Level 2 · Intermediate — Lesson 4 of 7
Describing Processes and Giving Instructions
Learning objectives
- Explain a process step-by-step in a logical order
- Use sequencing words to make instructions easy to follow
- Give instructions politely, without sounding like an order
- Check that the listener has understood before moving on
Real-life scenario: A new team member asks you to explain how to submit a monthly expense report. You know the steps by heart, but explaining them clearly, in order, without confusing the person is a different skill entirely.
Key vocabulary
| Word / Phrase | Meaning |
|---|---|
| Step-by-step | One stage at a time, in clear order |
| Prior to / Beforehand | Before something happens |
| Subsequently | After that; next |
| To make sure | To confirm or double-check |
| Once you’ve done that | After completing the previous step |
| To skip a step | To miss out a stage in a process by mistake |
| Straightforward | Simple and easy to follow |
| To walk someone through | To explain something to a person, step by step |
Sentence patterns
First / To start with…“To start with, open the expense portal.”
Next / After that…“Next, upload your receipts as PDFs.”
Once you’ve done that…“Once you’ve done that, click submit for approval.”
Make sure you…“Make sure you double-check the amounts before submitting.”
Would you mind…?“Would you mind sending this by end of day?”
Does that make sense so far?“Does that make sense so far, or should I go over it again?”
Dialogue 1 — Walking a new colleague through a process
New joinerCould you walk me through how to submit an expense report?
YouSure — to start with, open the expense portal and click “New Report.” Next, upload your receipts as PDFs. Does that make sense so far?
New joinerYes, got it. What’s after that?
YouOnce you’ve done that, just make sure the amounts match your receipts, and hit submit.
Dialogue 2 — Giving an instruction politely
YouWould you mind sending me the final numbers before your call?
ColleagueSure, no problem — I’ll have them to you in ten minutes.
YouGreat, thanks — and just make sure the totals are rounded off, if possible.
Listening practice: Imagine hearing this set of instructions: “First, save the file with your name in it. Subsequently, share it in the team folder. Once that’s done, send me a quick message so I know it’s ready to review.”
Comprehension check:
Comprehension check:
- What is the first step?
- What word signals “the next step”?
- What is the final action expected?
Common mistakes
| Mistake | Better version |
|---|---|
| “Do this, then do that, then…” | “First… Next… Then… Finally…” |
| “You have to do it like this only” | “Here’s how it’s usually done” |
| “I am telling you the steps” | “Let me walk you through the steps” |
| “Do the needful in this process” | “Please complete these steps” |
| “It is simple only, no confusion” | “It’s quite straightforward” |
| “You didn’t understand?” | “Does that make sense so far?” |
Confidence tip: Giving instructions doesn’t need to sound like commands. Softening a direct instruction with “Would you mind…” or “Could you…” keeps the tone collaborative, even when you’re clearly the one directing the task.
Self-assessment checklist
Daily challenge
Explain any small process today — making tea, setting up an email filter, anything — out loud to yourself or someone else, using “First… Next… Once you’ve done that… Finally…”
Quick quiz
1. Which word signals the next step?
2. “To walk someone through” means:
3. Most polite way to give an instruction:
4. Checking understanding is best done by asking:
5. “Straightforward” means:
← Previous: L2.3 Handling disagreements politely
Next: L2.5 Storytelling and narrating experiences →
Lesson summary
You now have a reliable structure for explaining any process clearly — sequencing words, polite instruction phrases, and understanding checks — so the next time someone asks “how do I do this?”, you can walk them through it without confusion.