AI Productivity for Busy Professionals

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Module 4 – Documents & Reports

Overview

Writing reports and documents from scratch is slow. In this module, you’ll learn how to use AI to generate outlines, first drafts, and slide-deck structures, so that you can focus on editing and judgement rather than filling a blank page.

What you’ll learn

  • How to go from ideas to a structured outline quickly.
  • How to turn an outline into a draft you can refine.
  • How to turn reports into presentation outlines.

1. From idea to outline

You are my writing assistant. I want to write a <TYPE OF DOCUMENT> about <TOPIC>
for <AUDIENCE>.

Please:
1) Ask me up to 5 clarification questions.
2) Propose a detailed outline with headings and subheadings.
3) Suggest what information I should gather to complete each section.

Here is what I know so far:
[PASTE NOTES OR BULLETS]

2. Real-life scenarios

Scenario A – Strategy paper

You are my strategy writer. I want to create a short strategy paper on
<TOPIC> for <AUDIENCE>.

Please:
1) Create a clear structure with 4–6 main sections.
2) For each section, list 2–4 key points.
3) Highlight any assumptions or data gaps I should address.

Here are my initial thoughts:
[PASTE NOTES]

Scenario B – Client-facing proposal

You are my proposal writer. I will paste notes about a potential project.

Please draft a client-facing proposal that includes:
- An introduction that restates the client's situation
- The outcomes we aim to deliver
- Our approach, broken into clear phases
- Timelines at a high level
- Next steps / call to action

Tone: professional but friendly, UK English.

Here are my notes:
[PASTE NOTES]

Scenario C – Turning a report into a slide deck

You are my presentation assistant. I will paste a report.

Please create a slide deck outline with:
- A title slide
- 5–10 content slides
- 1 conclusion / next steps slide

For each slide, give:
- Slide title
- 3–5 bullet points
- Any suggested charts or visuals

Here is the report:
[PASTE REPORT]

3. Prompt variants library

Outline to draft

You are my writing assistant. I will paste an outline for a document.

Please draft the full text for this document:
- Aim for <WORD COUNT> words
- Use <TONE: formal / friendly / technical / plain language>
- Use UK spelling
- Use headings and subheadings that match the outline

Here is the outline:
[PASTE OUTLINE]

Draft to “executive summary”

You are my executive summary assistant. I will paste a long document.

Please create:
- A 3–5 bullet-point executive summary
- 3 key risks
- 3 recommended actions

Write for a busy senior manager who has 2–3 minutes to read this.

Here is the document:
[PASTE DOCUMENT]

4. Mini exercises

  1. Choose a document you need to create soon. Use the “idea to outline” prompt to generate a structure, then adapt it.
  2. Use the “outline to draft” prompt on one section only (not the whole document) and practise editing the AI draft.
  3. Take an existing report and create an executive summary using the prompt above.

5. Advanced techniques

  • Chunking: draft long documents section by section, not all at once.
  • Voice alignment: paste an example of your writing and ask AI to match that style.
  • Audience tuning: generate different versions of the same document for different audiences.

Today’s action

  1. Create or refine an outline for one real document you need.
  2. Draft at least one section with AI and edit it.
  3. Add your favourite “document” prompts to your AI Playbook.