Understanding Report Generation Prompts

When asking an AI to generate reports and analyze data, specificity and structure are key. Your prompts should clearly outline:

1. The type of report/analysis needed
2. The key metrics or data points to focus on
3. The preferred format and level of detail
4. The intended audience

Best Practices

• Include timeframes for the data (e.g., "Q1 2023 sales data")
• Specify the format (e.g., "bullet points", "executive summary")
• Request specific metrics (e.g., "focus on conversion rates and customer acquisition cost")
• Define the context (e.g., "for a board presentation")

Real-World Example

A coffee shop owner wanting to analyze their sales trends would benefit from a structured prompt that specifies the analysis period, key metrics like bestselling items and peak hours, and the desired format of insights.

Common Mistakes

• Being too vague about requirements
• Not specifying the data scope
• Forgetting to mention the intended use/audience
• Omitting format preferences

Good Prompt ✅

Generate a detailed sales analysis report for my coffee shop covering January-March 2024. Focus on: 1) Top 5 bestselling items 2) Peak sales hours 3) Average transaction value. Format as an executive summary with bullet points and include 2-3 actionable recommendations for improving revenue. This will be used for my quarterly staff meeting.

Bad Prompt ❌

Analyze my business data and tell me what's important.