Integrating Your Skills in a Complex Project Scenario.

The final lesson brings everything together in a realistic capstone scenario. You will follow a short case study of an international project with multiple stakeholders, a tight deadline and a few unexpected problems. Step by step, you will analyse sample emails, meeting extracts, call notes and presentation slides, recycling language from previous lessons. Then you will take the role of a project professional who has to update the client, negotiate a small change, coordinate with your team and present a revised plan. You will plan your communication across different channels, decide which key phrases and strategies to use and complete a series of short speaking and writing tasks. A simple checklist will help you reflect on your strengths and areas to develop further. By the end, you will see clearly how far you have come and feel ready to handle complex workplace communication in English more independently.

1. Understanding the capstone project scenario.

Welcome to your final, integrated lesson. In this capstone, you are going to step into the role of a project professional managing a real‑feeling international project. Before you write or speak anything, we will first slow down and understand the situation clearly. On the screen, you will see a short case study about a client portal project, the key stakeholders involved, and a tight deadline that is under pressure because of a couple of unexpected problems. Your first task is simply to read, think and decide which communication channels make most sense at different moments. As you read, pay special attention to who needs what information and how urgent each issue feels. Should you send an email, organise a meeting, or pick up the phone? In real life, these choices make a huge difference to how professional and proactive you appear. After reading, you will write a few short notes explaining which channel you would use in three mini situations and why. I will then give you feedback on how clear and realistic your choices are, and I will suggest some useful phrases you can use to outline the situation and summarise key points. Let us get into the story of the project now.

Case study overview – GreenTech client portal.

In this capstone scenario, you are Alex, a project professional in an international company that builds digital tools for clients.

Your current project is to deliver a client portal for GreenTech Solutions, an environmental consultancy. The portal will allow their customers to log in, download reports and track the status of ongoing projects.

Key facts.

• Client: GreenTech Solutions
• Main client contact: Maria Lopez, Operations Director
• Your company team: Ravi (development lead), Emma (UX designer), Li (operations and support)
• Original go‑live date: 30 June
• Today’s date: 10 June
• Current status: Design approved, development 80% complete, testing has not started yet.

Two unexpected problems have appeared:

1. A third‑party data provider has delayed their API documentation by one week.
2. GreenTech has requested an extra reporting feature that was not in the original scope.

You need to use several communication channels to manage this situation professionally:

• short internal chats and meetings with your team;
• a call with Maria to update her and manage expectations;
• a follow‑up email summarising agreements and next steps.

Mini task – choosing the right channel.

Imagine it is Monday morning. You have just received the news about the delayed API, and five minutes later an email from Maria asking for the extra reporting feature.

You will now read a short narrative of what happens next. Then you will decide which channel is best for three small situations: internal coordination, updating the client, and confirming agreements in writing.

As you think, consider:

• urgency;
• level of detail;
• need for discussion or negotiation;
• need for a written record.

Keep in mind useful phrases from the chunk bank such as "Let me briefly outline the situation" and "To summarise, we have agreed that..." – they will be very helpful later.

Practice & Feedback

Read the short narrative in the box carefully. Then imagine you really are Alex, responsible for this project. For each of the three situations at the end of the text, write 2–3 sentences explaining:

1. Which communication channel you would choose (for example, quick chat message, short email, phone call, video meeting).
2. Why that channel is appropriate in this situation.

Use workplace language and, if you can, include phrases like "Let me briefly outline the situation" or "I will share a short summary afterwards". There are no perfect answers – I am interested in your reasoning and your ability to justify your choice clearly in professional English.

2. Analysing client and internal messages.

Now that you have a clear picture of the overall scenario, let us zoom in on the actual messages people are sending. In real projects, you are often in the middle, balancing what the client wants with what your internal team can realistically deliver. On the screen you will see two short texts: an email from Maria, your client contact at GreenTech, and an extract from your internal meeting notes with Ravi and Emma. Your job in this block is to read these carefully and identify the key information, the underlying concerns and any differences in priorities between client and team. This is exactly what you need to do before you can explain the situation to a manager or propose a solution. After reading, you will write a short, clear summary of the situation in your own words, as if you were explaining it to your manager or a senior stakeholder who has not read the original messages. Focus on being accurate, concise and neutral in tone. Avoid emotional language or blame; instead, use phrases like "We have identified two main issues" or "From the client’s perspective, the key point is...". I will then give you feedback on how well you captured the essentials and how professional your summary sounds.

