Table of Contents
- ✨ Why I Created This AI System
- 🔧 My Automation Stack
- 🧠 Step-by-Step: How I Use AI to Automate Reports
- ✅ Step 1: Prepare My Prompt Template in Notion
- 💬 Step 2: Input This Prompt in ChatGPT
- 📄 Step 3: Store & Share Inside Notion
- 🧪 Try the AI Template Yourself (Free)
- 📥 Want AI Templates Emailed to You?
- 🧭 Explore More PM AI Tools
- ❓FAQ
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No more wasting hours writing updates. Here’s my exact workflow.
✨ Why I Created This AI System
As a project manager, I used to spend hours every week rewriting the same reports, summaries, and emails. I realized:
- I was repeating 80% of the same language
- The reports lacked consistency
- I was always behind on documentation
So I built a system with ChatGPT + Notion that generates client-ready reports in minutes. It now runs my entire weekly reporting flow — from status summaries to retrospectives — with almost zero manual effort.
🔧 My Automation Stack
I only use two tools:
Tool | Purpose |
Notion | For templates, prompt buttons, output storage |
ChatGPT | For AI-generated summaries, reports, and emails |
🧠 Step-by-Step: How I Use AI to Automate Reports
✅ Step 1: Prepare My Prompt Template in Notion
I use a ready-made prompt that includes:
- Project name, sprint details, team notes
- Custom tone instructions (e.g., formal, optimistic)
- Risk indicators + summary fields
⚡ Bonus: I’ve included a free sample of this prompt below — you can duplicate it.
💬 Step 2: Input This Prompt in ChatGPT
With just one click, I open ChatGPT and paste the filled-in prompt.
It instantly generates:
- A polished status report
- Optional summary bullets
- Action items & blockers
This output is better written than most of my old reports — and I don’t touch a keyboard.
📄 Step 3: Store & Share Inside Notion
Once generated, I paste the output into my AI Status Report Log in Notion.
I can:
- Export as PDF for clients
- Schedule it in Slack/email
- Track it by week, milestone, or team
🧪 Try the AI Template Yourself (Free)
You’ll get a sample AI prompt + a ready-made Notion layout that I use weekly.
Includes prompt, sample output, and PDF export guide.
📥 Want AI Templates Emailed to You?
Join 500+ PMs using AI to simplify project documentation.
(No spam. Just actionable AI tools for PMs.)
🧭 Explore More PM AI Tools
Upgrade your toolkit. Pick the workflow that fits your needs.
🛠️ Product | Price | Use Case |
$29 | 10 productivity boosters for status reports, emails, retrospectives | |
$79 | Full suite: reports, proposals, comms, dashboards, retros | |
$49 | Polished scope clarifications, change requests, handoff emails | |
$49 | Generate project proposals, time estimates & pricing tiers instantly | |
$149 | All premium tools + onboarding/offboarding, KPI tracking & more |
❓FAQ
Do I need ChatGPT Pro to use these?
No — all prompts work with free ChatGPT (or any AI model you prefer).
Is Notion required?
Yes. The templates are built in Notion for easy duplication and export. No prior experience needed.
Can I export outputs as PDF?
Yes — Notion allows one-click PDF export for easy client delivery.