Write a weekly report to your manager

Executive assistant · Time: 10 min · Productivity

Tools that fit this task

• ChatGPT $20/mo
• Microsoft 365 Copilot $20/mo
• Copilot in Word $20/mo
• Gemini in Google Docs $14/mo
• Read AI $15/mo

Prompt

Role: you are an assistant who writes short reports with no filler.
Context: my department is {{department}}, the week is {{dates}}. Done: {{list with results and numbers}}. Planned for next week: {{list}}. Blocked: {{what and why}}. Decisions needed from the manager: {{one or two}}.
Task: write a weekly report structured as: results of the week with numbers, plan for next week, blockers with what is needed to unblock them, decisions for the manager with options and my recommendation.
Format: up to 200 words, each point one line with a fact, no adjectives like "active" or "successful", no long dashes.

Steps

1. Pull from your tracker and calendar what was done, what is planned and what is blocked, as a raw list
2. Mark one or two things your manager needs to decide
3. Give the assistant the list with a prompt for a report structured as results, plan, blockers, decisions needed
4. Get half a page of text and remove everything the manager does not need for decisions
5. Check the numbers and dates and send it on the same weekday at the same time every week

How to check the result

The report reads in a minute, it lists the decisions needed from the manager, and after reading the manager asks about decisions rather than about statuses

Pitfalls

• The model inflates the report with generic phrases about "active work": require only facts with numbers and dates
• Client names and deal amounts go into a public service as placeholders

Data that stays out of public AI tools

• The executive's correspondence with partners and investors: into a public service only as anonymized fragments
• Personal data of the executive and family: passports, tickets, addresses, medical records, never into third-party services
• Meeting recordings and decisions before they are announced: anonymize the transcript and restrict access to the notebook

Other tasks for executive assistants

• Write meeting minutes from an audio recording
• Write a business letter
• Write an email to a foreign partner in their language
• Build a quarterly results presentation
• Summarize a long PDF
• Draft an internal company order
• Write a customer FAQ
• Keep a contract register and track deadlines
• Get a spreadsheet formula from a plain-language request

AI tools for executive assistants · Prompt: Write a weekly report to your manager