Engaging with people with a learning (intellectual) disability

This page contains tips to support an effective engagement process with people with a learning (intellectual) disability.

Meeting protocols

When planning a meeting involving participants who have learning disabilities, follow these guidelines.

When considering a suitable time, keep in mind that some people with learning disabilities prefer mornings, as they are more rested at this time of the day, and find it easier to concentrate.
Provide an agenda and then keep to the agenda topics in the order they are listed.
Avoid having online meetings where possible. In-person meetings are better for clear communication and understanding.
Make sure only one person speaks at a time so everyone can follow the discussion.

Verbal information

When providing verbal information, follow these guidelines.

Using clear and accessible language

Use plain language. Avoid jargon, acronyms, and always say names in full.
Where possible, include pictures or visual aids. If you use images, provide a short description of what they show.

Giving people time and prepare them in advance

Give people time to think about your questions and respond.
Pause when needed and ask one question at a time. This also helps NZSL interpreters.
Provide a copy of your presentation before the meeting so participants can familiarise themselves with it.

Encouraging participation and listening carefully

Encourage participants to share their views. Let them know their opinions are valued and that different perspectives are welcome.
Give people time to speak and listen carefully.
Repeat back what you heard, or ask clarifying questions. Never pretend to understand.

Checking participants understand

Watch for signs of confusion. If someone does not understand, try another approach – rephrase, repeat, or add visuals.
To check that someone has understood, consider asking them to put the information into their own words. This will eliminate the risk of people saying ‘yes’ because that is what they believe they should say, and allow them to avoid having to answer ‘no’ to the question ‘Do you understand?’

Respecting people’s communication preferences

Some people may want whānau members or carers to speak on their behalf because they trust them to understand their needs. Always ask the person for permission before gathering information this way.

Meeting assistants for people with a learning disability

When working with meeting assistants for people with a learning disability, follow these guidelines.

The role of meeting assistant (or support person) can be helpful for a person with a learning disability. When meetings run at a fast pace, or use complex or conceptual information, it can be a barrier to that person’s equal participation. Meeting assistants guide people to build trusting relationships within the group/meeting.
An assistant’s role depends on the individual’s support needs. The person and their assistant agree on a plan prior to the meeting. A meeting assistant supports equal opportunities for the person to contribute to discussions and decisions.
A meeting assistant often:
- helps to translate complex information to aid the person’s understanding
- helps to engage within a large group at a meeting or during break times
- discusses items or completes tasks with the person after the meeting.
Assistants often quietly talk to the person they are assisting during the meeting. Often the assistants are helping to foster the person’s better understanding of conceptual or complex information.
Allow time for people to have their say in whatever way suits them.
You should be prepared to pay for the travel and accommodation of the meeting assistant (if relevant). You may need to pay for their time, but you should discuss this with their employer or the person they are supporting.
People First – Ngā Tangata Tuatahi, a disabled people’s organisation governed by people with learning/intellectual disabilities, provides trained meeting assistants.
People First New Zealand external URL

Written information and Easy Read documents

Easy Read is a way of writing information so it is clear and simple. It uses everyday words, short sentences, and pictures to help explain meaning.
Easy Read helps people with learning (intellectual) disabilities understand written information, and it can also help people who find reading hard, people learning English, those with low literacy, and some Deaf or older people.
Easy Read documents avoid jargon and acronyms, use lots of white space, and include images to support understanding.