Tools & Equipment Instructions at Work
CEFR: B1
Read/Listen first
Yesterday our team had a problem with the training laptop. When I opened the lid, the screen was completely blue and I couldn’t start the class. First, I explained to my colleague how to check the power cable and restart the computer. Then we had to connect to the company VPN to access the files. I told her, “You must wait until the VPN icon turns green before you open Teams.” While the computer was restarting, I showed her how to use the digital whiteboard in Microsoft Paint to replace the broken online whiteboard. She was nervous, but I was able to guide her step by step. In the end the tools worked and we were ready to teach again. Since that day I have written clear instructions for our team so that everyone knows what to do when a laptop or a program suddenly stops working during a lesson.⚡ Learning goals
- Can follow and give clear step-by-step instructions for using basic computer tools at work.
- Can describe a technical problem with a laptop or program in simple, accurate English.
- Can explain what colleagues must do before using company tools like a VPN or whiteboard.
✨ Key language
- You must wait until… “You must wait until the VPN icon turns green.”
- We had to restart… “We had to restart the laptop before class.”
- Since that day, I have… “Since that day, I have written simple tool notes.”
⚙️ Rules & Grammar — 4 Structures
1️⃣ Past simple for a sequence of actions
Rule: Use the past simple to describe completed actions in the past, especially in a clear sequence.Examples: Our team had a problem with the training laptop yesterday.; I opened the lid and the screen was completely blue.; We checked the cable and restarted the computer..
Common pitfall + fix: Learners sometimes mix past simple with present simple in the same story. — Keep the same past form when you describe each step in a past situation..
2️⃣ Had to and must / have to for obligations
Rule: Use had to for past obligations, and must / have to for present or future obligations.Examples: We had to connect to the company VPN to access the files.; You must wait until the VPN icon turns green.; I have to use the VPN when I do online banking..
Common pitfall + fix: Students often use must for every time reference. — Use had to when the obligation was in the past, and must or have to for now or the future..
3️⃣ Present perfect for actions with a present result
Rule: Use the present perfect to talk about past actions that are linked to the present situation.Examples: Since that day I have written clear instructions for our team.; We have had this problem twice this month.; She has learned how to restart the laptop correctly..
Common pitfall + fix: Learners sometimes only use past simple and forget the connection to now. — Use have / has + past participle when the result is important for the present moment..
4️⃣ Infinitive of purpose with tools and equipment
Rule: Use to + verb to explain why you use a tool or follow a step.Examples: We connected to the company VPN to access the files.; She used the digital whiteboard to replace the broken online tool.; I wrote instructions to help the team in the next lesson..
Common pitfall + fix: Students sometimes use for + verb in the base form. — Use to + verb (to restart, to check) to explain the reason for an action..
✍️ Vocabulary
laptop
Meaning: a small portable computer that you can carry and use on a desk or on your lapSynonyms: notebook computer, portable computer
Chunk/Idiom: open the laptop
Example: Please open the laptop and check if the screen is still blue.
Morphology: noun; countable
Self-practice: Describe when you last used your laptop for an online meeting.
power cable
Meaning: the thick wire that brings electricity from the socket to your computer or toolSynonyms: power cord, power lead
Chunk/Idiom: check the power cable
Example: Always check the power cable before you restart the computer.
Morphology: noun phrase; countable
Self-practice: Explain how you check the power cable when a device does not start.
VPN
Meaning: a secure connection that lets you access company systems and files from another networkSynonyms: secure network, virtual private network
Chunk/Idiom: connect to the VPN
Example: You must connect to the VPN before you open confidential company files.
Morphology: noun; abbreviation
Self-practice: Describe when you need to turn on your VPN at work.
digital whiteboard
Meaning: an on-screen board where you can write, draw, and show notes during online lessonsSynonyms: online board, virtual whiteboard
Chunk/Idiom: use the digital whiteboard
Example: We used the digital whiteboard to replace the broken online tool.
Morphology: noun phrase; countable
Self-practice: Explain one activity you can do with a digital whiteboard.
restart
Meaning: to stop a computer or device and start it againSynonyms: reboot, start again
Chunk/Idiom: restart the computer
Example: If the screen is frozen, restart the computer before you call support.
Morphology: verb; regular
Self-practice: Give two situations when you restart your laptop or another device.
instructions
Meaning: clear written or spoken steps that tell you how to use a tool or do a taskSynonyms: guidelines, directions
Chunk/Idiom: follow the instructions
Example: Everyone followed the instructions and the tools worked correctly.
Morphology: noun; plural
Self-practice: Talk about a time when good instructions saved you time at work.
☁️ Examples (+ audio)
You must wait until the VPN icon turns green before you open any files.
She was able to restart the laptop and join the online class on time.
Always check the power cable before you call the computer technician for help.
Since that problem, we have written clear tool instructions for the whole team.
✏️ Exercises
Grammar
Which sentence correctly uses the past simple?
Tip: Use the past simple form ‘restarted’ without an extra auxiliary verb.
Which sentence shows an obligation in the past?
Tip: Use ‘had to’ to talk about an obligation in the past.
Fill with the best answer:
Yesterday we ___ connect to the VPN to access the files.Tip: In the past we use ‘had to’ for obligation, not ‘must’ or ‘have to’.
Fill with the best answer:
Since that day I ___ written clear instructions for the team.Tip: Present perfect uses ‘have’ or ‘has’ plus the past participle.
Vocabulary & Comprehension
What is the main purpose of the VPN in the story?
Tip: The VPN lets them access company files in a secure way.
Why did they use the digital whiteboard in Microsoft Paint?
Tip: They used Paint as a replacement tool when the whiteboard did not work.
Fill with the best answer:
Please check the ___ before you decide the laptop is broken.Tip: Often the problem is the power cable, not the computer itself.
Fill with the best answer:
Everyone followed the written ___ and the tools worked again.Tip: Clear instructions help people use tools correctly.
✅ Guided practice
Mini-dialogue:
A: I had a blue screen yesterday and I didn’t know what to do.B: First, check the power cable, then restart the laptop and wait for the VPN.
A: Thanks, now I feel more confident using the tools in class.
Why this matters:
Clear instructions for tools save time when something goes wrong. They also reduce stress for colleagues who are not very technical. Finally, they protect company data when everyone follows the same steps.Verb & Adjective Pack:
restart the laptop — Restart the laptop if the screen is completely frozen.check the power cable — Check the power cable before you report a serious problem.
connect to the VPN — Connect to the VPN to reach your company folders safely.
Try & compare:
Fill with the best answer: If the digital whiteboard is broken, ___ Microsoft Paint as a temporary tool.
Tip: Remember to use the base form of the verb after ‘can’ or as an instruction.
Self-correction: Fix the sentence: We musted to connect the VPN before the class.
Tip: Use ‘had to’ for past obligations, not ‘musted’ or ‘must to’.
Practice aloud: Listen, repeat, then type the sentence.
You must wait until the VPN icon turns green before you open Teams.
Tip: Focus on word order: must wait until the icon turns green, then act.