Looking closely at what people really say.

In this step, you will see the actual messages that move the project forward – or create pressure.

First, look at Maria’s updated email. It is slightly longer and shows her tone and expectations more clearly. Then, read the internal notes from a quick stand‑up meeting with Ravi and Emma.

As you read, ask yourself:

• What does the client really want?
• What does the client fear might happen?
• What does the team know that the client does not yet know?
• Where are the risks and the options?

Being able to see these layers helps you choose the right language later when you explain problems and propose a plan.

Email from Maria – client perspective.

> Dear Alex,

>

> Thanks again for the good progress so far. The design looks excellent and the team are really excited about the portal.

>

> I do have one concern. As mentioned, we would very much like to include a regional carbon‑saving report in the first release. This is important for the presentation at the sustainability conference on 5 July.

>

> We are counting on a 30 June launch, as previously agreed, so I hope this extra feature will still be possible within the timeline.

>

> Could you please confirm the plan and let me know if there is anything we should be aware of?

>

> Best regards,

>

> Maria

Internal stand‑up notes – team perspective.

> - Ravi: API docs delayed until 17 June. Realistically, that means we can only start full integration and testing from 18 June.

> - Emma: UX is complete, but the extra regional report would require an additional layout and some usability checks.

> - Ravi: If we try to keep the 30 June go‑live and add the new report, we will probably have very limited testing. Risk of bugs in the live system.

> - Team suggestion: Phase 1 go‑live on 5 July with core features fully tested. Phase 2 with regional report two weeks later.

Your next move.

Imagine your manager stops by your desk and says: "Quickly, what is going on with GreenTech?" You cannot read them the whole email and notes. You need a clean, professional summary.

Aim for something like:

> "Let me briefly outline the situation. We have faced two main challenges on this project..."

In the activity below, you will practise writing such a summary.

Practice & Feedback

Write a short summary of the situation as if you were speaking to your manager who has not seen the email or the notes. Do not copy whole sentences. Instead, use your own clear words.

Write 4–6 sentences. Include:

• what the client wants and why the date is important;
• what technical and design constraints the team has identified;
• the main risk if you try to keep everything for 30 June;
• the idea of a possible phased plan.

Use neutral, professional language. Try to use at least one phrase such as "Let me briefly outline the situation", "From the client’s perspective..." or "Our proposal is to...". Imagine you are giving a short spoken update, but write it as continuous text.

3. Listening – discussing problems and options.

You have now seen the written side of the story. Before you speak to the client, you usually need a focused internal discussion to clarify the technical situation and agree realistic options. In this block, you will listen to a short call between you, Alex, and Ravi, the development lead. In the audio, Ravi explains the impact of the API delay and comments on the new reporting request. Your job is to listen for two things: first, the **problems**, and second, the **possible solutions** or options. On the screen, you will see some useful phrases for explaining challenges and then moving quickly to a constructive, solution‑focused message. After listening, you will write a short paragraph in your own words, as if you were about to brief the client. You will start with a sentence like, "We have faced two main challenges on this project, but the good news is that we already have a plan to address them." This is exactly the kind of clear, balanced language that helps you sound confident and professional, even when you are bringing bad news. Listen carefully, and feel free to replay the audio if you need to.

Internal call – from problem to plan.

Before you contact the client, it is wise to clarify the facts and options with your internal experts. In this listening activity, you will hear a short call between Alex and Ravi.

While you listen, focus on:

• the way Ravi explains the impact of the API delay;
• how they evaluate the extra reporting request;
• which options they see for the timeline and scope.

Useful phrases for explaining problems constructively.

When you talk about problems with a client or manager, it helps to balance challenge and solution. Here are some phrases you can reuse:

• "Let me briefly outline the situation."
• "We have faced two main challenges on this project."
• "This is mainly due to the delay from our data provider."
• "The main impact is that we will have very limited time for testing."
• "The good news is that we already have a plan to address this."
• "Our proposal is to make the following changes..."
• "This option would allow us to deliver by 5 July, with the following impact."

You will now listen to the internal call. Then you will write a short paragraph using some of the phrases above to describe the situation for a client‑friendly update.

Try to separate the information clearly:

1. A brief outline of the overall situation.
2. The two main challenges.
3. The proposed solution, including a realistic date.

This will prepare you for the negotiation with Maria in the next block.

Practice & Feedback

Listen to the call script carefully. You can play it more than once. Then imagine you are about to speak to Maria on the phone.

