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Learning Objectives
By the end of this lesson, you will be able to:
- To report minor office problems clearly and politely to IT or other colleagues.
Exercise 1
Situation
Direction: Read the situation for today's lesson
Alex is working on a report when he notices the office printer is jammed. He needs to inform IT quickly so that others can continue working. Omar watches Alex to learn how to report technical problems politely and efficiently. Sarah walks by and gives a tip on how to describe the issue clearly.
Exercise 2
Vocabulary
Direction: Listen and repeat after your tutor
Malfunction
Verb / Noun
/ˌmælˈfʌŋk.ʃən/
Meaning:
To fail to work properly.
- The printer malfunctioned during Alex’s report.
Raise a red flag
Idiom
/reɪz ə rɛd flæɡ/
Meaning:
To alert someone about a problem or potential issue.
- Alex decided to raise a red flag with IT before the meeting started.
Log in
Phrasal Verb
/lɔɡ ɪn/
Meaning:
To enter a system or account to report or access information.
- Omar learned how to log in to the IT system to submit a problem ticket.
As soon as possible
Phrase
IPA
Meaning:
Immediately or without delay.
- Alex told IT to fix the printer as soon as possible.
Exercise 3
Office Conversation
Direction: Read the conversation aloud with your teacher.
Situation:
Alex reports a printer problem to IT.
Hi, I wanted to report a small issue. The printer seems to malfunction.
Alex
Thanks, can you describe what happened?
IT Support
It stopped printing and shows an error message.
Alex
Got it. I’ll fix it as soon as possible.
IT Support
Alex, should I also log in and submit a ticket?
Omar
Yes, go ahead. That will help track the issue.
Alex
Don’t forget to raise a red flag if it happens again.
Sarah
Good idea, I’ll note that for next time.
Alex
Check Understanding
Direction: Answer the questions about the conversation.
1. What is wrong with the printer?
2. What should Omar do to help IT?
3. What advice does Sarah give Alex?
Exercise 4
Study Guide
Direction: Read the study manual aloud.
Reporting minor problems is an important skill in any office. First, identify the problem clearly—for example, a jammed printer or broken equipment. Describe what happened and when it started. Use simple language, and avoid exaggeration. Next, alert the right person—usually IT or the office manager—as soon as possible. If the office has a ticket system, make sure you log in and submit the issue. Always be polite and professional; phrases like “I wanted to report” or “Can you help with this?” work well. If the problem could affect others, raise a red flag so colleagues are aware. Observing how peers handle minor issues is helpful for learning best practices. Good reporting helps keep the office running smoothly and shows you are proactive.
Exercise 5
Choose the Correct Answer
Direction: Direction: Select the correct answer from the options A, B, or C.
1. Alex reports the printer issue ___ IT.
A. in
B. to
C. at
2. He needs ___ help from IT quickly.
A. a
B. an
C. the
3. Sarah ___ happy to give advice to Alex.
A. is
B. are
C. be
4. Yesterday, Alex ___ the printer malfunction.
A. report
B. reported
C. will report
5. Omar logs in so ___ can submit a ticket.
A. he
B. him
C. his
6. Alex explains the issue clearly and ___ to avoid confusion.
A. slow
B. slowly
C. slowness
7. The problem is ___ small printer issue.
A. a
B. an
C. the
8. Alex wants IT to fix the printer ___ as soon as possible.
A. bring
B. do
C. None
Exercise 6
Discussion
Direction: Discuss these questions to practice speaking and share experiences.
1. How do you report a minor problem in your office?
2. When should you alert IT immediately?
3. What words do you use to be polite when reporting an issue?
4. Where do most office equipment problems happen?
5. How can interns learn to report issues professionally?
6. What is the easiest way to describe a technical problem?
7. Why is it important to raise a red flag for recurring issues?
8. How do you follow up after reporting a minor problem?
