Stage 1 Write down your purpose
It is a good idea to write down (in a sentence or two) exactly what you are trying to achieve
through your essay. This helps you organize your material around this purpose without straying
away from the point.
Stage 2 Assemble the information
Using notes on paper, index cards or notes on your PC, jot down all the ideas or points you may
want to make. At this stage, you need to select only the essential, relevant information. Ask
questions like: Is this really my message? Does my audience really need to have this information
in order to understand my message? Will this information help me achieve my purpose?
Stage 3 Group the information
At this stage you should consider your list and look for links between bits of information.
Rewrite your notes clearly, preferably under subheadings. These could become the paragraphs or
sections of your completed message. Remember all paragraphs should carry one main idea. All
other material in the paragraph will be supporting evidence – examples, elaboration, illustrations,
etc.
Stage 4: Put the information into logical sequence
This stage requires you to put the pieces of information (still only in note-form) into some sort of
sensible order. You can employ any of the following methods to order your material:
a) Chronological order – it is sometimes called historical order and is perhaps the most
common method. It presents the material in the order it occurs in time.
b) Spatial (or place) order- facts are presented on geographical basis- from one place: from
north to south, top to bottom, left to right, high to low, in and out, up and down, or near to
far. This method is effective for describing machinery, buildings, furniture or
geographical location.
c) Order of importance – this presents material either in descending order of importance ,
starting with the most important to gain the reader’s attention or in ascending order,
starting with the least important
d) Ascending order of complexity- simpler ideas first, followed by increasingly difficult or
complex material
e) Descending order of familiarity – moving ‘from the known to the unknown’
f) Cause and effect – put simply, it means “because of this, then that”. That is, “because this
happened, that happened”
g) Topical - this requires that you deal with the material on a topic-by-topic. This is
especially useful when there appears to be no real no link between the chunks of material
you have.
Stage 5: Produce a skeleton outline
This involves the production of a clear plan, which becomes increasingly easier by working
through the previous four stages carefully. An outline makes the job of writing and presenting
your work easier.
Stage 6: Write the first draft
Now you are ready to start writing. At this stage, do not worry about style and words. Just place
the different chunks of information in their place: introduction, the main body and the conclusion
Stage 7: Edit the rough draft and write the final draft
This stage requires you to put yourself in the shoes of your receiver. Read the rough draft
through their eyes, checking for ambiguities, errors, awkward expressions, lack of signpost
words (first, second, finally, in addition, on the other hand etc) which are essential to guide your
leader along the route of your ideas. Above all, aim for a concise, easily understood style.
sharon kalunda answered the question on February 27, 2019 at 14:21