Write one paragraph of 5–7 sentences starting with:

> "Let me briefly outline the situation. We have faced two main challenges on this project."

In your paragraph:

• explain, in simple terms, what the two challenges are;
• mention what the main impact is on testing and the original date;
• describe the proposed solution and the new realistic date;
• try to add one positive sentence, such as "The good news is that we already have a plan to address them."

Use clear, neutral language. Imagine Maria is intelligent but not technical, so avoid deep jargon. Focus on being structured and reassuring.

4. Chatting with the client to negotiate changes.

You have now clarified the technical situation and practised explaining it in a structured way. The next step is to communicate with Maria, your client, in real time. In many modern workplaces, this does not always happen by phone; often it is a quick chat in a tool like Teams or Slack. In this block, you will simulate a short chat exchange where you need to update Maria, explain the challenges and negotiate a small change to the plan. On the screen, you will see a model chat and some useful phrases for softening bad news, proposing options and checking whether the client is comfortable with your suggestion. Your task is to write a short sequence of chat messages as Alex, replying to Maria’s last message. Aim for a natural, conversational tone, but keep it professional. Use short paragraphs, not long emails. Remember to balance honesty about the risks with a positive, solution‑oriented attitude. At the end, I will respond as Maria, so you can see how your negotiation could continue.

Live chat with Maria – negotiating the plan.

Maria has now seen some early screenshots of the portal and has a few questions. Instead of organising a formal call, she opens a chat with you.

Example chat.

> Maria: Hi Alex, do you have a minute? I just wanted to check that we are still on track for 30 June.

>

> Alex: Hi Maria, yes of course. Let me briefly outline the situation. We have faced two main challenges, but the good news is that we already have a plan to address them.

>

> Maria: OK, what kind of challenges?

>

> Alex: The first is a one‑week delay in the API documentation from our data provider, which reduces the time available for testing. The second is the new regional carbon‑saving report, which adds some extra work for the team.

>

> Maria: I see. So what does that mean for the launch?

>

> Alex: Our proposal is to move the go‑live to 5 July. This option would allow us to fully test the core features and include the regional report for your conference.

Notice how Alex:

• explains the problems briefly and calmly;
• immediately emphasises that there is already a plan;
• proposes a specific alternative date;
• connects the proposal to Maria’s priority – the conference.

Useful negotiating phrases.

• "I completely understand that the timing is important for you."
• "Just to set expectations, the earliest realistic launch date would be..."
• "One option that would still work for your conference is..."
• "From your point of view, would that be acceptable?"
• "If you prefer to keep 30 June, we could reduce the scope slightly by..."
• "To summarise, this plan would allow us to..., with the following impact..."

You will now continue the chat and practise sounding both honest and reassuring.

Practice & Feedback

Read Maria’s latest message in the box. Then imagine you are Alex, replying in a live chat window. Write a short sequence of 3–5 chat messages from Alex.

Guidelines:

• Each message can be 1–3 sentences, similar to the example chat above.
• Start by showing that you understand Maria’s concern.
• Briefly outline the two challenges (API delay and extra report) without giving too much technical detail.
• Propose a clear option, for example moving the launch to 5 July or keeping 30 June with reduced scope.
• Ask a polite checking question such as "From your point of view, would that be acceptable?"

Use a friendly but professional tone. You are not writing an email; keep it concise and use natural chat style, but no slang.

5. Writing a follow up email to all stakeholders.

After a live conversation or chat, the work is not finished until everyone is aligned in writing. In this block, you will write a clear follow up email to all key stakeholders, both internal and external, summarising what has been agreed and what happens next. On the screen, you will see a simple structure you can follow and some useful phrases from the chunk bank, such as "To summarise, we have agreed that..." and "I will share a written summary with all stakeholders after this." Your job is to put everything together: briefly outline the situation, recap the new plan, and list the concrete actions with owners and dates. Imagine you are sending this email to Maria, your manager, and your internal team. The tone should be confident, calm and solution focused. At this point in the lesson, you have already analysed the scenario, listened to the internal call, and negotiated with the client, so you have all the information you need. Now it is about packaging that information in a professional, easy to follow email.

The purpose of the follow up email.

After your chat with Maria, you have a verbal agreement. However, people are busy, and memories are short. A concise follow up email:

• confirms the agreed plan;
• records deadlines and responsibilities;
• reduces the risk of misunderstandings later;
• shows that you are organised and professional.

