The benefits of key words lists in knowledge transfer, training, education and job performance

 Across the world today, there are almost a billion people who are illiterate (unable to read and write). In addition to this, there are the functionally illiterate – those who are not literate enough to function in their jobs, or to even get a job. 

Then there is the category of “hidden illiterates” – which are those people who, while seemingly normal in their intelligence, yet have numerous terms and words that are misunderstood, causing them to make mistakes, alter instructions, make financial errors that can cost millions of pounds, and get into arguments and upsets (especially with their bosses and co-workers). They also number in the millions.

The “misunderstood” or “not understood”  word is the most significant barrier to learning a subject and developing competence in it (see  The Three Barriers to Study ). Therefore, it follows that a first step towards developing understanding and competence in a job, a role, a post, or subject, would be to ensure that the person fully grasps the basic associated terminology. This can be accomplished with key words lists.

A key words list is simply a list of the most important words and their meanings relating to the person’s duties or post or a new subject. It is compiled using standard language dictionaries as well as approved published specialist or technical dictionaries (e.g. medical, law, engineering) if necessary. The list should include any common words directly related to the subject, not just technical or specialised words. In fact, common every day words are often missed because it is wrongly assumed that “everybody knows them”. 

The purpose of the list is to develop understanding and clarity in the area being addressed. Therefore, meanings and definitions should be relevant to the subject and stated as clearly as possible, avoiding any unnecessary confusion insofar as possible.

For example, a teacher teaching physics, could produce for the students a key words list for the subject of physics, with the most important words and their meanings (the word physics being the first one to clarify, followed by everyday words like force, matter, space, time, energy etc.).  The students and teacher would then go through it properly until all key words are fully understood. Similar lists could be created for any subject or topic and used in all educational situation (e.g. pilot training, university, high school, apprenticeship).

In a business environment, a key words list could be created for a risk management team, listing the key words underpinning risk management, and for any other activity in the organisation.  

How could this benefit the employer, employee, student or teacher in the long run?

 

The Learning Gap

 
As discussed in another article, the three ingredients which make up competence are:  Look, Learn, Practice .

Learning is an essential component of developing competence either professionally or personally, or both.

What learning skills are needed in today’s daily life or work environment?:

•    Ability to gain a full understanding of what is being studied, including ability to understand procedures and instructions, and follow them precisely.
•    Ability to learn everything to a standard of “100% proficiency”.
•    Ability to rapidly and correctly apply all of the actions that are called for in their studies or their job description.
•    Ability to get “unstuck” when confused.
•    Ability to use good judgement when necessary.
•    Self-reliance.

It is easy to recognise someone who is missing these learning skills. 

Symptoms of absent learning skills include:

•    Can’t understand.
•    Can’t remember.
•    Not following procedure exactly.
•    Feeling “blank”.
•    Thinking you got it when you didn’t.
•    Guessing.
•    Resistance to learning new things.
•    Errors.

If a student or an employee has the right learning skills and abilities, we would find him or her fully proficient in the subject and an “A” student. Without this, an employee may make errors on the job, be slow, waste materials or reduce customer satisfaction. A student would get a “C” or “D” and that could affect his future career. Therefore there is a gap between the actual proficiency and the potential proficiency of the person which we will call the learning gap.

Companies today are faced with a learning gap that produces hidden costs, or in one’s personal life can cause failure in education, failure to secure a good job, among other difficulties. 

 

LEARNING GAP = HIDDEN COSTS

  Possible hidden costs can include:

•    Excessive training costs and remedial training
•    Time costs
•    Project delays
•    Lowered quality of work outputs
•    Personal problems
•    Discipline problems
•    Truancy
•    Drugs and alcohol
•    Turnover costs
•    Failure
•    Errors
•    Lower self-esteem
•    Lack of self-confidence
•    Frantic coping
•    Teacher/trainer frustration
•    Tutoring costs

Key words lists for specific areas which have been intelligently compiled using correct language and technical sources are a simple yet powerful tool for building up knowledge, learning skills and confidence in work and in education. 

When used throughout an organisation in this way, key words lists have the added benefit of promoting mutual agreement between employees, therefore building up communication and cooperation since everyone can now talk to each other using an agreed language and terminology. (It is a very common occurrence that within the same organisation, key words are actually used with different meanings from department to department, causing a great deal of confusion and misunderstandings).

I regularly create key words lists in my varied roles in the public and private sectors. I have created key words lists for areas such as project controls, risk management, cost modelling and specific aviation regulations, for large Defence organisations. 

Key words lists are also ideal when teaching. A key words list can be created for each topic being taught, and the students can be gotten through the list to ensure that they really understand the most fundamental words of the subject being learned. This will also encourage them to develop good learning habits, taking the time to look up further misunderstood words that they come across when studying and clarify their meanings for maximum understanding. When I have taught/trained, I have created lists for training topics such as engineering principles, aerodynamics, physics with very good results.

Sample downloadable key words lists:

Part-66 Aircraft Maintenance Training Module 1 – Mathematics
Part-66 Aircraft Maintenance Training Module 2 – Physics
Part-66 Aircraft Maintenance Training Module 8 – Basic Aerodynamics
BTEC Level 3 Engineering Diploma Unit 1 – Engineering Principles
BTEC Level 3 Engineering Diploma Unit 5 – Stress and Strain topic