Business processes: using the zero conditional for cause and effect
1
Think about these questions before reading. Share your ideas with a partner.
- Think about the last time you ordered something online. What were the main steps in the process, from choosing the item to receiving it?
- What is a common procedure or rule at your workplace or school? For example, what happens if you are late or need to request a day off?
- Imagine you have to explain a simple task to a new colleague. What makes an explanation easy or difficult for someone to understand?
2
Asking About a New Process
Listen to the dialogue. Notice how the vocabulary and grammar from the lesson are used.
3
Answer these questions in your own words. Support your answers with evidence from the article.
01What is the main reason Marco is talking to Emma?
Sample answerHe has a question about the new process for expense reports and wants her to explain it.
02What happens right after an employee submits the online expense form?
Sample answerThe system automatically sends it to their manager for approval.
03What should Marco do if he doesn't get an email notification after two days?
Sample answerHe should touch base with his manager directly to follow up.
04Where can Marco find the step-by-step guide for the new process?
Sample answerHe can find it on the company intranet under 'Finance Forms'.
4
Key vocabulary for business processes
Vocabulary
These expressions will help you communicate more naturally when discussing procedures and workflows.
Examples
Follow up on something — to contact someone again to get more information or to check that something has been done
Usage note: this is a common phrasal verb in professional emails and conversations. You can 'follow up on an email' or 'follow up with a colleague'.
Get the green light — to receive permission to start a project or process
Usage note: this is a common idiom in business. It's slightly informal. The formal way to say this is 'get approval' or 'receive authorisation'.
A step-by-step guide — a set of instructions that explains how to do something in a simple, clear way, one stage at a time
Usage note: this is very useful when explaining a procedure. You can also talk about a 'step-by-step process' or 'step-by-step instructions'.
Streamline the process — to make a system or process work better and more effectively, often by making it simpler
Usage note: this is a common goal in business. It means removing unnecessary steps to save time or money. For example, 'We need to streamline our invoicing process'.
Touch base with someone — to talk to someone for a short time to find out how they are or what they think about something
Usage note: this is a friendly, informal phrase for a quick check-in. It is often used in American English. For example, 'Let's touch base next week to see how the project is going'.
5
Complete the sentences with words from the box. One word is extra.
Word bank
01If we want to make our system more efficient, we need to the process by removing unnecessary stages.
02The training manual provides a guide for new employees to learn the company's procedures.
03We can't begin the new marketing campaign until we get the from the director.
04I need to with the sales team to see if they have the final numbers for this quarter.
05If you don't receive a reply within 24 hours, you should with an email.
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Grammar: The zero conditional
Grammar
We use the zero conditional to talk about things that are always true, like facts, rules, or standard processes. It's very useful for explaining company procedures because the result of an action is always the same.
Examples
If a client sends an urgent email, you respond within one hour.
This is a company rule. The structure is 'If + present simple, ... present simple'.
When you receive a payment confirmation, the system automatically sends the invoice.
You can often use 'when' instead of 'if' with no change in meaning for processes that always happen.
If the stock level is low, the manager gets an alert.
This describes a standard cause and effect in a business system. The result is always the same.
Key points
- Use the structure: If/When + present simple, ... present simple.
- Use it for rules, facts, and processes that are always true.
- Common mistake: Avoid using 'will'. The result is a fact, not a future possibility.
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Find the mistake
Each sentence contains one error. Find and correct it.
01If you will receive an invoice, you pay it within 30 days.
Corrected version
If you will receive an invoice, you pay it within 30 days.
02After you place an order, we send a confirm email immediately.
Corrected version
After you place an order, we send a confirm confirmation email immediately.
03I need to follow up in that customer inquiry from yesterday.
Corrected version
I need to follow up in on that customer inquiry from yesterday.
04When a new project get the green light, the project manager sends an email.
Corrected version
When a new project get gets the green light, the project manager sends an email.
05We need to streamline the process for make it more efficient.
Corrected version
We need to streamline the process for to make it more efficient.
06If client doesn't pay on time, we send a reminder.
Corrected version
If a client doesn't pay on time, we send a reminder.
07Let's touch base to the marketing team next week.
Corrected version
Let's touch base to with the marketing team next week.
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Useful phrases: Asking for clarification about a process
Vocabulary
In any job, you'll need to understand company processes. If you're unsure about a step, it's always better to ask. These phrases will help you ask for clarification politely and effectively.
Examples
'Could you walk me through the process for...?' — asks for a complete, step-by-step explanation.
Register: Neutral/Slightly formal. Use this when you are new to a process and need someone to explain it from the beginning, for example, '...for submitting an expense report?'
'I'm a bit unclear on what to do after...' — highlights a specific point of confusion.
Register: Neutral. This is a great way to show you understand the general process but need help with one specific part, for example, '...after I get approval from my manager.'
'So, just to be clear, first I..., and then I...?' — confirms your understanding of the steps.
Register: Neutral. Use this to summarize the process in your own words. It helps prevent misunderstandings and shows you were listening carefully.
'Who's the right person to talk to about...?' — asks who is responsible for something.
Register: Neutral. A polite way to find out which person or department you need to contact for a specific issue, like '...about IT support?'
'What's the protocol if...?' — asks about the procedure for an exception or problem.
Register: Neutral/Slightly formal. Use this to ask about what to do in a non-standard situation, for example, '...if a client's payment is late?'
'Just to double-check, where can I find the...?' — asks for the location of a specific resource.
Register: Neutral. Perfect for asking about documents, templates, or links needed for the process, for example, '...the vacation request form?'
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A new company process
Read the manager's email to the team about a new procedure for handling client orders.
Fill in each blank with the correct word or phrase from the word bank.
Word bank
To improve our workflow, we need to the process for handling new orders. First, when you receive a new client request, you need to with the sales team to confirm the details. After you to start, you can create the project file. We've created to help new employees understand each stage. If you don't receive a payment confirmation within 24 hours, you must the order.
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A smarter way to work
Many companies are looking for ways to improve how they work. Read about one company's experience.
Read the article below, then answer the comprehension questions.
At our company, getting a new project started used to be a slow and frustrating experience. If you had a good idea, you sent an email to your manager, but you often didn't receive a confirmation. You had to constantly follow up on your request, which wasted a lot of time.
Last year, our leadership decided to streamline the process. They created a new digital system. Now, if you want to propose a project, you complete a simple online form. When you submit the form, the system automatically sends a confirmation. A department head reviews it, and if they approve it, you get the green light to begin. The new system also includes a step-by-step guide for new employees. After a project starts, the manager makes sure to touch base with the team regularly to check on progress. This clear process means we spend less time waiting and more time working.
01What was the main problem with the old project approval system?
Sample answerIt was slow and inefficient because employees didn't receive confirmations and had to constantly follow up on their requests.
02According to the article, what is the first step an employee takes to propose a project now?
Sample answerThe first step is to complete a simple online form.
03What happens immediately after an employee submits the online form?
Sample answerThe system automatically sends them a confirmation email.
04Why is the new 'step-by-step guide' useful for the company?
Sample answerIt helps new employees learn the company's procedures quickly and easily.
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Discuss these questions with a partner. Try to use vocabulary from the lesson.
- Some companies have a strict, step-by-step guide for every process, while others give employees more freedom. Which approach do you think is better for a business, and why?
- Think about a common official process in your country, like applying for a passport or opening a bank account. How could the government streamline the process to make it simpler for everyone?
- Imagine your team has a great idea for a new project. What steps would you follow to get the green light from your manager? Who would you need to touch base with before presenting the idea?