Organise Workplace Information Student Book Practice Tasks

Multiple Select

Which of the following statements relate to policies and procedures for receiving and acquiring information? Tick all that apply

• Seek permission or confirm with a supervisor before sharing the personal details of another person.

• Comments about work colleagues can be posted on personal social media accounts as long as management don’t read them.

• The Privacy Act defines sensitive information to include membership in a sporting club.

• Doing research on the internet into a competitors’ products and services is a breach of the Privacy Act.

• A person must give permission for their personal information to be used by the business.

Match

Match the following

• Storage of the personal information of staff

• Storage of information about business operations

• Data used to monitor the performance of the business

• Includes all communications conducted by a business

» Staff records

Database

Financial data

Correspondence

• » Staff records

• Database

• Financial data

• Correspondence

Match

Match the following

• Information is useful and necessary

• Information is current and up to date.

• Information is coherent to the reader or for its purpose

• Information is correct and precise

Relevance

Currency

Clarity

Accuracy

• Relevance

• Currency

• Clarity

• Accuracy

Multiple Select

Which of the following statements are correct? Select ONLY the correct ones.

• To make information clear to its audience, remove all jargon or technical language.

• For information accessed from the internet, check the author’s credentials and where the information was sourced.

• Most government websites provide details of when the information was last updated.

• Duplicated or repeated information will often be irrelevant.

​a. No. Jargon or technical language can be used as long as it meets the purpose of your task.

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b. Yes. Not all information accessed from the internet, is accurate and reliable. Check the author’s credentials or ask your supervisor to verify the information.

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c. Yes. Most government and business or industry peak bodies will provide this information. Look for a date that says when the information was last updated.

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​d. Yes. Duplicated or repeating information will detract from the document and is likely to be irrelevant.

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Open Questions

​Open questions are a good way to start a conversation because they elicit information and ensure a discussion takes place. You cannot answer ‘yes’ or ‘no’ to an open question. Open questions usually begin with ‘when’, ‘why’, ‘how’, ‘where’, ‘what’, ‘who’, ‘tell’ or ‘give’.

For example: Why did you …? What happened when …? How did you …?

Closed Questions

​Closed questions can only be answered with a ‘yes’ or ‘no’ or a specific detail such as a number or name. They can be useful in saving time because they discourage further conversation. Closed questions usually begin with ‘did’, ‘will’, ‘is’, ‘can’, ‘do’, ‘would’ or ‘how many’.

For example: Can you do this? Will they meet with me? Is this correct?

Probing Questions

Probing questions allow you to explore a train of thought further. They are similar to open questions, except that you lead the conversation in a direction that helps you gather facts.

For example: Do you think the reason …? Was it because …? In what way do you think …?

Clarifying Questions

Clarifying questions draw together the main points of the conversation. In your own words, restate what the speaker has said, to check that you have understood. This ensures the accuracy of the information and confirms agreement between you and the other person about what is being discussed.

For example: From what you have said, you would like your health insurance policy to reflect your change in health. Have I understood correctly? Are you saying that …? Do you believe the problem is …?

Multiple Choice

What type of question is "How can you correct this problem"?

• probing

• open

• closed

• clarifying

Multiple Choice

What type of question is "What is your account number"?

• probing

• open

• closed

• clarifying

Multiple Choice

What type of question is "Can you tell me about that"?

• probing

• open

• closed

• clarifying

Multiple Choice

What type of question is "Do you think the resolution of the problem will work"?

• probing

• open

• closed

• clarifying

Multiple Choice

What type of question is "What happened"?

• probing

• open

• closed

• clarifying

Multiple Choice

What kind of question is "Have you considered Mary’s performance potential"?

• probing

• open

• closed

• clarifying

Multiple Select

Which of the following are ways to acquire information from stakeholders? Tick all that apply.

• Stakeholders are always willing to help and provide the information you need.

• It is polite to confirm it is a convenient time to call or if they prefer you to make an appointment.

• In a face to face interaction, make eye contact and give the person your undivided attention.

• Expect an immediately response to a request via email for information to be delivered by a due date.

• Asking the right question at the right moment in a conversation can avoid misunderstandings.