Supporting staff with low literacy
You can help employees who have difficulties with reading and writing and give them confidence to do their job and stay safe. This might include giving information in different ways and linking employees with support and training.
Literacy at work
Employees need to be able to read and write in most workplaces. These skills can be hard for some people to learn. People who struggle with reading and writing can be more stressed at work, especially if they don’t tell their employer.
There are a range of simple changes you can make to your workplace that can help.
Keep in mind that people who have trouble reading, writing, and understanding verbal information often try to cover up their problem or may not be aware of it. Any discussion with your employee should be of a non-judgemental nature.
Speech pathologists or psychologists can do literacy assessments to identify any issues. This can start with a sensitive and non-judgemental discussion.
Making workplace adjustments to support your employee
To help support your employees, you can:
- ask them how they best learn
- always make sure they understand by asking them to show you or repeat back in their own words what they’ve read
- create a glossary of common terms and acronyms so that employees can better understand ‘jargon’ and technical information
- write short, clear information and instructions with pictures, diagrams and summaries, instead of complex written descriptions
- use simple language, bullet points, large print and colour-coded text
- look at colourful alternatives to white backgrounds for paper, computer, and visual aids, such as whiteboards
- provide training information in different ways, such as audio or video if this is easier for your employee
- record audio of important written information, such as procedures, or have another employee read important information out to them
- give instructions in different ways, maybe more than once. For example, you can role play or show the instructions, including the 'do’s' and 'don'ts'. Then give the employee time to practice the task, and give them feedback
- help employees access software that help with reading, writing and understanding
- offer adaptive technology that can scan written text or instructions and then read it aloud
- ask the employee if they are comfortable for a co-worker to edit and proofread their work to help improve their writing
- frequent breaks to avoid the risk of information overload
- regular check-ins can help the employee to feel comfortable to discuss any issues they may have and identify supports together.
Remember, people with literacy difficulties have different areas of strengths and weaknesses – no two people are the same, and solutions need to be tailored to the person’s individual needs.
Where to get more support
There are a range of training options, services and supports that can help:
- people who have difficulty with reading and writing at work
- support employers to improve workplace literacy.
Did you know the Employment Assistance Fund (EAF) may be able to help with the costs of workplace changes and support services? For instance, we can fund 1:1 support in the workplace for an employee.
A staff member who has difficulty learning and remembering new information can have a specialist such as a treating Psychologist / Speech Therapist come into the workplace to:
- work on individual strategies for remembering
- store and organise information
- assist in increasing confidence to the individual communicating their needs to their supervisor.
Additionally, that specialist can include their supervisor to enhance transparency in understanding their staff members learning needs and supports.
Technology plays a huge part in assisting people with literacy difficulties in the workplace. There are programs that have free trial periods to access. The EAF can support an employee with 1:1 training in the workplace to provide training on how to use this technology to support their everyday work tasks.
For more information about the EAF visit funding for changes in the workplace.
The Skills for Education and Employment (SEE) Program
Employers, seeking to improve the language, literacy, numeracy and digital skills of their workforce can access free training through the Skills for Education and Employment Program. By working with a SEE provider, they can tailor training that is suitable for the workplace and the employee.
For more information about the program, visit SEE on the Department of Employment and Workplace Relations website.
Disability Employment Service providers
Australian Government employment service providers like Disability Employment Services (DES) provide a range of help and support to people with disability and their employers. This includes coaching, mentoring and support on the job. To find a DES provider near you, go to our list of DES providers.
Reading Writing Hotline
The Reading Writing Hotline is a national telephone literacy referral service for adults. It can help people with reading, writing or basic maths by linking them to a group, one-on-one training or distance training. The hotline number is 1300 655 506. For more information visit the Reading Writing Hotline website.
The Hotline can also assist employers with literacy and numeracy training for your business.
Easy English services
Easy English or Easy Read translators may be able to help a person to better understand work-related information. They can break down complex information, explain it or change it into simple language, without ‘jargon’ or technical terms.
Other training courses
Training courses through a Registered Training Organisation may help to improve reading and comprehension skills. For more information or to search for a course in your area visit the My Skills website.
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