Warm-up
Delegation & Giving Instructions
Delegation & Giving Instructions
After this lesson you'll be able to...
- Use key vocabulary for delegation and instructions
- Ask politely for help and delegate a task
- Give clear step-by-step instructions
- Check understanding and follow up
Get to know each other (3 minutes)
- Is it easy for you to ask other people for help?
- Do you prefer to do a job yourself or to give it to somebody else?
- What makes an instruction clear?
- Has anyone ever given you a confusing instruction?
Say it out loud
Delegate a task. → Could you prepare the report by Friday, please? I need it for the meeting.
Fact worth knowing
Vocabulary
Key vocabulary
Useful phrases
| Could you prepare the report by Friday, please? | Чи не могли б ви підготувати звіт до п’ятниці? |
| Would you mind sending the file to the client? | Ви не могли б надіслати файл клієнту? |
| I need you to call the supplier today. | Мені потрібно, щоб ви сьогодні зателефонували постачальнику. |
| Make sure that you double-check the numbers. | Обов’язково ще раз перевірте цифри. |
| First, open the file. Then save it. | Спочатку відкрийте файл. Потім збережіть його. |
| Is that clear? | Це зрозуміло? |
| Do you have any questions? | У вас є запитання? |
| Let’s meet on Thursday to follow up. | Давайте зустрінемося в четвер, щоб перевірити хід робіт. |
Try out the new words
Say one sentence with a new word. → …
Say one phrase from the list about your work. → …
Which word is it?
Fill in the missing word
Choose the correct word
Translate the phrase
Write each phrase in English.
Grammar
Requests, instructions and sequence
| Could you … / Would you mind …ing? | polite requests: Could you prepare the report? Would you mind sending the file? After mind we use the -ing form. |
| I need you to + verb | a direct but polite instruction: I need you to call the supplier today. |
| Make sure (that) … | for important details: Make sure that you double-check the numbers. Not make sure to you check. |
| Sequence words | First, … Then, … After that, … Finally, … Use them to give steps in a clear order. |
| Checking understanding | Is that clear? Do you have any questions? Could you repeat it in your own words? |
Which sentence is correct?
Complete with the correct word
Rewrite it
Make a polite request. Several answers are possible.
Correcting mistakes
Each sentence has one mistake. Write the correct sentence.
Put the words in order
Put the words in the right order and write the full sentence.
Say it about your own work
Ask a colleague to do a task. → Could you …, please?
Reading
Read: instructions to a new assistant
Instructions: how to prepare the weekly report
Hi Daniel, welcome to the team! I would like you to prepare the weekly sales report every Friday. It is your responsibility from now on, so here is how to do it.
First, open the sales file on the shared drive and download the latest data. Then copy the numbers into the report template. After that, double-check the totals. This is very important, so make sure that every number is correct.
Finally, send the report to me by 3 p.m. Could you also save a copy in the Reports folder?
If anything is unclear, please ask me. Would you mind repeating the steps in your own words? I will check your first report on Monday and give you feedback.
True or false?
Daniel has to prepare a weekly sales report.
He must prepare it on Monday.
He should double-check the totals.
He should send the report by 5 p.m.
The manager will give feedback on Monday.
Answer the questions
How often does Daniel prepare the report?
What is the first step?
When should he send the report?
What will the manager do on Monday?
Find the key language
Write the word (or phrase) from the text.
Fill in from the text
Why is this a good text?
Your own opinion
- Are these instructions easy to follow? Why?
- What would you add to this message?
- How do you give instructions to a new colleague?
Practice
Picture the situation
Explain → Step by step → Check → Follow up. Delegation works when the person knows what, how, by when and why.
Match the phrase to its function
Put the words in order
Put the words in the right order and write the full sentence.
Fill in the missing phrase
Say it in your own words
Write one sentence. Several answers are possible.
Translate into English
Write each sentence in English. Several answers are possible.
A useful tip
Speaking
How to use this section
Your tutor plays a colleague or a new assistant. Delegate tasks, give instructions and check understanding. Use Could you …? / Would you mind …ing? / I need you to … / Make sure that … / First, then, finally.
Delegating a task
Task: ask a colleague to do a task by a deadline.
Starter: "Could you prepare the weekly report by Friday, please? I need it for the meeting."
Explaining why
Task: explain why the task is important.
Starter: "This report is a priority, because the director will read it on Monday."
Giving steps
Task: explain the steps of the task.
Starter: "First, open the sales file. Then copy the numbers into the template. After that, double-check the totals. Finally, send it to me."
Stressing details
Task: stress an important detail.
Starter: "Make sure that you check the totals twice, because the numbers must be correct."
Checking understanding
Task: check that the colleague understands.
Starter: "Is that clear? Do you have any questions? Could you repeat the steps in your own words?"
Handling a problem
Task: a colleague says he has too much work. Respond.
Starter: "I understand. Let’s look at your workload together and decide which task is the priority."
Following up
Task: check the progress and give feedback.
Starter: "How is the report going? Let’s meet on Thursday to follow up. So far, your work is good — just double-check the totals."
Full conversation — no stops
With your tutor, role-play delegation: give a task, explain the steps, check understanding, answer questions and agree on a follow-up — entirely in English.
Let's talk — reflection
- Do you find it easy to delegate? Why or why not?
- What instruction was the clearest you have ever had?
- What is the biggest mistake a manager can make when delegating?
Cool down
Now I can...
- Use key vocabulary for delegation and instructions
- Ask politely for help and delegate a task
- Give clear step-by-step instructions
- Check understanding and follow up
Quick self-check
What form do we use after “Would you mind”?
What do we use after “I need you”?
Which words show the order of steps?
One more thing before you go
Give your tutor a simple instruction in three steps. → First, … Then, … Finally, …
Homework
Words to remember
| to delegate | делегувати |
| a task | завдання |
| a responsibility | відповідальність, обов’язок |
| a priority | пріоритет |
| instructions | інструкції |
| a step | крок, етап |
| to assign | призначати, доручати |
| to double-check | перевіряти ще раз |
Fill in the missing word
Choose the correct form
Open the brackets
Correct the mistake
Each sentence has one mistake. Write the correct sentence.
Translate the phrase
Write each phrase in English. Several answers are possible.
Write it yourself
Write instructions (6–8 sentences) for a colleague on how to do one task at your work. Use sequence words, one polite request and “Make sure that …”.
Practise out loud
Say your instructions aloud as if you were explaining them to a new colleague.
Read aloud
Read the text “instructions to a new assistant” aloud twice before the next lesson.
- 8.7 I did the writing task
- 8.8 I practised out loud
- 8.9 I read the text aloud twice