Writing reports and presentations with AI in AI for Everyone - Mini Project: Build & Apply

Writing Reports and Presentations with AI

📖 Scenario: You are preparing a report and a presentation for your team about a recent project. You want to use AI tools to help you organize your information clearly and quickly.

🎯 Goal: Build a simple step-by-step plan to use AI for writing a report and creating a presentation outline.

📋 What You'll Learn

Create a list of key project points

Add a summary length setting

Use AI to generate a report summary from the points

Create a presentation outline based on the summary

💡 Why This Matters

🌍 Real World

Professionals often need to quickly summarize project details and prepare presentations. Using AI and simple programming helps save time and improve clarity.

💼 Career

Skills in organizing information and using AI for writing reports and presentations are valuable in roles like project management, marketing, and business analysis.

1

Create a list of key project points

Create a list called project_points with these exact entries: 'Project started in January', 'Team of 5 members', 'Completed initial research phase', 'Budget was under control', 'Next phase starts in July'.

AI for Everyone

# Create the list project_points with the given entries
# Your code here

Hint

Use square brackets to create a list and include all points as strings.

2

Add a summary length setting

Create a variable called summary_length and set it to the integer 3 to control how many points the AI will summarize.

AI for Everyone

project_points = [
    'Project started in January',
    'Team of 5 members',
    'Completed initial research phase',
    'Budget was under control',
    'Next phase starts in July'
]
# Create the variable summary_length and set it to 3
# Your code here

Hint

Just assign the number 3 to the variable summary_length.

3

Generate a report summary using AI

Create a variable called report_summary and set it to a string that joins the first summary_length items from project_points separated by semicolons and spaces.

AI for Everyone

project_points = [
    'Project started in January',
    'Team of 5 members',
    'Completed initial research phase',
    'Budget was under control',
    'Next phase starts in July'
]
summary_length = 3
# Create report_summary by joining the first summary_length points with '; '
# Your code here

Hint

Use slicing to get the first summary_length items and join them with '; '.

4

Create a presentation outline from the summary

Create a list called presentation_outline by splitting report_summary at each semicolon and stripping any extra spaces from each item.

AI for Everyone

project_points = [
    'Project started in January',
    'Team of 5 members',
    'Completed initial research phase',
    'Budget was under control',
    'Next phase starts in July'
]
summary_length = 3
report_summary = '; '.join(project_points[:summary_length])
# Create presentation_outline by splitting report_summary and stripping spaces
# Your code here

Hint

Use a list comprehension to split and clean each point.

Practice

1. What is one main benefit of using AI when writing reports and presentations?

easy

A. It replaces the need for any human review.

B. It helps create content faster and clearer.

C. It guarantees 100% accuracy without errors.

D. It writes reports without any input from users.

Solution

1. Step 1: Understand AI's role in content creation

   AI assists by speeding up the writing process and improving clarity.

2. Step 2: Evaluate the options

   Options A, C, and D are incorrect because AI does not replace human review, cannot guarantee perfect accuracy, and requires user input.

3. Final Answer:

   It helps create content faster and clearer. -> Option B

4. Quick Check:

   AI speeds up and clarifies writing = B [OK]

Hint: AI speeds writing but needs human review [OK]

Common Mistakes:

• Thinking AI replaces all human work
• Believing AI content is always perfect
• Assuming AI works without any user input

2. Which of the following is the correct way to use AI for writing a presentation?

easy

A. Ask AI to generate a slide outline and then customize it.

B. Copy AI-generated slides without any changes.

C. Use AI only to check spelling errors.

D. Avoid using AI because it cannot help with presentations.

Solution

1. Step 1: Identify proper AI usage for presentations

   AI can create slide outlines which users should then personalize.

2. Step 2: Analyze the options

   Copy AI-generated slides without any changes. is wrong because copying without changes is not recommended. Use AI only to check spelling errors. limits AI use unnecessarily. Avoid using AI because it cannot help with presentations. is false as AI can help presentations.

3. Final Answer:

   Ask AI to generate a slide outline and then customize it. -> Option A

4. Quick Check:

   Generate outline + customize = A [OK]

Hint: Use AI drafts as starting points, then personalize [OK]

Common Mistakes:

• Using AI content without review
• Underestimating AI's help beyond spelling
• Ignoring AI's role in presentations

3. Consider this AI-generated summary for a report: "The sales increased by 15% in Q1 due to marketing efforts." If the actual sales data shows a 10% increase, what is the best action?

medium

A. Edit the summary to match the actual 10% increase.

B. Remove the summary because AI summaries are unreliable.

C. Use the AI summary as is because AI is always correct.

D. Add more marketing details without checking data.

Solution

1. Step 1: Compare AI summary with actual data

   The AI summary states a 15% increase, but actual data shows 10%.

2. Step 2: Decide on the correct action

   Since AI can make mistakes, the summary should be edited to reflect true data.

3. Final Answer:

   Edit the summary to match the actual 10% increase. -> Option A

4. Quick Check:

   Correct data beats AI guess = C [OK]

Hint: Always verify AI facts with real data [OK]

Common Mistakes:

• Trusting AI summaries blindly
• Ignoring data mismatches
• Adding info without verification

4. You used AI to draft a presentation, but the slides contain repeated points and unclear sentences. What should you do?

medium

A. Add more slides to cover the repeated points again.

B. Submit the presentation as is because AI content is always perfect.

C. Delete the AI draft and write everything from scratch without AI.

D. Manually review and edit the slides to improve clarity and remove duplicates.

Solution

1. Step 1: Identify the problem with AI draft

   The draft has repeated points and unclear sentences, which need fixing.

2. Step 2: Choose the best fix

   Manually reviewing and editing improves quality; ignoring or deleting is inefficient.

3. Final Answer:

   Manually review and edit the slides to improve clarity and remove duplicates. -> Option D

4. Quick Check:

   Review and edit AI drafts = A [OK]

Hint: Always edit AI drafts for clarity and uniqueness [OK]

Common Mistakes:

• Assuming AI drafts are flawless
• Ignoring repeated content
• Adding more without fixing issues

5. You want to create a report using AI that summarizes multiple long documents. Which approach best ensures accuracy and personalization?

hard

A. Avoid AI and write the entire report manually to avoid errors.

B. Let AI combine all documents into one summary without review.

C. Use AI to generate summaries for each document, then combine and rewrite them in your own words.

D. Copy AI summaries directly without changes to save time.

Solution

1. Step 1: Understand the task of summarizing multiple documents

   AI can help by creating summaries for each document separately.

2. Step 2: Ensure accuracy and personalization

   Combining AI summaries and rewriting them ensures correctness and personal touch.

3. Final Answer:

   Use AI to generate summaries for each document, then combine and rewrite them in your own words. -> Option C

4. Quick Check:

   Summarize + rewrite for accuracy = D [OK]

Hint: Summarize separately, then personalize combined content [OK]

Common Mistakes:

• Trusting AI combined summaries blindly
• Copying AI text without changes
• Avoiding AI completely when it can help