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Chat GPT Plus for work reports: the 5-step method
A good report does not come from a single prompt. With Chat GPT Plus (ChatGPT) a method works better: structure first, then content, then review. That way the text stays yours and the time is cut in half.
The method
- Give context and recipient. Who reads it, what they already know, what they must decide.
- Ask for the outline first and approve or correct it.
- Paste real notes and data and ask it to use only those.
- Ask for the version for the recipient: short for someone with 2 minutes, extended for someone who needs to go deeper.
- Do a critical review: ask it to flag weak points and statements without data.
Ready prompts
PROMPT 1Turn these notes into a one-page report for [recipient]. Structure: situation, key data, risks, decision required. Tone [formal/direct]. Notes: [paste].
PROMPT 2Summarize this text for an executive who has 2 minutes: 3 key points, 1 risk, 1 decision to make. Text: [paste].
PROMPT 3Reread this report as a strict editor: flag ambiguous sentences, repetitions and statements without data, then propose a clearer version. Text: [paste].
PROMPT 4Write an email to accompany the report to [recipient], with a precise request and a deadline.
To avoid invented numbers, always add this instruction: "Use only the data I gave you. If a piece of data is missing, write 'missing data' instead of estimating it."
Mistakes to avoid
- Accepting figures and sources without checking them. AI can be wrong or make things up.
- Publishing a generic text. Add your point of view and a concrete example.
- Pasting confidential data without having checked the security rules.
Want to learn to use AI in your work?
Download the free Excel dashboard template and the 30 prompts, or book a free 30-minute session.