U01 Gra 000

Mastering Present Tenses: Simple and
Continuous for Administration Students

© McGraw Hill
Content
1. Understanding Present Tenses
2. Present Tenses in Action
3. Present Tenses in Administrative
4. Contexts
© McGraw Hill
Section 1
Understanding Present Tenses
© McGraw Hill
The Basics of Present Simple and Continuous
Definition and Structure Usage Rules Time Expressions
The present simple tense describes Understanding when to use each Time markers often help identify the
routine actions, general truths, and tense is crucial for clear correct tense. Words like 'always',
habits, using the base form of the communication. Present simple is for 'usually', 'often' signal the present
verb for most subjects and adding '-s' repeated actions or routines, while simple, whereas 'now', 'at the
for third-person singular. The present present continuous is for ongoing moment', 'currently' point to the
continuous tense, formed with actions or temporary situations. present continuous.
'am/is/are' plus the '-ing' form of the
verb, indicates actions happening
right now or current temporary
situations.
© McGraw Hill
Forming Negative Sentences
Negatives in Present Simple
To form negatives in the present simple, add 'do not'
or 'does not' before the base verb. For example, 'He
does not (doesn't) handle the accounts'.
Negatives in Present Continuous

For the present continuous, 'not' is placed after
'am/is/are'. For instance, 'They are not (aren't)
reviewing the reports currently'.
Common Mistakes
Highlighting typical errors helps students avoid them.
For example, using 'do not' with 'ing' form or 'is not'
with the base form of the verb.
© McGraw Hill
Asking Questions
01 02 03
Question Formation in Question Formation in Question Words
Present Simple Present Continuous
Incorporate question words like
To ask questions in the present In the present continuous, invert 'What', 'Why', 'How often' to
simple, invert 'do/does' with the 'am/is/are' with the subject: form more specific inquiries:
subject: 'Do you track the 'Are you updating the database 'How often do you conduct
inventory?' or 'Does she right now?’ audits?’
organize the files?'
© McGraw Hill
Section 2
Present Tenses in Action
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Everyday Scenarios in Administration
Routine Tasks Current Projects Mixing Tenses
Present simple for tasks like 'He Present continuous for ongoing Sometimes both tenses are used
checks emails daily' or 'She schedules tasks: 'The team is preparing the together: 'She usually updates the
meetings weekly'. quarterly budget report'. files, but she is organizing a
conference now'.
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Describing Workflows
Process Descriptions
Use present simple to describe standard procedures:
'We file reports at the end of each month'.
Current Changes
Use present continuous to describe changes in
process: 'We are currently transitioning to a new
filing system'.
Habit vs. Exception

Contrast habits with exceptions: 'He typically
manages client accounts, but he is assisting with the
audit today'.
© McGraw Hill
Handling Client Interactions
01 02 03
Regular Interactions Immediate Responses Frequency of Contact
Present simple for regular Present continuous for Discussing how often clients are
services: 'Our department immediate actions: 'I am contacted: 'We usually touch
handles client inquiries'. addressing a client's concern at base with clients monthly'.
the moment'.
© McGraw Hill
Section 3
Present Tenses in Administrative Contexts
© McGraw Hill
Present Tenses in Job Descriptions
Defining Roles Current Openings Action vs. Responsibility
Use present simple to outline job Use present continuous to describe Differentiate between current
responsibilities: 'An administrative ongoing recruitment: 'Our company actions and overall responsibilities in
assistant organizes files and manages is seeking a new financial planner'. job roles.
schedules'.
© McGraw Hill
Present Tenses in Meetings and Presentations
Setting Agendas
Present simple for agenda items: 'The meeting
covers the annual budget and team objectives'.
Live Updates
Present continuous for real-time updates: 'We are
currently discussing the third-quarter earnings'.
Engaging Participants
Encourage active participation by using the
appropriate tense for questions and discussions.
© McGraw Hill
SWOT Analysis in Present Tenses
01 02 03
Strengths Weaknesses Opportunities
Present simple for enduring Present simple for persistent Present continuous for current
strengths: 'Our team issues: 'The department does opportunities: 'We are exploring
consistently delivers high-quality not meet the monthly targets new markets this quarter'.
customer service'. regularly'.
© McGraw Hill

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Mastering Present Tenses: Simple and

Continuous for Administration Students

2. Present Tenses in Action

3. Present Tenses in Administrative

Understanding Present Tenses

Definition and Structure Usage Rules Time Expressions

Negatives in Present Continuous

Present Tenses in Action

Routine Tasks Current Projects Mixing Tenses

Habit vs. Exception

Present Tenses in Administrative Contexts

Defining Roles Current Openings Action vs. Responsibility

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