How to make sure you communicate clearly with members with additional needs
It's important that everyone understands instructions and knows what is going on
For girls with additional needs, not being able to understand instructions can be a barrier to them feeling comfortable and having fun. Use these inclusive communication methods to ensure that everyone can understand information and instructions.
- Be very clear about who you are talking to. Are you addressing one girl or the entire group? If talking to an individual, use their name. If talking to a group, say ‘Guides’, ‘Brownies’ or the relevant section name.
- Face the person that you are talking to.
- When addressing a group, make sure that everyone has stopped talking before you begin.
- Put communication into context, for example ‘In tonight’s meeting we will be…’
- Avoid using too many idioms. Younger girls and those with particular additional needs may find these difficult to understand.
- Use clear English.
- Give information in small chunks, rather than all at once.
- Structure information logically, for example ‘First we will go into the room and then we will all sit down on the chairs’.
- Use simple questions to check for understanding, such as ‘Who can tell me what we’re going to do?’
Visual signals can be a great way to get girls’ attention during meetings. They can be simple shorthand for communication and can prevent you from having to raise your voice.
It is vital that you explain to any new girls and adults exactly what signals you use frequently and consistently, and what these mean. For example , when a leader raises their hand this is a signal to be quiet and is used when we need to talk to the girls. All the girls should then stop talking and raise their hands as well.
This explanation should include:
- who is able to give the signal
- what the signal is
- what the signal is used for
- what is expected from the girls.
Once non-verbal signals have been defined, make sure that they are used consistently by all leaders.
When creating documents - such as letters to parents - do the following to make sure they are as clear as possible.
- Use a clear sans serif font, such as Trebuchet. The characters are easier to distinguish for people with reading difficulties or visual impairments.
- Select a font large enough to be read and with clear spacing between lines and paragraphs.
- Keep electronic copies of documents, allowing you to send digital copies and produce large-scale copies on request.
- When printing, use cream or off-white paper that isn’t glossy. Avoid using a design on the background that could obscure writing.
- Present information in a clear and logical way.
- Write in clear English.
Find out more about Girlguiding’s writing guidelines.