Digital Collaboration Tools at Work
CEFR: B2
Read/Listen first
In our company we use several digital collaboration tools every day. Most meetings are on Teams, where we share screens, write on the whiteboard, record the session, and chat with colleagues who are working from home. Last week the whiteboard suddenly stopped working, so we had to switch to Microsoft Paint to continue the lesson and finish the grammar explanations. I have used this backup solution before, so I knew it would work, even if it was slower. We also need to connect through the company VPN to open shared files, internal dashboards, and confidential documents. When something goes wrong, I usually ask an AI assistant to explain the error and suggest what to do next, instead of calling technical support immediately. Before starting each call, we check the camera, microphone, and connection to avoid problems. Next month we are going to test a new platform, and I would like to compare it with the tools we already use for online meetings and training.⚡ Learning goals
- Can describe how different digital tools are used in online meetings.
- Can explain a technical problem and the backup solution that was used.
- Can talk about routines and future plans for digital collaboration at work.
✨ Key language
- switch to another tool “We had to switch to Paint when the whiteboard failed.”
- connect through the VPN “You need to connect through the VPN to open files.”
- ask an AI assistant to… “I usually ask an AI assistant to explain the error.”
⚙️ Rules & Grammar — 4 Structures
1️⃣ Present perfect for tech experiences
Rule: Use have/has + past participle to talk about experiences with tools that are still relevant now.Examples: I have used this backup solution before.; We have tried several online platforms.; She has never worked with a VPN before.
Common pitfall + fix: Don’t use the past simple for open experiences. ❌ I used this tool before → ✅ I have used this tool before.
Choose the best option: I ______ this platform before.
Tip: Use present perfect (have + past participle) for experiences that still matter now.
Fill with the best answer: I ______ this backup solution before.
Tip: Compare with the sentence in the mini text about the backup solution.
2️⃣ Past simple for specific tech incidents
Rule: Use the past simple to talk about finished problems or events at a specific time in the past.Examples: The whiteboard suddenly stopped working.; The screen was blue when I opened the laptop.; We changed tools after the first crash.
Common pitfall + fix: Don’t mix past simple with present time markers. ❌ Yesterday the tool stops → ✅ Yesterday the tool stopped.
Choose the best option: Yesterday the VPN ______ three times.
Tip: With yesterday, we normally use the past simple.
Fill with the best answer: Last week the whiteboard suddenly ______ working.
Tip: Copy the exact verb form from the mini text about the whiteboard.
3️⃣ Past obligation with had to
Rule: Use had to as the past form of must / have to when something was necessary.Examples: We had to switch to Microsoft Paint.; I had to restart the laptop.; They had to cancel the remote meeting.
Common pitfall + fix: Don’t say ❌ musted. Use ✅ had to in the past.
Choose the best option: We ______ switch tools during the call.
Tip: In the past, use had to, not musted.
Fill with the best answer: We ______ switch to Paint to finish the lesson.
Tip: Think of the sentence from the mini text about continuing the lesson.
4️⃣ -ing forms after prepositions
Rule: After prepositions like before, after, without, use the -ing form of the verb.Examples: Before starting each call, we check the camera.; After finishing the meeting, I save the chat.; We shared the screen without asking first.
Common pitfall + fix: Don’t use the infinitive after a preposition. ❌ Before to start the call → ✅ Before starting the call.
Choose the best option: Before ______ the meeting, check your microphone.
Tip: After before we normally use the -ing form.
Fill with the best answer: Before ______ each call, we test the connection.
Tip: Use the same structure as in the mini text.
✍️ Vocabulary
VPN
Meaning: a secure virtual network that lets you access company systems remotely.Synonyms: secure tunnel, virtual network
Chunk/Idiom: connect through the VPN
Example: You need to connect through the VPN before opening internal files.
Morphology: noun; abbreviation; uncountable
Self-practice: Write two sentences about when you connect through the VPN at work.
remote meeting
Meaning: a meeting where participants join from different places using online tools.Synonyms: online meeting, virtual meeting
Chunk/Idiom: join a remote meeting
Example: Our weekly remote meeting starts as soon as everyone joins Teams.
