Comprehending and Giving Instructions in the Workplace: Reading and Speaking

CLB 3 Reading - Workplace Instructions: Using the Staffroom Properly

Competency Area: Comprehending Information
Workplace Context: Office, warehouse, grocery store, and other workplaces

CLB 3 READING TASK - Reading: Staffroom Rules for Lunch Breaks

Instructions: Read the workplace instructions below. Then answer the 10 questions. You may look back at the reading to find information.

 

STAFFROOM NOTICE

To: All Employees
From: Workplace Management
Subject: Keeping the Staffroom Clean

Please follow these instructions when you use the staffroom during your lunch break. We want everyone to have a clean and comfortable place to eat.

1. Keep the Tables Clean

Before you eat, make sure your table is clean. After lunch, wipe the table with a cleaning cloth. Put your garbage in the correct bin.

2. Store Your Food Properly

Write your name on your food containers. Put your lunch in the staffroom refrigerator. Do not leave food on the tables overnight. Take your food home at the end of the day.

3. Use the Microwave Safely

Remove metal items before putting food in the microwave. Cover your food with a microwave-safe lid. Do not leave the microwave while it is running. Clean up any spills after heating your food.

4. Wash Your Dishes

Wash your plates, cups, and cutlery after eating. Dry them and put them away. Do not leave dirty dishes in the sink.

5. Respect Other Employees

Keep your voice low when other employees are eating or resting. Put your phone on silent if you are watching a video. Leave the staffroom ready for the next person.

Thank you for helping keep our staffroom clean and comfortable for everyone.

Workplace Management

Comprehension Questions

Purpose and Main Idea

1. What is the main purpose of this notice?

---

2. Who is this notice written for?

---

Details

3. Where should employees put their lunch during the workday?

---

4. What should employees do after using the microwave?

---

5. Name two things employees should do with their dishes after eating.

a. _________________________________________________________

b. _________________________________________________________

6. What should employees do with their phones when watching a video in the staffroom?

---

Vocabulary

7. In Step 5, what does respect mean?

A. To think about other people's needs and feelings
B. To tell other people what to do
C. To leave the room quickly

8. In Step 1, what does wipe mean?

A. To throw something away
B. To clean a surface with a cloth
C. To move something to another room

Writer–Reader Relationship

9. Why does Workplace Management use the word please in the notice?

A. To make the instructions sound polite
B. To tell employees that lunch is finished
C. To ask employees to bring food to work

Inference and Interpretation

10. An employee finishes lunch and sees dirty dishes in the sink. What should the employee do? Explain why.

CLB 4 READING TASK Reading: Staffroom Procedures During Breaks

Instructions: Read the staffroom procedures carefully. Answer all 10 questions using complete sentences where appropriate. Some questions require you to make a reasonable conclusion from the information in the notice.

WORKPLACE PROCEDURE NOTICE

To: All Staff Members
From: Facility Supervisor
Subject: Staffroom Use and Cleanliness

The staffroom is a shared space where employees can eat, relax, and take their scheduled breaks. Everyone is responsible for keeping it clean, safe, and comfortable. Please follow the procedures below.

1. Clean Shared Surfaces

Before preparing or eating food, check that the table and counter are clean. Wipe any dirty surfaces with the cleaning supplies provided. After eating, remove crumbs, food scraps, and spills so the next employee can use the area safely.

2. Store Food Correctly

Place your lunch in a sealed container and write your name and the date on it. Store it in the staffroom refrigerator. Do not leave perishable food at room temperature for long periods. Remove your food at the end of your shift. Unlabelled or expired food may be removed during the weekly refrigerator clean-out.

3. Follow Microwave Instructions

Use only containers marked as microwave-safe. Never put metal objects or foil in the microwave. Cover food to prevent splashes, but leave a small opening for steam. Stay nearby while the microwave is operating. When you finish, wipe away any spills and allow hot containers to cool before handling them.

