4.1 Use formats that enable an individual and others to understand the information conveyed

Course: NVQ Level 4 Diploma In Health And Social Care (RQF)

Unit 2: Advanced Communication Skills

LO4: Be able to convey information to individuals and others

4.1 Use formats that enable an individual and others to understand the information conveyed

To effectively convey information to others, it is important that you use formats that will aid their comprehension and understanding. This may include using written or visual aids, the appropriate level of language and terminology, logical sequencing of the information, use of correct grammar and sentence structure.

Use formal language to convey the desired message

To ensure that you are clear in your communication, it can be useful to switch from informal language into more formal or professional language when communicating with individuals who have a different level of understanding so they may take more notice of what you are trying to say. If using professional language would not be appropriate, it is important to adapt the level of language you use so that the other person understands.

Use a range of visual aids to aid communication and understanding

When communicating with others who have different levels of understanding, it can be useful to use a range of visual aids such as words, symbols, or pictures in order to clarify your message and ensure they understand what you’re trying to get across. For example, if someone has hearing difficulties then picture cards may be used but if an individual finds it difficult to understand written information then audiobooks or sign language may be more appropriate.

The choice of written or visual aid is dependent on the person receiving it (who they are). If they are infirm or disabled then this should be taken into consideration. For instance, if they have a visual impairment then it would be necessary to provide written material, such as braille or large print.

Communicate using age-appropriate terminology

In order for individuals from all backgrounds and cultures to understand what you are trying to say, it is important that you adapt the level of language you use appropriately. For example, if talking with a child you may need to simplify your language but if someone has a learning difficulty or poor English skills then the same vocabulary will not be appropriate and may not achieve understanding.

The language and terminology used must be appropriate for the individual receiving it. If they do not understand certain vocabulary then this should be avoided (especially humor that humor often doesn’t translate).

The correct sequencing of information can aid communication

To ensure that individuals understand what you are saying it can be useful to communicate in a logical sequence using simple sentences and where necessary short phrases or words that indicate the order in which information should be given for example “first”, “second” or “next.”

Visual aids such as these arrows showing sequential order can sometimes help convey ideas more simply. Arrows to different parts of speech such as phrases, clauses, or sentences are useful for showing the order in which ideas should be considered.

The information must be presented in a logical sequence that the individual will understand. For example, going from the general to the specific or vice versa depending upon who is receiving it and what they need to know. A family member may not require as much detail as a medical practitioner. It also avoids confusion, such as thinking one thing happened when another did (or worse still believing something didn’t happen). It could mean understanding why something needs doing and how it’s done before actually doing it.

Communicate using correct grammar and sentence structure

Whether you are communicating with individuals who have English as their first language or not, it is important to use correct grammar and sentence structure so that they understand what you’re saying. If an individual has difficulty understanding spoken information then you may need to consider how it will be received if given in writing e.g. through email or letter before sending the message on its way!

Sentence structure and grammar must also be correct; if someone cannot understand what you’re saying because of bad sentence structure and/or poor grammar then this will impede clear communication. An example of this might include: ‘He went to manchester yesterday’ (when you mean Manchester). It could also include over-complicated phrases like ‘beyond the beyond’; which make something appear more complicated than it actually is.

With the knowledge and skills to be able to convey information using a range of formats that will aid comprehension and understanding. The following is an indicative list of the formats that could be applied:

The correct use of written or visual aids to convey information, including diagrams. The appropriate level of language and terminology. Clear sentence structure and grammar. For instance, if you were explaining how to administer an injection: You would explain why this procedure needs to take place and what its purpose was; followed by showing where they needed to inject and how. You would then tell them what you were going to do first, by telling them what you were going to do and why; before actually doing it. You should also explain aftercare, so they know how long to keep an eye on the patient for, etc.

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