Post 3 – How to describe Processes & Procedures?

11 Aug 2015

We discussed about describing procedures and processes in the last 2 posts. Today we will look at some examples which will help us put all that we have learnt so far into practical use. Also, note that we will be using collocations as discussed in our previous post.


2 examples of how to best structure your description of a process and a procedure in English using collocations

Process to make an appointment with the HR Manager

Chris wants to book an appointment with the HR manager as he wants to discuss some concerns within his team; however, he is not sure how to go about it as he will be doing it for the first time. He approaches Andy for help. Let’s see how the conversation goes:

Chris: Hi Andy, do you have a minute to spare to help me make an appointment with the HR manager.

Andy: Sure, Chris. Are you ready to make a note of the process?

Chris: Absolutely!

Andy: Firstly, it is important that your agenda is kept in mind. Next the manager’s schedule needs to be considered, his calendar can be checked for this information. After that the appointment is to be scheduled by blocking a date and a time slot on the manager’s calendar. After the time is blocked, an email should be dropped to confirm the appointment. Lastly, on the day of the appointment, be on time, and wait for your name to be called as per the scheduled time.

Chris: Thank you so much Andy, this was really helpful!

Andy: You are welcome.

P.S.: Note that the description of the process is in passive voice as discussed in our previous post.


Instructions to schedule a meeting on Outlook that includes a meeting room

Rachel is new in the HR executive role and is unsure about scheduling a meeting and booking a  meeting room on Outlook 2010. Let us help her out with a step by step procedure:

Step 1: Open Outlook and switch to Calendar instead of Mail.

Step 2: Click the ‘New Meeting’ button that is located in the ‘Home’ menu

Step 3: Enter the Subject and Location for your meeting.

Step 4: In the ‘To’ field, type the email addresses of the people you would like to invite to your meeting and then click OK

Step 6: Choose the time and date by changing the Start time and End time.

Step 7: Enter the text you would like to be included in your invite

Step 8: Switch to the ‘Scheduling Assistant’ tab to verify that all of your attendees and resources are available for the time you chose

P.S.: Note that the instructions are in active voice as discussed in our previous post.

In our next post we will talk about some common errors that people make when explaining a process or giving instructions.