4. Wash and Store Dishes

Wash your dishes, cups, and cutlery immediately after use. Dry them and return them to the correct cupboards or drawers. Do not leave dishes soaking in the sink for the next shift. If the sink is blocked or a tap is leaking, report the problem to the facility supervisor.

 

 

5. Keep the Room Comfortable

Employees may talk quietly during their breaks, but loud conversations, videos, and phone calls can disturb others. Use headphones for audio and keep your phone volume low. If a coworker is resting, respect their need for a quiet space.

6. Leave the Staffroom Ready for Others

Before leaving, check your table, the counter, and the area around your seat. Put rubbish in the correct bins and return shared items to their proper places. Report any damaged equipment or cleaning supplies that need replacing. These small actions help maintain a pleasant space for every employee.

Thank you for your cooperation.

Facility Supervisor

Comprehension Questions

Purpose and Main Idea

1. What is the main purpose of this workplace notice?

---

---

2. Why is it important for employees to follow these procedures in a shared staffroom?

---

---

Details

3. What three pieces of information should employees write on or include with their food containers?

---

4. What should employees do if the staffroom sink is blocked or a tap is leaking?

---

5. According to Step 3, name two precautions employees should take when heating food in the microwave.

a. _________________________________________________________

b. _________________________________________________________

6. What should employees do before leaving the staffroom at the end of their break?

---

Vocabulary in Context

7. In Step 2, what does perishable food mean?

A. Food that can spoil if it is not stored properly
B. Food that must always be eaten cold
C. Food that can be stored forever

Answer: ______

8. In Step 6, what does maintain mean?

A. To repair something that is broken
B. To keep something in good condition
C. To remove something permanently

Answer: ______

Writer–Reader Relationship

9. Who wrote this notice, and who is expected to follow the instructions? Give one detail from the text to support your answer.

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Inference and Interpretation

10. An employee puts an unlabelled lunch container in the refrigerator on Monday. On Friday, the container is still there. What might happen to the food, and why should the employee follow the food-storage procedure?

Speaking Skill Building – Giving Workplace Instructions

Instructions: Look at the pictures below and give 5 instructions to a co-worker about how to use the step-ladder safely. You can use the words below to help you with your sentences. 

Word Bank: a box, an item, shelf, ladder, safely, carefully, heavy, high, take, hold, keep, reach, check, face, stop, climb down, put away

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Comprehending and Giving Instructions in the Workplace: Reading, Writing, and Listening

CLB 3-4 Reading Skill-Building - Scanning Workplace Instructions for Details

Instructions: Scan the three workplace instructional texts below to find the specific details needed to answer the questions. Read the questions carefully, as the wording will not match the text directly!

Text 1: Staffroom Microwave Operating & Cleaning Guide

STAFFROOM MICROWAVE RULES

1.     Food Covers: Always cover your container with a paper towel or microwave-safe lid to prevent food splatters.

2.     Metal Containers: Never place metal foil, metal-rimmed plates, or silverware inside the microwave. It will cause sparks and damage the unit.

3.     Time Limit: Maximum heating time is 4 minutes per use. If your food needs longer, stir it and heat in intervals.

4.     Cleanup: If food spills inside, immediately unplug the unit and wipe the surface with a damp soapy sponge once it cools down.

Text 2: Staff Print Room Restocking Procedure

PRINTER PAPER RESTOCKING GUIDE

·        Where to Find Paper: Extra boxes of standard letter-sized paper (8.5 x 11) are stored in Supply Closet B on the bottom shelf. Legal-sized paper is on the middle shelf.

·        Loading the Tray: Pull Tray 2 out gently until it stops. Fan the stack of paper before loading so pages do not stick together. Do not fill past the maximum fill line (indicated by the red arrow).

·        Paper Jams: If a paper jam occurs, open the right-side access door and pull the jammed paper slowly in the direction of the paper path. Never use sharp tools or pens to pull out paper.

