Question 1

Which statement is NOT an effective document design guide for publishing policies?
A) Do not leave more than two inches blank at the bottom of a page.
B) Place visuals where readers will need them.
C) Place each policy on a separate page for easy removal/replacement.
D) Single-space the text; leave one or two blank lines between sections.

Accepted Answer

This statement is not relevant to effective document design for publishing policies. The amount of blank space at the bottom of a page is not a key factor to consider, unlike the other options which focus on important considerations such as visual placement, policy organization, and formatting.

Question 2

Which statement about warnings in an employee manual is INcorrect?
A) Warnings should explain the reason for the warning.
B) Warnings should be grouped at the end of the instructions.
C) Warnings should alert readers to the possibility of damaging equipment.
D) Warnings should alert readers about the possibility of injuring themselves.

Accepted Answer

Warnings should be integrated within the instruction and not grouped at the end. This ensures that employees see the warning before engaging in the task or activity that requires the warning.

Question 3

For which circumstances should an employee manual be reviewed/revised?
A) New employment laws have been enacted.
B) Company goals or benefit plans changed.
C) Company has grown.
D) All of the above

Accepted Answer

All of the above circumstances would require a review or revision of the employee manual. With new employment laws, policies and procedures may need to be updated or added to ensure legal compliance. Changes in company goals or benefit plans may affect the information in the employee manual, and growth of the company may result in the need for new policies or procedures to be established.

Question 4

Procedures describe a general system or process while instructions describe the steps to perform a task.

Accepted Answer

Procedures provide an overview of a system or process while instructions provide detailed steps on how to carry out a task.

Question 5

Which statement is an important legal guide for employee manuals?
A) Make sure employees know the manual is a contract.
B) Omit a description of employee benefits.
C) Do not include a disclaimer page.
D) Maintain an at-will relationship.

Accepted Answer

It is important to maintain an at-will relationship, which means that employment is not guaranteed for any specific length of time and can be terminated by either the employee or employer at any time for any reason (as long as it is not unlawful discrimination or retaliation). This should be clearly stated in the employee manual to avoid potential misunderstandings or legal disputes. A is incorrect because employee manuals generally are not considered contracts unless stated explicitly. B is incorrect because employee benefits should be described in detail in the manual. C is also incorrect because a disclaimer page is important to emphasize that the manual is not a contract and does not create any binding obligations beyond what is required by law.

Question 6

Which statement is NOT a useful guide for writing instructions?
A) Use language that impresses workers with the writer's knowledge.
B) Test instructions on the kind of person who will perform the task.
C) Empathize with workers who must perform the task.
D) Be familiar with all technical details of the task.

Accepted Answer

Using language that impresses workers with the writer's knowledge may actually confuse or intimidate them, making it harder for them to follow the instructions. The focus of instructions should be on clarity and comprehensibility for the intended audience.

Question 7

Well-written instructions may protect an employer legally if an employee is injured on the job.

Accepted Answer

Well-written instructions can demonstrate that the employer provided adequate training and safety measures, and therefore is not liable for any injury caused by employee negligence or failure to follow instructions. This can serve as evidence in a court of law and protect the employer from legal ramifications.

Question 8

Procedures and instructions are interchangeable terms.

Accepted Answer

While procedures and instructions are related, they are not interchangeable terms. Procedures refer to a set of steps or actions to be taken to complete a task, while instructions are a set of specific details or guidance on how to perform a task or use a product.

Question 9

Which statement is an effective general guide for writing policies?
A) List consequences of violating policy.
B) Identify to whom the policy applies.
C) Give the rationale for the policy.
D) All of the above (a-c).

Accepted Answer

All of the options listed are important components of a well-written policy. Listing consequences of violating policy, identifying who the policy applies to, and giving the rationale for the policy can help ensure clarity and adherence to the policy.

Question 10

Which item is optional in a set of instructions?
A) Discussion of the steps
B) Introduction
C) Visuals
D) Warnings and special notes

Accepted Answer

The answer of Which item is optional in a set...

Question 11

The context in which instructions are used should not influence how they are written.

Accepted Answer

The context in which instructions are used greatly influences how they are written, as it determines the level of detail, language, and structure appropriate for the target audience and purpose.

Question 12

As a person's career progresses, he or she will likely participate in developing and/ or writing policies or procedures.

Accepted Answer

As a person gains more experience and responsibility in their career, they may become involved in developing policies and procedures to guide organizational operations and decision-making. This can be particularly true for individuals in management or leadership positions.

Question 13

An employee manual should omit policies about employee benefits.

Accepted Answer

Employee benefits are an important aspect of an employee's compensation package, and employees need clear guidance on their entitlements and how to access them. Therefore, employee manuals should include policies on employee benefits.

Question 14

Which statement BEST describes procedures?
A) They are more detailed than instructions.
B) They vary widely throughout a company.
C) They describe a system or process in general.
D) They show one person how to carry out a single task.

Accepted Answer

Procedures describe a system or process in general, outlining the steps that need to be taken in order to accomplish a particular task. They are not as detailed as instructions, which focus on showing one person how to carry out a single task. Procedures should be consistent throughout a company, as they provide a standardized way of performing tasks.

Question 15

The basic guides for writing reports apply also to writing policies.

Accepted Answer

Writing policies requires clear and concise language, use of headings and subheadings, and proper formatting, all of which are basic guidelines for writing reports.

Question 16

An employee manual can legitimately be considered a report as defined in this course.

Accepted Answer

The answer of An employee manual can legitimately be considered...

Question 17

Fixed-order steps must be performed in the sequence given and are usually listed vertically and numbered.

Accepted Answer

Fixed-order steps must be performed in a specific sequence and are usually listed vertically and numbered to ensure that they are followed correctly.

Question 18

Policies define desired behaviors of individuals associated with an organization.

Accepted Answer

Policies are guidelines that define expected or desired behaviors of individuals associated with an organization.

Question 19

In Carroll's Social Responsibility Pyramid______
A) legal responsibility is less important than economic responsibility.
B) a corporation has only an economic responsibility to satisfy the needs of its employees, customers, and owners.
C) ethical responsibility refers to a corporation's responsibility to meet public expectations that have been put into law.
D) philanthropic responsibility tops the pyramid, indicating that it is outside the corporation's range of responsibilities.

Accepted Answer

Carroll's Social Responsibility Pyramid suggests that ethical responsibility refers to a corporation's responsibility to meet public expectations that have been put into law. This implies that legal responsibility is a basic responsibility that corporations should fulfill, and therefore it is also important. Economic responsibility is considered a fundamental responsibility, but it does not rank as high as ethical responsibility in Carroll's pyramid. Philanthropic responsibility is at the top of the pyramid, indicating that it is optional and considered outside the corporation's actual range of responsibilities. Therefore, option C is the best choice as it correctly defines ethical responsibility in the context of Carroll's Social Responsibility Pyramid.

Question 20

The third-person writing style is most effective for writing instructions.

Accepted Answer

The second-person writing style is typically more effective for instructions, as it directly addresses the reader and makes the instructions clearer and more engaging.

Quiz 17: Writing Policies, Procedures Instructions

Which statement is NOT an effective document design guide for publishing policies?

Which statement about warnings in an employee manual is INcorrect?

For which circumstances should an employee manual be reviewed/revised?

Procedures describe a general system or process while instructions describe the steps to perform a task.

Which statement is an important legal guide for employee manuals?

Which statement is NOT a useful guide for writing instructions?