Effective communication is the cornerstone of person-centred support, particularly when working with individuals who are non-verbal. For those who communicate primarily through gestures, facial expressions, or behaviours, the ability to express needs, preferences, emotions, and discomfort can be severely limited without appropriate support tools. One such essential tool is the communication dictionary.
A communication dictionary provides a personalised record of how an individual expresses themselves non-verbally. It translates gestures, body movements, sounds, facial expressions, and behaviours into meaning—thereby serving as a bridge between the individual and those who support them.
This blog post explores the critical role communication dictionaries play in behaviour support for non-verbal clients who use gestures, and why their consistent use is vital for promoting dignity, reducing distress, and enhancing quality of life.
Table of Contents
What is a Communication Dictionary?
A communication dictionary is a tailored document that outlines how a person communicates using non-verbal means. It includes specific information about the individual’s unique gestures, body language, vocalisations (if any), and behavioural indicators, along with interpretations of what each form of communication may signify.
For example, an entry in a communication dictionary might read:
- Gesture: Taps right hand on table three times
- Meaning: Wants a drink
What needs to be done: Provide a drink where appropriate, redirect if required. - Behaviour: Turns head away and frowns when offered food
- Meaning: Doesn’t like that food / Not hungry
What needs to be done: Clear uneaten food, engage in different activities post-meal.
This tool is especially useful for individuals who do not use formal sign language or alternative communication systems such as Makaton or AAC devices, but who still communicate effectively through consistent and idiosyncratic gestures or behaviours.
Why Communication Dictionaries Matter in Behaviour Support
1. Promotes Understanding and Reduces Misinterpretation
One of the greatest risks for non-verbal individuals is that their communication is misunderstood or overlooked entirely. What might be perceived as ‘challenging behaviour’ could in fact be a legitimate attempt to express pain, confusion, boredom, or unmet needs. Without a structured guide like a communication dictionary, support staff may misread or fail to recognise these messages.
For example, if a person flaps their hands when anxious, and this is not recorded or understood, staff might interpret the behaviour as disruptive or attention-seeking, leading to inappropriate behavioural interventions. With a communication dictionary, the team can respond more appropriately, perhaps by offering reassurance or reducing environmental stressors.
2. Promotes Person-Centred Practice
In line with Australian legislation and best practice guidance—such as the Disability Discrimination Act 1992, the National Disability Insurance Scheme (NDIS) Practice Standards, and the National Standards for Disability Services—all services are expected to deliver person-centred support.
Communication dictionaries directly support this by recognising and respecting an individual’s unique way of expressing themselves. They ensure that the person’s “voice” is heard and understood, even when spoken language isn’t used.
This approach fosters dignity, autonomy, and a sense of control for the person—key principles underpinning high-quality disability services in Australia.
3. Supports Positive Behaviour Support and Reduces Distress
Much of what is referred to as “behaviour of concern” is actually communication. A person may display certain behaviours because they are frustrated, anxious, in pain, or simply not being understood.
Positive Behaviour Support (PBS)—as promoted by the NDIS Quality and Safeguards Commission—emphasises proactive, non-restrictive, person-centred strategies. A communication dictionary is a central tool in PBS, allowing teams to understand the meaning behind behaviours and respond supportively and preventatively.
For example, recognising the early signs of distress (such as restlessness or repetitive movements) can enable staff to act before behaviour escalates. This can reduce the need for restrictive interventions and help build trust and emotional safety.
4. Ensures Consistency Across Staff and Settings
In environments where multiple support workers or therapists are involved, consistency in interpreting and responding to a person’s communication is essential. A communication dictionary helps ensure that everyone on the team understands what the person is trying to communicate in the same way.
Without this consistency, one staff member might interpret a gesture as a request for help, while another might misread it as refusal. This leads to confusion, frustration for the individual, and potentially unnecessary escalation of behaviours.
A well-maintained communication dictionary becomes a shared reference point for everyone in the person’s life—across homes, day programs, schools, or therapy services.
5. Facilitates Transitions and Continuity of Care
Transitions—whether between services, schools, or into adult support—can be stressful and disorienting for non-verbal individuals. A communication dictionary provides vital continuity during these times by giving new teams insight into how the person expresses their needs and preferences.
This is particularly important in the NDIS context, where participants may have multiple providers or experience changes in staff. A communication dictionary can reduce anxiety, foster quicker rapport-building, and ensure that new support workers can respond to the person effectively from day one.
What Should a Communication Dictionary Include?
A good communication dictionary should be:
- Individualised – Tailored to the person’s specific expressions and context
- Collaborative – Developed with input from family, carers, therapists, and—if possible—the individual
- Accessible – Easy to read and available to all relevant staff
- Reviewed Regularly – Updated as the person grows, learns, or changes communication methods
Typical components include:
- Introduction – Basic information about the person (name, age, communication profile)
- Gestures or behaviours – Clearly described non-verbal expressions
- Possible meanings – What these expressions are likely communicating
- Situational context – When or where the expression typically occurs
- Recommended responses – How best to support the person in that moment
How to Develop a Communication Dictionary
Creating a communication dictionary takes time, observation, and teamwork. Here’s how to get started:
- Observe Regularly and Thoughtfully
Pay close attention to the person’s non-verbal behaviours across different situations. Note patterns and repeated actions.
- Involve Key People
Family members, speech pathologists, support workers, occupational therapists, and educators all bring different perspectives. Collaboration is key to accuracy.
- Avoid Assumptions
Describe behaviours objectively. Instead of saying “He is angry,” describe what you see: “He stamps his foot and frowns.” Then record possible meanings, informed by context and input from others.
- Test and Adjust
Try interpreting and responding to a gesture in the suggested way. If it meets the person’s needs or calms distress, the interpretation is likely correct. Keep refining.
- Keep It Current
As people grow and environments change, so do communication needs. Set regular review dates—at least every 6–12 months, or sooner if significant changes occur.
Case Study: John’s Story
John is a 60-year-old NDIS participant with severe intellectual disability and no verbal communication. He lives in supported accommodation and attends a day program. Staff noticed frequent outbursts after John would point at the crook of his arm, these outbursts were often managed with distraction techniques.
After working with his staff at both his day program and his supported accommodation, the team developed a communication dictionary. They discovered that John was fond of community enrichment outings with a particular support worker named Liam, who would assist him comprehensively with toileting and offer innovative solutions to John’s distress in motor vehicles. John was pointing to the crook of his arm to signal ‘Li-arm’.
With this understanding, staff were able to recognise the early sign (pointing at his arm) and support John by explaining when Liam would next be available to support John, often providing a time frame and date, as John’s understanding of the concept of time and scheduling were exceptional. As a result, his distress reduced, and his time at the day program became smoother and more predictable.
Conclusion
Communication dictionaries are not just helpful—they are essential tools in providing high-quality, person-centred, and rights-based support for non-verbal individuals. They promote understanding, reduce the risk of behaviours of concern, and honour the fundamental human right to communicate.
In an Australian disability context shaped by the NDIS, the Quality and Safeguards Framework, and the focus on Positive Behaviour Support, communication dictionaries offer a practical way to turn policy into practice. They support services in being not only compliant but also compassionate, responsive, and empowering.
If you’re working with or caring for someone who uses gestures to communicate, developing a communication dictionary should be one of your first priorities.
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