

Running monthly learning meetings is a key part of maintaining high standards in adult social care. These meetings help Registered Managers and care staff reflect on incidents, share learning, and improve practice. More importantly, they provide robust evidence for your Safety Assurance Framework (SAF) and support digital audits. This article explains how to structure and run these meetings so they truly enhance SAF evidence.

Why Focus on Monthly Learning Meetings?

Monthly learning meetings are not just a tick-box exercise. When done well, they:

Provide structured opportunities to review and learn from incidents (including duty of candour requirements)
Improve medication safety and MAR chart accuracy
Support ongoing compliance with CQC regulations
Create evidence maps for SAF readiness
Enable action planning following digital audits

Step 1: Prepare Thoroughly

Checklist for Preparation

Review recent incidents and near misses: Gather reports from the last month, focusing on trends and significant events.
Collect data from digital audits: Identify outstanding actions and recurring issues.
Check medication errors and MAR audit results: Have examples ready to discuss.
Bring SAF evidence documents: Policies, procedure updates, training records.
Set a clear agenda: Share this with participants in advance.

Example Agenda

Welcome and purpose of the meeting
Review of incidents and learning points
Duty of candour updates
Medication safety and MAR accuracy review
Digital audit findings and action plans
Open discussion and suggestions for improvement
Summary and next steps

Step 2: Engage Everyone

Practical Tips

Start with a brief icebreaker or positive news to encourage openness.
Use plain language; avoid jargon to ensure everyone understands.
Encourage all staff levels to contribute, including those on the front line.
Ask direct but non-judgemental questions about incidents and practice.
Use real-life examples to illustrate points.

Example Questions to Encourage Dialogue

What happened, and what did we learn?
Were duty of candour procedures followed? How?
How can we improve medication administration?
What support do you need to reduce errors?

Step 3: Link Discussions to SAF Evidence

Key Elements to Document

Date, attendees, and agenda
Summary of incidents discussed, including outcomes and learning
Confirmation of duty of candour compliance where relevant
Details of medication errors and corrective actions
Results of MAR audits and follow-up measures
Action points with assigned responsibilities and deadlines

Example Entry for SAF Evidence

"On 15 March 2024, the team reviewed a medication error involving delayed administration. Duty of candour was undertaken with the resident's family on 10 March. MAR chart audits highlighted three omissions last month, leading to targeted training scheduled for 22 March. Action: Senior carer to lead refresher training by 22 March."

Step 4: Create and Follow Up on Action Plans

Best Practice

Assign clear responsibilities for each action point.
Set realistic deadlines and monitor progress.
Use digital audit platforms to track completion.
Discuss action plan updates in subsequent meetings.

Example Action Plan Table

Action	Responsible Person	Deadline	Status
Medication refresher training	Senior Carer	22 March	Pending
Update incident reporting form	Registered Manager	30 March	In progress

Step 5: Keep Records Organised and Accessible

Tips

Store meeting minutes and action plans in a dedicated digital folder.
Link records to SAF evidence mapping tools.
Ensure all documents are dated and signed where necessary.
Regularly review documentation quality and completeness.

How This Helps with CQC Audits

Monthly learning meetings that are well-structured and documented demonstrate to CQC inspectors your commitment to continuous improvement and meeting regulatory requirements. Specifically:

Evidence of Duty of Candour: Shows transparency in incident management.
Medication Safety: Reflects proactive monitoring and training to reduce risks.
Digital Audit Action Plans: Illustrate effective use of technology for compliance.
Incident Learning: Supports a culture of openness and accountability.
SAF Readiness: Ensures all evidence is collated, accessible, and up to date.

Having clear, practical records from these meetings provides inspectors with tangible proof that your service is managing risk and improving safety systematically.

Summary Checklist for Running Effective Monthly Learning Meetings

Prepare agenda and materials in advance
Involve all staff and encourage open discussion
Review incidents, duty of candour, medication errors, and audits
Document discussions clearly, linking to SAF evidence
Create actionable plans with responsibilities and deadlines
Follow up on actions in subsequent meetings
Keep accurate, accessible records for audits

By embedding these practical steps into your monthly learning meetings, you’ll turn them into a powerful tool that not only improves care but strengthens your SAF evidence and readiness for CQC inspections.

Disclaimer: This article is general information, not legal or clinical advice.