Appendix on Guidelines for Communicating About COVID-19 and Precautions

This appendix complements the short and expanded guidance documents for communication with friends and family, as well as guidelines for professional conversations at the workplace, and contractor communication by providing a deeper framework for crafting thoughtful communication strategies.

Appendix A: Active Listening and Motivational Interviewing

Effective communication often involves understanding the other person’s perspective and helping them explore their motivations for change. This appendix provides an overview of active listening and motivational interviewing techniques. These methods are used extensively in counseling and healthcare. Their principles can guide constructive conversations about COVID-19 precautions.

Active Listening Techniques

Active listening focuses on understanding and engaging with what the other person is saying. It fosters trust and mutual respect.

• Stay Fully Present:
  • Concentrate entirely on the speaker’s words, setting aside any distracting thoughts or biases.
• Demonstrate Engagement:
  • Use gestures like nodding, smiling, or leaning slightly forward to show you’re paying attention.
• Avoid Judgment:
  • Listen without interrupting or forming counterarguments.
• Ask Thoughtful Questions:
  • Encourage the speaker to elaborate by posing open-ended questions such as, “Could you explain that further?”
• Restate for Clarity:
  • Summarize or rephrase what the speaker has shared to ensure you’ve understood correctly.
  • Example: “So, it sounds like you’re concerned about how these changes might affect our plans—did I get that right?”
• Respond with Care:
  • Offer genuine and considerate replies that reflect your engagement.

Recommended Resource:

Nichols, Michael P. The Lost Art of Listening: How Learning to Listen Can Improve Relationships.

Motivational Interviewing Techniques

Motivational interviewing (MI) is a collaborative approach to encourage change by eliciting the other person’s own motivations and values.

• Collaborative Agenda Setting:
  • Work together to define a shared focus for the conversation.
  • Example: “Let’s talk about how we can ensure everyone feels safe and comfortable during the gathering.”
• Elicit Change Talk:
  • Use open-ended questions to draw out the other person’s reasons for considering change.
  • Example: “What would make you feel more comfortable about taking this step?”
• Reflective Listening:
  • Carefully listen and reflect back statements to show understanding and prompt deeper exploration.
  • Example: “You’re saying you’d feel more reassured if we had a clear plan—can you tell me more about that?”
• Affirm Strengths:
  • Highlight past successes and efforts to build confidence.
  • Example: “You’ve always been great at finding creative solutions—I think we can figure this out together.”
• Normalize Ambivalence:
  • Validate mixed feelings about change, helping the other person explore both sides without judgment.
  • Example: “It’s normal to feel unsure about trying something new—it’s a lot to process.”
• Guided Information Sharing (Elicit-Provide-Elicit):
  1. Elicit what the other person already knows or thinks.
     • Example: “What’s your understanding of how HEPA filters work?”
  2. Provide information based on their response.
     • Example: “They’re designed to filter out airborne particles, including viruses.”
  3. Elicit their thoughts or reactions.
     • Example: “What do you think about that idea?”
• Support Action Planning:
  • Collaborate to create a realistic plan that aligns with the other person’s readiness and resources.
  • Example: “What’s one small step you’d feel comfortable starting with?”

Recommended Resource:

Rollnick, Stephen, William R. Miller, and Christopher C. Butler. Motivational Interviewing in Health Care: Helping Patients Change Behavior.

Key Takeaways

• Active Listening helps build trust and understanding, creating a strong foundation for any conversation.
• Motivational Interviewing encourages thoughtful, collaborative discussions that align with the other person’s values and priorities.

By incorporating these techniques, you can create a supportive and productive environment for discussing sensitive topics, including COVID-19 precautions.

Appendix B: Guidelines for Crafting Effective Statements and Questions

This appendix offers principles to help you craft effective communications. These guidelines are intended as optional insights for those looking to deepen their understanding of communication dynamics, particularly when addressing complex topics like COVID-19 precautions.

1. Combine Reality with Feelings
   • Link objective facts with subjective experiences to create balanced and relatable statements.
     • Example: “I’ve been wearing a mask in crowded places because it makes me feel safer, knowing it reduces the chances of spreading illness if I or someone else is unknowingly sick.”
   • This approach grounds feelings in reality, making them more relatable and credible.
2. Use Observations Instead of Direct Proposals
   • Frame statements as observations to open the conversation without prematurely suggesting actions.
     • Example: “It seems like everyone knows someone who’s been sick lately—it’s made me think about what small changes might help us avoid illness.”
   • Observations are non-confrontational and invite dialogue.
3. Adapt Statements to the Listener’s Context
   • Recognize that not everyone will relate to personal “I” statements. Use third-person examples or general observations if personalizing isn’t appropriate.
     • Example: “Some people say that simple steps, like opening windows or staying in less crowded spaces, help reduce the risk of illness.”
4. Start Broad Before Narrowing
   • Begin with neutral, open-ended questions to create a comfortable space for sharing, then transition to more specific topics.
     • Example: Start with “What’s been on your mind lately?” before moving to “How do you think we can make gatherings safer for everyone?”
5. Provide Multiple Question or Statement Options
   • Acknowledge that different questions work for different people and situations. Offer examples but emphasize flexibility.
     • Example: Here are a few ways to start: ‘What’s been on your mind lately?’ or ‘How have you been feeling these days?’ You can adapt these based on your relationship.
6. Encourage Reflection Rather Than Action Early On
   • Focus on opening the conversation and fostering understanding rather than rushing to shared actions or solutions. Reflection fosters trust and understanding, which are critical before addressing actions.
     • Example: “What have you noticed about how people are thinking about health this year?”
7. Acknowledge Shared Contexts and Values
   • Tie the conversation to common experiences, such as healthy living habits, to build rapport.
     • Example: “We spend so much time focusing on diet, exercise, and other healthy habits—it’s interesting to think about what else we can do to avoid getting sick.”
8. Avoid Assumptions About Agreement
   • Frame statements and questions neutrally to leave room for differing perspectives.
     • Example: Replace “Don’t you think we should…?” with “What are your thoughts on…?”
9. Emphasize Curiosity and Openness
   • Use words, tone and body language that shows genuine interest in the other person’s perspective without judgment.
     • Example: “I’d love to hear your thoughts on this—it’s something I’ve been reflecting on.”

Using These Principles

• Craft Mindfully: Use these principles to tailor statements and questions to the person and context.
• Encourage Flexibility: Remind yourself and others that these are guidelines, not rigid rules.
• Focus on Balance: Strive to combine empathy, clarity, and respect in every conversation.