Objectives:

• To ask about and describe

activities in a department
• To say something in another way
• To say something is correct

UNIT 4

ACTIVITIES
OF COMPANY
DEPARTMENTS
 WORD VAULT: Activities of Company Departments

PRODUCTION HUMAN FINANCE MARKETING

RESOURCES
Produc�on Buying Marke�ng

Packaging Training Financial Service Sales

Distribu�on Personnel Customer Adver�sing

Accounts
Quality Wages and A�er-Sales
Salaries Service
Maintenance

Practice 1
Match the departments on the left with the activities on the right.

The Production Department a. 1. ____ carrying out visits to check suppliers’ product quality

The Logistics Department b. 2. ____ managing the installation of the Internet connection

The Quality Control (QC) c. 3. ____ making sure the product is promoted on various
media platform
The Human Resource Department (HRD) d.
The Information Technology (IT) e. 4. ____ looking after the development of new products

The Marketing Department f. 5. ____ invoicing the customers

The Accounting Department g. 6. ____ manufacturing the products

Research and Development (R&D) h. 7. ____ authorizing overtime for employees

8. ____ dispatching the products to customers

54 Unit 4 Activities of Company Departments

Practice 2
Complete the following conversation using the words/phrases in Practice 1. Then listen to
check your answer.

A. Wibowo: Monice, have you heard about the products update?

Monica: Yes, Mr. Wibowo. The Logistics Department has
1.___________ the product to our customers.

B. Farah: Do you know who has to 2.___________ the

Internet connection?
Budi: Richard and Mark from IT have taken care of it.

C. Richard: How about the product’s ingredients? Are they qualified?

Mark: Yes, QC has 3.___________ some visits to our suppliers to
check the quality of their produce.

D. Joshua: When are we going to launch this new product?

Widya: We are still waiting for the news from the Production Department.
As soon as we get the timeline 4.__________ process, we can
discuss the launching date.

E. Wati: How about the promotion program?

Widya: Well, as far as i know, the Marketing Department has 5.________
that the product is promoted on various media platform.

F. Putra: The customers asked for a discount on our latest product.

Katie: I think we can cut the price a bit before 6.___________
the customers.

G. Yani: Have you heard that there’s a change in the project schedule?
Vernon: Yeah, the project completion date is moved up, so some of us
have to work past the working hours. The HRD Manager has
7._________ overtime for the employees involved in the project.

H. Mathew: What are your duties?

Nindya: As the R&D Project Manager, I have to 8.___________ the
development of new products. We have to make sure that we
always stay ahead of our competitors.

Unit 4 Activities of Company Departments 55

 Practice 3
Complete the conversation below with the suitable words/phrases from Practice 1. Then,
practice the conversation with a partner.

Situation: At a seminar, during the break

Susi: Hi, Wyatt. Long time no see. so, you are with the Medan
branch now? What department are you in?

Wyatt: Hi, Susi. I’m now in marketing. My job is to 1. _______

market research to find out the customers’needs. I also
have to 2. _______ that our new product campaigns are
posted frequently and consistently in social networking
sites. What about you? What department are you in?

Susi: Well, I’m in the Quality Control Department. I have to 3.

_______ the quality of all products to be marketed.

Wyatt: And how you like the job?

Susi: I enjoy it very much. I often go out of town to 4. ________

visits our suppliers. We have to 5. ________that the raw
materials from the supplier are of high quality. How about you?

Wyatt: I don’t know. It’s not the job itself, but the city where
I am assigned.

(the conversation continues)

Practice 4
Go around the class and ask your classmates about their responsibilities in their companies.
Change the roles.

Examples: A: Hi, Andi. In what department are you in your company?

B: I’m a supervisor of the HRD.
A: What do you have to do as the supervisor?
B: I authorize training sessions for the employees after I do the needs analysis. I also have to manage
employee relations, payroll and benefits.

No Name Occupation Responsibility

1.

2.

3.

4.

5.

Practice 5
Work in groups of three. Talk to each other about the departments you work in, and describe
your duties. Use the vocabulary you have learned.

