Business English - Giving and Receiving Instructions Clearly

Activity 1: Let's Get Started! (Warm-up)

Why is clarity crucial when giving instructions in a business setting? What problems can arise from unclear instructions?
Think about a time you received very clear instructions. What made them easy to understand and follow?
What steps can you take to ensure you have understood instructions correctly before starting a task?

Activity 2: New Words & Phrases (Vocabulary)

Let's explore some essential terms and phrases for giving and receiving instructions effectively in the workplace.

1. Specify (verb): To identify clearly and definitely.

Example: Could you please specify the exact deadline for this task?

2. Clarify (verb): To make (a statement or situation) less confused and more comprehensible.

Example: I'd like to clarify a few points to ensure I understand the instructions correctly.

3. Concise (adjective): Giving a lot of information clearly and in a few words; brief but comprehensive.

Example: Please provide concise instructions so there's no room for misinterpretation.

4. Step-by-step (adjective phrase): Proceeding or performed in a series of single actions or stages.

Example: He gave step-by-step instructions on how to use the new software.

5. Confirm understanding (verb phrase): To check that one has correctly interpreted what has been said or written.

Example: Before I begin, I'd like to confirm my understanding of the main objectives.

Activity 3: Reading - The Software Update Mix-Up

Read the following scenario about a misunderstanding caused by unclear instructions and how it was resolved.

Anna, a team leader, needed her team to update their project management software. She sent out an email with the subject "Software Update Required." The body of the email briefly stated, "Please update the software to the latest version by end of day." However, she didn't specify which of their three main project tools needed the update, nor did she provide a link or step-by-step instructions for the specific update process, assuming it was straightforward.

As a result, some team members updated the wrong software, while others struggled to find the correct update path, leading to lost time and frustration. Ben, one of the team members, decided to seek clarification. He approached Anna and said, "Hi Anna, regarding the software update, could you please clarify which specific software needs updating and perhaps provide more concise instructions on the process? Some of us are a bit unsure." Anna realized her initial instructions were too vague. She apologized for the confusion and immediately sent a follow-up email. This new email clearly specified the software by name, included a direct link to the update page, and outlined three simple steps to complete the installation. She also encouraged everyone to confirm their understanding if they still had questions. This clear communication quickly resolved the issue, and the team successfully updated the correct software with minimal further disruption, highlighting the importance of precise instructions.

Comprehension Questions:

After reading the passage, answer the following questions:

What was unclear about Anna's initial instructions for the software update?
What problems did the vague instructions cause for the team?
How did Ben approach Anna to ask for clarification?
What changes did Anna make to her instructions to make them clearer, and what was the result?

Activity 4: Role Play - Assembling a New Office Chair

Read the following dialogue with a partner. One person can be Tom, who is giving instructions, and the other can be Lisa, who is receiving them.

Tom: Hi Lisa, thanks for offering to help assemble this new office chair. I've got the manual here.

Lisa: No problem, Tom! I'm pretty good with these things. What's the first step?

Tom: Okay, first, we need to attach the base with the five casters. The instructions specify using the shorter screws for this part. Make sure they are tight.

Lisa: Got it. Shorter screws for the base and casters. And you want them tight. Could you clarify which bag these shorter screws are in? There are a few.

Tom: Good question. They should be in Bag A. Let me double-check... Yes, Bag A. Once that's done, the next step is to insert the gas lift cylinder into the center of the base.

Lisa: Okay, Bag A for screws, then the gas lift. So, just to confirm my understanding: attach casters to base with short screws from Bag A, then insert gas lift. Is that correct?

Tom: Exactly! You've got it. After that, we'll move on to the seat mechanism. The instructions for that are a bit more detailed, so we'll go step-by-step.

Lisa: Sounds like a plan. Providing concise, step-by-step instructions like this really helps.

Tom: I agree. It prevents mistakes. Let me know if anything else needs to be clarified as we go.

Lisa: Will do. Thanks, Tom!

Discuss Together:

After reading or performing the dialogue, discuss the following with a partner:

How did Tom try to make his instructions clear? What specific techniques did he use?
What did Lisa do to ensure she understood the instructions correctly?

Activity 5: Let's Practice - Explaining a Process

Objective: Practice giving and receiving instructions clearly using key vocabulary in a role-play setting.

Scenario: Maria is explaining to David, a new intern, how to submit a weekly progress report. Fill in their parts of the dialogue using vocabulary from Activity 2.

Maria: "Hi David, welcome to the team! I need to explain how to submit your weekly progress report. It's important to be so we can track everything accurately."

David: "Thanks, Maria! I appreciate you showing me the ropes. I want to make sure I do it correctly."

Maria: "Great. First, you'll need to download the template from the shared drive. I can the exact folder location for you. Then, fill in your tasks, progress, and any roadblocks. Try to be but thorough."

David: "Okay, download template, fill it in. Could you what you mean by 'roadblocks'? Are those just problems, or something else?"

Maria: "Good question. Yes, roadblocks are any issues preventing you from completing your tasks. Once it's filled, save it with your name and the date, and email it to me by Friday at 5 PM. Do you want me to go over that again?"

David: "No, I think I've got it. So, template from shared drive, fill in tasks, progress, roadblocks, save with name and date, and email to you by Friday 5 PM. I'll be sure to ask if I need to confirm my understanding on anything else."

Try to fill in the blanks with the correct words or phrases from Activity 2.