Text 3: Staff Parking Lot Safety Rules

EMPLOYEE PARKING LOT REGULATIONS

·        Speed Limit: The maximum speed limit in the staff parking lot is 15 km/h at all times.

·        Parking Spots: Staff must park only in designated white-lined stalls (Numbered 101 to 250). Yellow stalls are reserved for visiting clients only.

·        Headlights: Always turn off your headlights and lock your vehicle before walking to the entrance.

·        Pedestrians: Pedestrians always have the right of way on the crosswalk connecting the parking lot to the main office doors.

Scanning Comprehension Questions

Part A: Based on Text 1 (Microwave Guide)

1.     What item should you place over your dish to keep the inside walls clean from messes?

Answer: ________________________________________________________

2.     What is the longest amount of time you are permitted to run the appliance in a single turn?

Answer: ________________________________________________________

3.     If an accidental spill happens while warming up food, what are the safety actions you must take right away?

Answer: ________________________________________________________

Part B: Based on Text 2 (Print Room Guide)

4. Where should an employee look if they need to locate a fresh box of standard-sized printer paper?

Answer: ________________________________________________________

5. What issue are you trying to avoid by shuffling or separating the sheets before putting them in the tray?

Answer: ________________________________________________________

6. What kinds of items are strictly prohibited when attempting to clear stuck pages out of the printer?

Answer: ________________________________________________________

Part C: Based on Text 3 (Parking Lot Safety)

7. How fast are employees legally allowed to operate their vehicles while inside the employee parking zone?

Answer: ________________________________________________________

8. If you are an employee looking for an authorized space to leave your car, what range of stall numbers should you look for?

Answer: ________________________________________________________

9. What group of people is permitted to park in the yellow-lined stalls?

Answer: ________________________________________________________

Writing – Reproducing Information Skill Activity: Reducing a Workplace Notice to Main Points

Competency Area: Reproducing Information

Task Instructions: Read the workplace notice below about emergency fire evacuation procedures. Reduce the text into a short, concise set of personal notes for your workplace binder. Leave out background sentences and focus only on the core rules and steps, paying close attention to the transition words.

Source Text: Workplace Notice

"Attention all workers. After our recent safety check and new fire rules, management wants everyone to know the exact steps to take during an emergency alarm. First, when you hear the loud fire alarm, stop working right away and walk calmly to the closest marked emergency exit door. Next, follow the green exit signs down the stairs. Do not use the elevators under any circumstances. After that, go straight outside to Meeting Area B in the main parking lot. Find your floor leader so they can check your name off the list. Finally, stay in the meeting area. Do not go back inside the building until safety officers or firefighters give an official all-clear signal. Please keep these steps in your personal file to help keep everyone safe at work."

Student Reduced Notes Worksheet

Reason for rules: ________________________________________________

Step 1: ________________________________________________________

Step 2: ________________________________________________________

Step 3: ________________________________________________________

Step 4: ________________________________________________________

Listening to Workplace Closing Instructions - Comprehension Questions

Instructions: Listen to a set of closing instructions at a workplace and answer the questions below. 

Listening Audio: Click here

1. (Purpose) What is the main purpose of the evening closing routine?

Answer: ________________________________________________________

2. (Step-Order / Chronology) Put the following three closing tasks in the correct order from 1 to 3:

• (   ) Set the electronic security alarm panel
• (   ) Lock interior storage room doors and check windows
• (   ) Perform a final sweep of aisles 1 through 5

3. (Details - Equipment) What two things must you do with office and testing equipment before leaving?

Answer: ________________________________________________________

4. (Step-Order / Rationale) According to the instructions, must you sweep aisles 1 through 5 before or after you lock the interior storage rooms?

Answer: ________________________________________________________

5. (Vocabulary) What does the phrase "latched shut" mean in Part 2 regarding the windows?

(Circle one): Opened wide / Locked and closed securely / Cleaned thoroughly

6. (Details - Location) Where is the electronic security alarm panel located?