56 Unit 4 Activities of Company Departments

 FOCUS ON COMMUNICATION:
Asking about and describing activities in a department, saying
something in another way, and saying something is correct
Listen and read the conversation

Situation: At the airport

Adam: Emma?
Emma: Adam! How have you been?
Adam: Great. Thanks. How about you?
Emma: I’m superb. If everything runs well, I’ll be a
production supervisor next Monday.
Adam: What do you mean if everything runs well?
Emma: Basically, there hasn’t been any announcement
but the test scores have got out and I passed
them with flying colors.
Adam: That’s good to hear! What do you have to do as Adam: No, not exactly. Let me put it in another way,
a production supervisor? I work as a marketer for a bank.
Emma: I have to carry out the manufacturing process Emma: So, you get clients for the bank, manage them,
and monitor it, so it runs efficiently. How about and build good relationship with them?
you? What do you do? Adam: Precisely. Well, it’s been lovely but I have to
Adam: I’m a Senior Relationship Manager, now. catch a plane.
Emma: So, you deal with PR things? Emma: Okay. Have a great trip, Adam.

EXPRESSIONS Listen and repeat.

Asking about and describing one’s activities in a department

• What do you do? › I’m a Senior Relationship Manager.
• What do you have to do as a › I have to carry out/deal with the manufacturing process.
production supervisor? › I’m a staff member of QC.
• What department are you in? › I have to carry out the manufacturing process and monitoring.
• What are your duties? › I get clients from the bank.
› I check clients’ background.
› I make sure the manufacturing process runs well.
› I’m responsible for/in charge of market research.

Saying something in another way

• Let me put it in another way.
• In other words, we need to check clients’
background.
• What I’m trying to say is that it is an
important position.
• All I’m trying to say is that it is a long process.
• If I can rephrase what I’ve just said, it’s really a long process.
• Perhaps I should make that clearer by saying that it is a
long process.

Saying something is correct

• Exactly/Precisely/Absolutely. • That’s fine/OK.
• Yes, that’s (quite) right/correct. • Nothing’s wrong with that.
• Yes, you’re (quite) right/correct.

Unit 4 Activities of Company Departments 57

 Practice 1
Rearrange the utterances to form a good conversation. Number them accordingly. Underline
the expressions for saying something in another way and saying something is right. Then
practice the conversation with a partner.

a. Jack: What do you mean by leniency?

b. Jack: All right, let’s get down to business.
c. Jack: If I can rephrase what I’ve just said, giving more than 17% will hurt us financially.
d. Jack: Oh. How about a 17% discount during the promotion period? I don’t think we can authorize
more than that.
e. Mona: Not even by 3% more?
f. Mona: Understood. We will deliver this proposal to our head office. Thank you.
g. Mona: All I’m trying to say is, if you give discounts to the products, our stores would be more likely
to display your merchandise.
h. Mona: Sure. My team has seen the proposal. Basically, it’s a good deal but an addition of leniency
would help us convince the decision makers.

Practice 2
Listen to the audio file and fill in the blanks in the following conversation. Choose the
correct expressions. Then, practice the conversation with a partner.

Situation: At a company, before an interview

Clerk: Mr. Martin, before I put the folders in the interview room, would you like
to see it first?
HRD Manager: Yes, I 1. _______ I know every detail of the candidates. Thank you,
Zahra. Can you have Ms. Gagnon join me in a few minutes?
Clerk: Join you how, sir?
HRD Manager: 2. _______. Can you please ask Ms. Gagnon to interview the candidates
with me?
Clerk: Yes, sure. When she arrives, I will tell her to join you.
HRD Manager: Are you telling me that she’s not here yet?
Clerk: 3. _______, sir. Would you like me to text her?
HRD Manager: 4. _______. How about Olivia, is she here already?
Clerk: Ms. Wilson’s already started interviewing some candidates for the
Production Department, sir.
HRD Manager: She has?
Clerk: Yes, sir. 5. _______, you’re the only one who’s currently available to
interview the Finance Department’s candidates because you know more
about what Finance staff 6. _______.
HRD Manager: Noted, Zahra. Thank you.