You will now write such an email as Alex.

Suggested structure.

Subject line

• GreenTech portal – updated launch plan and next steps

Opening and context

• Refer to the recent chat or call.
• Briefly outline the situation again in one sentence.

Summary of agreed changes

• New launch date and what will be delivered.
• Any phased approach or scope adjustments.

Action points and responsibilities

• Who does what, and by when.

Closing

• Offer to clarify anything.
• Show a positive, forward‑looking tone.

Useful phrases to recycle.

• "Further to our chat earlier today..."
• "Let me briefly outline the situation."
• "We have faced two main challenges on this project, but the good news is that we already have a plan to address them."
• "Our proposal is to make the following changes."
• "To summarise, we have agreed that..."
• "Internally, we will need to..."
• "From the client’s perspective, the key points are..."
• "I will share a written summary with all stakeholders after this."

Use these to make your email sound fluent and confident.

Practice & Feedback

Imagine the chat with Maria went well and she accepted a 5 July launch with all key features, including the regional carbon‑saving report. Internally, you agreed that:

• Ravi’s team will finalise integration as soon as the API docs arrive on 17 June.
• Emma will complete the design and usability checks for the new report by 24 June.
• GreenTech will provide final test data by 25 June.
• You will organise a short go‑live readiness meeting on 2 July.

Write a full email from Alex to Maria, with your manager and team in copy. Aim for 180–220 words.

Include:

• a clear subject line;
• a short opening referring to your recent chat;
• a brief outline of the situation and the new plan;
• a bullet or numbered list of the main action points with owners and dates;
• a polite, positive closing.

Focus on clarity, structure and a professional but friendly tone.

6. Reflecting on your progress and planning ahead.

You have reached the final block of this capstone lesson, and in fact of the whole course. You have analysed a complex project scenario, chosen appropriate channels, explained problems, negotiated a change and written a clear follow up email. Now it is time to step back and reflect on what you can do in English and where you want to go next. On the screen, you will see a short self assessment checklist and some key phrases from this lesson’s chunk bank. Your task is to think honestly about your strengths and areas to develop, then write a short reflection and a mini plan for future projects. This is not about being perfect; it is about being aware and intentional. I will respond to your reflection by highlighting what you are already doing well and suggesting some practical next steps, including which phrases you might continue to practise. Treat this as a moment to recognise your progress and to commit to one or two concrete actions that will keep your workplace English improving after this course.

Looking back at the integrated scenario.

In this lesson you have:

• analysed a multi step project scenario with several stakeholders;
• decided which communication channels to use and why;
• used clear phrases to explain problems and propose solutions;
• negotiated a small change to the plan with a client;
• summarised agreements and next steps in a professional email.

These are all core B2 workplace skills.

Quick self assessment checklist.

How confident do you now feel about these points? Rate yourself mentally from 1 (not at all) to 5 (very):

• I can briefly outline a complex situation in clear English.
• I can explain risks and impacts without sounding emotional or blaming others.
• I can propose realistic alternatives and negotiate small changes politely.
• I can write short, structured emails that summarise decisions and next steps.
• I can decide when to use email, chat, calls or meetings to communicate.

Key phrases to keep using.

From the chunk bank for this lesson, here are some high‑value phrases you might want to keep in your personal phrase bank:

• "Let me briefly outline the situation."
• "We have faced two main challenges on this project."
• "The good news is that we already have a plan to address them."
• "From the client’s perspective, the key points are..."
• "Internally, we will need to..."
• "Our proposal is to make the following changes."
• "This option would allow us to deliver by..., with the following impact."
• "To summarise, we have agreed that..."
• "I will share a written summary with all stakeholders after this."
• "Going forward, I would like to focus on developing..."

You will now write a short reflection and a mini action plan.

Practice & Feedback

Take a moment to think about the work you have done in this lesson and in the course as a whole. Then write two short parts:

Reflection (6–8 sentences)

• Describe which communicative tasks now feel easier for you (for example, explaining problems, writing follow up emails, participating in meetings).
• Mention 1–2 areas you still find challenging.
• Try to use at least one phrase such as "Looking back, my communication has improved most in..." or "From the client’s perspective, the key points are..." (adapted to your situation).

Mini action plan (3–5 bullet points)

• Start bullets with expressions like "In my next project, I will...", "I want to keep practising...", "I plan to...".

Be honest and specific. Imagine you are writing this for yourself, but also for a coach who will help you decide what to focus on next.