Ch.12 Instructions, Procedures, And Manuals Exam Questions

Chapter 12

Instructions, Procedures, and Manuals

Multiple Choice Questions

1. To motivate people to carry out difficult and time-consuming procedures you should explain to them ________.
   1. the underlying concepts
   2. why the procedure is necessary
   3. the personal rewards and incentives for doing so
   4. that it’s not as hard as it looks
2. The question “What quick test will let the user know that the procedure has been followed correctly?” should be answered in which section of a procedure?
   1. introduction
   2. step-by-step instructions
   3. conclusion/troubleshooting
   4. Q&A
3. The question “When or under what circumstances should the procedure be followed and by whom?” should be answered in which section of a procedure?
   1. context
   2. introduction
   3. step-by-step instructions
   4. Q&A
4. Notes, cautions, warnings, and danger alerts that apply to individual steps should be placed in which section of a procedure?
   1. introduction
   2. context
   3. step-by-step instructions
   4. conclusion/troubleshooting
5. In which section of a procedure should information on general cautions that apply to the entire procedure be placed?
   1. introduction
   2. conclusion
   3. step-by-step instructions
   4. margin notes
6. When citing a time required to perform a procedure, you should estimate ________.
   1. the same amount of time that you take
   2. two to three times as long as you take
   3. four to five times as long as you take
   4. half the time you take
7. If you need to caution readers against over-tightening a bolt in step 17 you should place a caution ________.
   1. just before step 17
   2. just after step 17
   3. in the introduction
   4. in the margin notes
8. In long and complex procedures, the introduction should NOT contain ________.
   1. contextual information
   2. typographic conventions
   3. tools and materials list
   4. troubleshooting tips
9. In the textbook example, which of the following is the correct typographic convention for commands and keyboard keys?
   1. Copy, Paste, Save As, Return
   2. Copy, Paste, Save As, Return
   3. [Copy], [Paste], [Save As], [Return]
   4. “Copy,” “Paste,” “Save As,” “Return”
10. In the textbook example, which of the following is the correct typographic convention for menu selection sequences?
    1. [Start] > [Programs] > [Adobe] > [Adobe Photoshop CS]
    2. Start > Programs > Adobe > Adobe Photoshop CS
    3. 1) Start, 2) Programs, 3) Adobe, 4) Adobe Photoshop CS
    4. Start 🡪 Programs 🡪 Adobe 🡪 Adobe Photoshop CS
11. In the textbook example, which of the following is the correct typographic convention for dialog windows?
    1. New File Dialog Window
    2. “New File Dialog Window”
    3. <New File Dialog Window>
    4. [New File Dialog Window]
12. Which of the following is NOT a rule for writing instructions?
    1. Include graphics whenever possible.
    2. Number all steps.
    3. Do not use adverbs.
    4. Do not double-up on steps.
13. The only place within instructions that provides an explanation for specific actions is the ________.
    1. introduction
    2. conclusion
    3. margin notes
    4. notes, cautions, warnings
14. Every step should begin with a verb in the ________ mood.
    1. indicative
    2. infinitive
    3. imperative
    4. subjunctive
15. Which of the following is NOT true about the conclusions for procedures?
    1. They are not always required.
    2. They may contain a single maintenance tip.
    3. They may contain a troubleshooter’s checklist.
    4. They should contain any notes, cautions, or warnings that have not yet been mentioned.
16. Which of the following is NOT true about graphics used with instructions?
    1. They are cheap and easy to use.
    2. They are often easier to process than words.
    3. They can be used on their own, without text.
    4. They should always include a caption.
17. Notes, cautions, warnings, and danger alerts relevant to specific steps should be placed ________.
    1. in the introduction
    2. immediately before the steps to which they apply
    3. immediately after the steps to which they apply
    4. in the margin notes
18. Which of the following is NOT a type of special note employed in the text?
    1. caution
    2. danger
    3. hazard
    4. note
19. In a procedure employing four levels of special notes, which of the following is the most appropriate way to format a warning note?
    1. Warning: Put on safety goggles and a breathing mask before removing the battery caps.
    2. Warning: Put on safety goggles and a breathing mask before removing the battery caps.
    3. WARNING: PUT ON SAFETY GOGGLES AND A BREATHING MASK BEFORE REMOVING THE BATTERY CAPS.
    4. WARNING!!!! PUT ON SAFETY GOGGLES AND A BREATHING MASK BEFORE REMOVING THE BATTERY CAPS!!!!
20. ________ provide information that prevents the instructions from failing and prevents damage to the equipment.
    1. Danger alerts
    2. Cautions
    3. Warnings
    4. Hazards
21. In a procedure with a lot of notes incorporated into the action steps, it’s a good idea to differentiate notes from the action steps by ________.
    1. bolding the action step
    2. placing the action step in all caps
    3. putting the note in brackets
    4. giving the note a smaller font
22. Which of the following is the most effective title for instructions?
    1. Changing the Size or Resolution of Internet Graphics for Print Resolution
    2. What to do if you want to change the size or resolution of internet graphics for print resolution
    3. How to Change the Size or Resolution of Internet Graphics for Print Resolution
    4. Changing Internet Graphics: A How-To
23. The best person to test for usability is ________.
    1. an expert who understands the subject matter very well
    2. a colleague who understands your project, but didn’t help you work on it directly
    3. someone with a similar knowledge background as the intended reader
    4. someone with slightly less knowledge than the intended reader
24. The most common problem with instructions is that the writer ________.
    1. fails to provide adequate context and background info
    2. fails to provide adequate or clear safety warnings
    3. provides too much unnecessary detail
    4. assumes the readers have more knowledge than they actually do
25. The first step in writing a manual is to ________.
    1. write out the procedure
    2. write out the introduction
    3. perform a task analysis
    4. determine the sequence

True or False Questions

An effective set of instructions is written for all audiences, regardless of technical background.

Procedures should be organized chronologically.

Tools and materials should always be split into two separate lists under separate headings.

You should always cite a time required, no matter how short the procedure is.

Adverbs such as “calmly” and “slowly” are unnecessary and create wordiness.

People rarely read the entire set of instructions before attempting to perform the task.

You should never double-up on steps.

Steps should be numbered consecutively for a single task, even if they are divided into sections.

Graphics are effective because they are universally understood.

Cautions alert the reader to potential harm to the user, very likely harm, or risk of death.

You can always rely on peoples’ common sense to follow instructions properly.

Troubleshooting notes often come in the form of a table.

Explanations for why something should be done a certain way are never included in a procedure.

Warnings advise against potential harm to the user.

“If-then” constructions should be avoided when writing instructions.

Short Answer Questions

1. What sections does a procedure contain? Briefly describe the contents of each.
2. What information is included in the introduction section of a procedure?
3. Which principles must be followed in the step-by-step instructions section of a procedure?
4. What should the conclusion section of a procedure contain?
5. What is the “cardinal rule of instruction writing” and why is it important?
6. What should you do in situations where components might be difficult for the user to find?
7. Describe the role of graphics in procedures.
8. List each special note in order of seriousness and briefly describe its purpose.
9. Describe the process of planning and testing for usability.
10. What are the steps for writing a manual?

Long Answer Questions

1. Discuss the drawbacks of providing too much information compared to too little in a procedure. Which is worse? Explain your reasoning.
2. What is the most common problem with instructions? Why does this problem occur and how can this problem be avoided?
3. Why are explanations for actions important? If they are important, why not include more of them?