Morphology: noun phrase; remote = adjective; meeting = noun
Self-practice: Describe one recent remote meeting and say which tools you used.
screen sharing
Meaning: showing your computer screen to other people during an online call.Synonyms: display sharing, desktop sharing
Chunk/Idiom: turn on screen sharing
Example: He turned on screen sharing to show the new dashboard layout.
Morphology: noun phrase; screen = noun; sharing = verb-ing form
Self-practice: Practice phrases you use when you start or stop screen sharing.
whiteboard
Meaning: a digital or physical board where you can write and draw ideas.Synonyms: collaboration board, online board
Chunk/Idiom: write it on the whiteboard
Example: The teacher wrote the key verbs on the shared whiteboard.
Morphology: noun; countable; compound word
Self-practice: Note three situations where a shared whiteboard is more useful than chat.
AI assistant
Meaning: a computer program that uses artificial intelligence to answer questions or create text.Synonyms: chatbot, digital assistant
Chunk/Idiom: ask an AI assistant to explain
Example: I asked an AI assistant to explain the error message clearly.
Morphology: noun phrase; AI = adjective; assistant = noun
Self-practice: Write one request you could send to an AI assistant about your tools.
digital collaboration tools
Meaning: online platforms that help people work together from different locations.Synonyms: teamwork software, online collaboration platforms
Chunk/Idiom: choose the right digital collaboration tools
Example: Our team uses several digital collaboration tools to coordinate training sessions.
Morphology: noun phrase; digital = adjective; collaboration = noun; tools = plural noun
Self-practice: List three digital collaboration tools you use and their main purpose.
☁️ Examples (+ audio)
We had to switch to Paint when the whiteboard failed.
I have used this backup solution many times in online classes.
You need to connect through the VPN before opening company dashboards.
Before starting the call, we always test the camera and microphone.
✏️ Exercises
Grammar
Choose the best option: I ______ this AI assistant for technical problems.
Tip: Think of the sentence in the mini text about the backup solution.
Choose the best option: Last week the whiteboard suddenly ______ working.
Tip: With a finished time like last week, use the past simple.
Fill with the best answer:
We ______ switch tools because the screen was blue.Tip: Use the past form of must / have to.
Fill with the best answer:
Before ______ the call, we checked the VPN connection.Tip: After before, use the -ing form of the verb.
Vocabulary & Comprehension
Which tool do you need to open confidential company documents from home?
Tip: Look at the vocabulary section and the mini text.
Which backup tool did the teacher use when the whiteboard failed?
Tip: The answer is clearly mentioned in the mini text.
Fill with the best answer:
When something goes wrong, I ask an ______ to explain the error.Tip: Use the exact phrase from the mini text.
Fill with the best answer:
We turned on ______ to show the internal dashboard to the team.Tip: Look at the vocabulary card for this expression.
✅ Guided practice
Mini-dialogue:
A: Our whiteboard just stopped working in the middle of the meeting.B: No problem, we can switch to Paint and keep sharing the grammar notes.
A: Good idea. Can you also check that everyone is connected through the VPN?
Why this matters:
Digital collaboration tools are now essential for remote work. When you can describe problems clearly, it is easier to get help quickly. Being confident with backup solutions keeps your online meetings calm and professional.Verb & Adjective Pack:
switch to (a tool) — We switched to Paint when the whiteboard failed.be connected — Make sure you are connected through the VPN.
be frustrated — I was frustrated not to be able to fix the problem quickly.
be prepared — We were prepared because we had tested the tools before.
Try & compare:
Fill with the best answer: I ______ this platform in several remote meetings.
Tip: Use present perfect to talk about your experience with tools.
Self-correction: Fix the sentence: Before to start the call, we checked the microphone.
Tip: Remember to use the -ing form after prepositions like before.
Practice aloud: Listen, repeat, then type the sentence.
When something goes wrong, I ask an AI assistant to help.
Tip: Focus on the rhythm of the sentence and the word assistant.