Describing procedures (how something works, problems, processes, etc.)

Describing procedures means explaining how something works, how to perform a task, or how to diagnose and solve a problem. In business and technical settings you must be clear, logical and concise so the listener or reader can follow each step without confusion.

• Explain the purpose before the steps: why someone should follow the procedure.
• Use clear sequencing language (first, then, next, finally) and consistent numbering when needed.
• Choose the right tone: use the imperative for instructions, present simple for regular processes, and passive for formal descriptions.

Follow these guidelines when describing procedures:

• Use clear sequencing words (first, then, next, finally) or numbered steps.
• Pick the right form: imperative for direct instructions; present simple for regular processes; passive to emphasize the action rather than the actor.
• Keep verbs and tenses consistent across steps to avoid confusion.

Consistency and sequencing are the two most important principles.

Universal errors learners make when describing procedures:

• Mixing tenses within steps (e.g., present simple and past) which confuses timing.
• Using vague sequencing (then, now) without numbered steps or clear order.
• Overusing passive voice so instructions become unclear about who must act.
• Omitting crucial conditions in troubleshooting (If X happens, then do Y).
• Using ambiguous pronouns (it, they) without clear reference to the object or step.

Keep tense consistent, sequence explicit, and references clear.