58 Unit 4 Activities of Company Departments

Practice 3
Fill in the blanks in the following conversation with the suitable options in the box.
Then, practice the conversation with a partner.

a. yes, that’s right e. you are in charge of

b. what department are you in f. I should make that clearer by saying
c. In other words g. a QC staff member
d. if I can rephrase what you just said h. precisely

Situation: At a building site

Michelle: Excuse me. Mr. Darmawan? I’m Michelle Jie from the regional office.
Darmawan: Hello. 1. _______, Ms. Jie?
Michelle: I’m 2. _______.
Darmawan: I see. 3. _______ the construction plan revision?
Michelle: 4. _______. The regional office would like to know more about the changes.
Darmawan: Aside from the revised proposal?
Michelle: Yes. 5. _______ that if you make changes to the plan, you will also need to send detailed
financial revisions. 6. _______, Finance needs to know the changes.
Darmawan: Ah, 7. _______, what the office requires is an attachment regarding the financial changes?
Michelle: 8. _______. Can you please have it sent before Wednesday?
Darmawan: Wednesday? Consider it done.
Michelle: Thank you. Can I have a trip around the site?
Darmawan: Sure. Please follow me.

Practice 4
Fill in the blanks in the following conversation with the suitable expressions that you have
learned. Then practice the conversation with a partner.

Situation: At a board room

Tala: And now about the Logistics Department’s inventory system, you will be
1. _______ changing it, Hendra.
Hendra: 2. _______ that my team will simply connect several departments regarding
Herbal Vit-C, especially Logistics and Marketing.
Tala: Why these two departments?
Hendra: Our field supervisor can directly input the stocks of HVC in the market. The data
and their trend can be used by Logistics to prepare the next distributions to the
market areas.
Tala: 3. _______ you’re planning to connect multiple systems, The Logistics and
Marketing departments?
Hendra: Yes, 4. _______. Those two departments deal with the distribution of products.
Tala: And will it benefit us?
Hendra: 5. _______. It will definitely make our administration more efficient. We also
need help from HR to train the operators.
Tala: Can you install this monitoring system for other products?
Hendra: Sure. 6. _______. Assuming this trial with HVC runs well.

Unit 4 Activities of Company Departments 59

 Practice 5
Work with a partner. Make a conversation based on the following guidelines. Act the
conversation out. Then, exchange roles. What do you think about your classmates’ performance?
Give feedback using the feedback form below.

STUDENT A STUDENT B

You are at company training. You see B, a fellow You are at company training. You see A, a fellow
Officer Development Program participant who Officer Development Program participant who
joined the company at the same time you did. joined the company at the same time you did.
• Greet B. • Respond to A.
• Ask B if he/she remembers who you are. • Tell A that you still remember him/her.
• Ask B what department he/she is in now. • Respond to A.
• Ask B what his/her occupation is. • Respond to A.
• Guess incorrectly what B’s obligations are. • Correct A’s guess.
• Rephrase your guessing using the • Accept A’s correction. Ask A what department
expression learned. he/she is in.
• Respond to B. • Ask A what his/her occupation is.
• Respond to B. • Guess incorrectly what A’s obligations are.
• Correct B’s guess. • Rephrase your guess.
• Accept B’s correction. • End the conversation.

Practice 6
You’re at your school reunion. Talk to another reunion participant about your and his/her
jobs. Mention what departments both of you are in and the activities that you perform at the
departments. Make sure that you explain things in different ways. Use the expressions you
have learned. What do you think about your classmates’ performance? Give feedback using
the feedback form below.

FEEDBACK FORM
Did he/she use Did he/she speak clearly
Name the expressions correctly? and loudly? Notes
Practice 5 Practice 6 Practice 5 Practice 6

60 Unit 4 Activities of Company Departments

 LANGUAGE FOCUS:
Conditional Sentence – IF Clause Type 1

Conditional Sentence IF-clause Main clause

Positive If you work hard, you will be promoted.

Negative If I don’t finish it today, the project will be held up.

Conditional Sentence Main clause If-clause

Positive He will look into other server if he has some access to it.

Negative She won’t turn down work if she thinks she can do it.

Practice 1
Complete the following exchanges. Use the right form of verbs. Look at the example.

If we leave him behind, he will catch up.