Answer: ________________________________________________________

 

 

Comprehending and Giving Instructions in the Workplace - Writing, Listening, Speaking

CLB 3-4 Writing Skill-Building – Reproducing Information – Workplace Notices/Instructions

Staffroom Refrigerator Notice

"Hello everyone, management has received several complaints this week about spoiled food left in the main staffroom fridge. Because of hygiene concerns and fruit flies, we need everyone to follow a strict cleaning routine. Every Friday afternoon at 4:00 p.m., all remaining personal lunch containers will be thrown out into the garbage by the cleaning crew, even if they have food inside them. Please remember to take your lunch bags home daily!"

SB 1 Exercise: Reducing to Main Points

Instructions: Read the notice above. Cross out unnecessary background words. Then, write down only the 3 main points you need for your personal reminder list.

1. Reason for rule: ________________________________________________
2. When it happens: ________________________________________________
3. Action required: ________________________________________________

SB 2: Working with Varied Sequence Markers

Practice Source Text: Opening the Office Coffee Station

"To ensure proper health standards, opening staff must follow these morning steps. Before turning on the main coffee machine, check the water reservoir and fill it with fresh filtered water. Next, insert a clean paper filter and add two scoops of medium-roast coffee grounds. Following that, press the brew button and wait for the cycle to finish. Once completed, discard the used filter into the green compost bin and wipe down the counter."

SB 2 Exercise: Extracting Steps with Varied Transitions

Instructions: Read the text above. Extract the steps into a reduced personal checklist, keeping the varied transition words used in the text.

• Step 1: ________________________________________________________
• Step 2: ________________________________________________________
• Step 3: ________________________________________________________
• Step 4: ________________________________________________________

Listening Skill-Building Handout: Understanding Order and Sequence in Workplace Instructions

Instructions: Listen carefully to the warehouse opening and safety protocols. Answer the questions below, paying close attention to what comes first, what comes next, and why order matters.

Listening Audio Link: Click here

Listening Comprehension Questions:

1. Arrival Sequence:

When you arrive for your morning shift, must you enter the warehouse floor before or after you sign in at the security desk?

Answer: ________________________________________________________

 

2. Chronological Order:

Put the following three workplace actions in the correct order from 1 to 3 based on the listening script:

·        (   ) Inspect your workstation for damaged cords or loose parts.

·        (   ) Clean your workstation tools and return them to the tool crib.

·        (   ) Sign in at the security desk.

3. Understanding "Why":

Why must you sign in at security and inspect your workstation before you start working on the warehouse floor?

Answer: ________________________________________________________

4. Timing of PPE:

At what point in your arrival must you make sure you are wearing your steel-toe boots and safety glasses?

·        a) After you finish your shift

·        b) Before you enter Zone A

·        c) While you are signing in at security

5. Forklift Safety Priority:

If a forklift is operating nearby, should you walk past it quickly before it passes, or should you wait until it passes? Why?

Answer: ________________________________________________________

6. End-of-Shift Order:

Why do you think tool cleaning and returning tools to the tool crib must happen at the end of your shift rather than at the beginning?

Answer: ________________________________________________________

Speaking Skill Building – Giving Workplace Instructions - Activity 3

Write Your Own Steps from Visual Cues

Instructions: Look at the visual descriptions below for starting up closing the office. Write clear instructions using sequence markers (First, Second, Third, Finally) and imperative verbs (turn off, close, lock). You can use the word bank to help you. After that, practice your steps with a partner.

Write your steps here:

______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

1. Imperative Verb Word Bank

Use these action verbs to write clear instructions for each picture.

Power Down Equipment

Turn off

Switch off

Tidy the Workspace

Clear

Wipe

Empty

Put away

Turn Off Lights

Turn off

Switch off

Leave on

Arm the Security Alarm

Enter

Press

Check

Confirm

Lock the Doors

Exit · Pull · Lock · Check · Double-check

 

2. Remember: Use Sequence Words!