Prompts for Writing Reports Efficiently

Writing reports is an essential duty for professionals. Regardless of which department you belong to, whether it's HR, Finance, Sales, or Development, documentation is necessary to understand current situations and prepare for the future.

However, writing reports can be a challenging task filled with the stress of having to be creative. The process of collecting data, analyzing it, deriving insights, and documenting it demands a considerable amount of time and effort.

When it comes to writing data-driven reports, AI specialized in pattern recognition and inference can be a valuable aid.

Let's explore the prompt engineering techniques that harness AI for assisting in report writing.

For data collection, it's beneficial to use Retrieval-Augmented Generation (RAG) and extract data using your own data sources (spreadsheets, databases, etc.), then organize the extracted data using Formatting.

Below is an example of formatting data copied from a spreadsheet like Excel or Google Sheets into CSV format.

To analyze data and derive insights collaboratively with AI within the same session, it's advantageous to convert your data into formats like CSV or JSON.

Copy
### Instruction
Convert the "data" copied from the Excel file below into CSV format and add "Daily_Sales_Amount" column next to "Sales_Units".
Calculate "Daily_Sales_Amount" by dividing "Sales" by the number of days in the month corresponding to "Date".
Display "Daily_Sales_Amount" up to two decimal places.

### Context
Based on the converted CSV, we are planning to analyze sales trends and select a region to focus our marketing campaigns.

### Data
Date	Product	Region	Sales_Units	Inventory	Sales
2023-01	Camera	North America	452	11	45200
2023-02	Air Conditioner	South America	738	13	221400
2023-03	Computer	Asia	549	4	109800
2023-04	Camera	Europe	101	14	10100
2023-05	Air Conditioner	North America	931	2	279300
2023-06	Computer	South America	248	8	49600
2023-07	Camera	Asia	632	6	63200
2023-08	Air Conditioner	Europe	850	17	255000
2023-09	Computer	North America	345	5	69000
2023-10	Camera	South America	489	9	48900

Caution: When uploading data or files to any ChatGPT instance, ensure personal information is removed and compliance with your company's security policy is maintained.

In this way, you can transform imperfectly formatted data from an Excel sheet into a CSV format that AI can analyze, and add new columns of data (e.g., Daily_Sales_Amount) during the data arrangement.

When analyzing data, you can use various prompt engineering techniques such as Chain of Thought (CoT) and Generated Knowledge Prompts (GKP).

Chain of Thought, or CoT, is a technique to guide AI to solve problems through multiple steps. This can be applied to various topics during report writing, such as analyzing the causes of sales decline or developing marketing strategies based on market research.

Copy
Based on the CSV data:

1. What is the product with the highest sales?
2. In which region does this product have the highest sales?
3. In what month does this product have the highest sales?

Please analyze.

Note: If you need visualized materials like charts or graphs, you can add a directive to the ChatGPT prompt such as Create a bar graph based on the data.

Generated Knowledge prompting utilizes information previously generated to create new information.

Copy
List 5 essential components that must be included in a sales analysis report and create that content based on the CSV data above.

Leverage AI's smart inference abilities to derive insights based on your analysis of the data.

Copy
Based on the sales data analyzed so far,

1. Why do you think the most sold product was the most popular?

2. What considerations should be taken into account when developing a marketing strategy for Asia?

3. How should next year's sales strategy be developed for each product?

Please derive insights.

AI is especially adept at processing vast quantities of data in a short time. Unlike humans, AI is not affected by fatigue, emotional state, or lack of attention, allowing it to process and infer data consistently.

Utilize AI specialized in data analysis to shorten your report writing time and extract more detailed insights!

Send prompt examples and compare AI responses.