1. If you give the ledgers to Mrs. Jones, she _______ them thoroughly. (check)
2. If you text him, he ______. (negative, reply)
3. If the current contract expires, we _______ new cargo companies. (look out for)
4. If your partner is sick, you _______ to take over his work. (need)
5. If the helmets wear out, we _______ new ones right away. (purchase)
6. If you don’t give up, you _______ your clients. (get through to)
7. If you contact the suppliers today, the items _______ today. (negative, be deliver)
8. If you respect each other, you _______ well with other team mates. (get along)

Practice 2
Match the if clauses with their main clauses.

1. A If the deal is not beneficial enough for you, you can back out from it. A.

2. ____ If we give them enough time, we will need to get another supplier. B.

3. ____ Lim from production will call us if the machine breaks down. C.

4. ____ We won’t close down Cikarang factory even if the sales slow down. D.

5. ____ If we don’t finish this meeting soon, it will be very helpful for us. E.

6. ____ He will check up on the previous sheets they will figure out how to fix the PCs. F.

7. ____ If we can’t get a good price, we’ll have to carry the meeting over lunch. G.

8. ____ If you’re going to write down the minutes, if he finds any imbalance in the final ledger. H.

Unit 4 Activities of Company Departments 61

 Practice 3
Complete the following conversation using conditional sentences. Listen to the audio file to
check your answers.

Situation: In front of a company’s announcement board

Khalid: What are you looking at, Julia?

Julia: I’m studying this announcement about having our own supply chain management.
Khalid: What will the advantages be, if 1. _______?
Julia: One thing for sure, we can have more flexibility in arranging our delivery.
Khalid: We’re not flexible enough?
Julia: Basically, we currently rely on other companies to deliver our goods. Our options are limited by their
availability and their vehicles.
Khalid: I see. So, if we want to send something, we 2. _______ abide by their rules and schedules?
Julia: Exactly. Because we’re still expanding, we don’t have a steady product demand.
Khalid: Another thing, if we’re using our own delivery, 3. _______ our delivery cost 4. _______ lower?
Julia: Well, most likely.

Practice 4 I work for a private sector contractor. If

we’re going to get a project, we need to
Think about your company
bid the tender first. If we win the tender,
and the departments in it. Talk we will be notified.
about their activities using
I work as a cashier at Finance
conditional sentences. Look at Department. If anyone would like to get
the example. his expenditure reimbursed, he or she
will need to show the receipts and submit
a form signed by his or her supervisor.

PRONUNCIATION: Phrasal Verbs’ Stresses

Practice 1
Listen to the recording. Write down the stressed part.

1. drop in 3. look up

2. deal with 4. pile up

Practice 2
Listen again and repeat.

62 Unit 4 Activities of Company Departments

 CASE STUDY: Working across Departments

Read the passage carefully, and discuss the questions. Then do the tasks.
Working across departments or cross departmental collaboration
is more than just a common term in the present complex business
environment. Professionals from one department are increasingly
working with others from various departments as part of their
growing roles within their companies, and they have found
that such collaboration is essential to company performance
and advancement. Not only does collaboration make business
strategies run well, but it also helps overcome problems and builds
relationships among employees to reach the company potentials.
Although collaboration has positive results, knocking down the barriers between people and departments is
not without difficulties. Some of them are (1) the varied personalities, (2) stressful situations, (3) conflicting
deadlines, and (4) different business terms of departments. However,
these problems can be overcome through respect for each other,
empathy for and recognition of others, updates for all, and good
communication skills. With determined efforts, professionals from
different departments will be able to work together to reach the
company goal.
Despite the problems, working across departments has great
benefits for companies. Employees gain an overall view and
deeper understanding of their work. It also streamlines processes
in company projects. Collaboration means sharing ideas, thus
enriching and motivating every employee involved.

TASK 1
1. Why is it important to work across departments?
2. What can be the problems and the benefits to the company and to
individual employee?
3. What can be done to overcome the problems?
4. Do you also work across departments?

TASK 2
Tell the class what you do in your company to promote cross-departmental
collaboration. Tell the class the problems and solutions.

Now I can
Check (√) talk about activities in various departments in a company.
your rephrase what has been said and express that something is right using the expressions
progress! learned appropriately.

use conditional sentences type 1 correctly when talking about various department activities.

.
Unit 4 Activities of Company Departments 63