How I Use AI to Cut Through a 20-Page Business Report in 3 Minutes (And Get the Only 3 Key Takeaways)
How to go from report attachment to executive-ready analysis in less time than it takes to make coffee
Hey there!
You’re staring at another 20-page quarterly report. The meeting’s in an hour. You need the critical insights, not a speed-reading marathon.
Most people skim and hope they catch the important parts. Or worse - they read every word and still can’t articulate what matters.
Today I have something special for you: 7 specific prompts that extract, analyse and prioritise business reports in under 3 minutes. You’ll walk into meetings with the exact insights executives care about, formatted how you need them, backed by the data that matters.
Why These Prompts Work Differently
Traditional document analysis wastes time on summarisation. These prompts target decision-making intelligence instead.
They’re built on a progression: extract the structure first, then pull insights by priority, then format for action. Each prompt feeds the next one. No rework, no guessing what to ask for.
The Report Analysis System
Prompt #1: Document Structure Mapper
What it does: Creates a visual breakdown of how information is organised in the report
When to use it: First step with any new report format, or when you need to understand what sections contain
The Prompt:
Analyze this business report and create a structural map. For each major section:
- Section title and page numbers
- Primary topic (one sentence)
- Key data types present (metrics, forecasts, comparisons, etc.)
- Stakeholder focus (who this section serves)
Report: [PASTE FULL REPORT OR PROVIDE FILE]
Format as a table with these columns: Section | Pages | Topic | Data Types | AudienceHow to use it:
Paste the entire report or attach the file
Copy the output table for reference
Use it to decide which sections need deep analysis
Example input: Report: Q4 Financial Report with sections on Revenue Performance (pp. 1-6), Market Analysis (pp. 7-12), Risk Assessment (pp. 13-18), Forward Guidance (pp. 19-20)
What you’ll get: A scannable table showing exactly where different types of information live
Pro tip: Save structure maps for recurring reports (quarterly earnings, annual reviews) to speed up future analysis
Prompt #2: Executive Priority Extractor
What it does: Pulls out the 3-5 points that leadership actually cares about
When to use it: When you need to brief upward or prepare for executive discussions
The Prompt:
You are extracting C-suite priorities from this report.
Report: [PASTE REPORT SECTION OR SUMMARY]
Identify the top 3-5 priorities based on:
- Explicit mentions of strategic importance
- Data presented with context/comparison
- Action items or decisions required
- Risk flags or opportunity highlights
For each priority, provide:
1. The priority (one sentence)
2. Supporting data point (specific number/metric)
3. Why it matters (business impact)
4. Pages where discussed
Rank by urgency/importance.How to use it:
Input the full report or key sections
Review the ranked priorities
Cross-check page numbers if claims seem unclear
Example input: Report sections covering 15% revenue decline in APAC region, new product launch delays, and competitive pressure from emerging startups
What you’ll get: A Ranked list of what executives will focus on in meetings
Pro tip: Run this on earnings call transcripts alongside reports to see what leadership emphasises verbally vs. in writing
Prompt #3: Data Point Hunter
What it does: Finds every significant number and metric with context attached
When to use it: When you need to cite specific figures or validate claims
The Prompt:
Extract all significant metrics and data points from this report.
Report: [PASTE REPORT]
For each metric, provide:
- The exact figure
- What it measures
- Time period
- Comparison context (YoY, QoQ, vs. target, etc.)
- Page number
- Whether trend is positive, negative, or neutral
Focus on: Revenue figures, growth rates, market share, customer metrics, operational KPIs, cost data, and forecast numbers.
Format as a table: Metric | Value | Period | Context | Page | TrendHow to use it:
Paste report text
Sort output by trend (all negatives together)
Pull specific figures when making your case
Example input: Report containing: Q4 revenue $45M (vs $42M prior quarter), customer churn 8.2% (up from 6.1%), net margin 18% (down from 22%)
What you’ll get: Every number that matters, with the context you need to interpret it
Pro tip: Copy this into a spreadsheet to track metrics across multiple reports over time
Prompt #4: Risk & Opportunity Identifier
What it does: Separates threats from opportunities with urgency levels
When to use it: When planning a strategy or assessing business health
The Prompt:
Analyze this report for risks and opportunities.
Report: [PASTE REPORT]
RISKS - Identify and categorize:
- Immediate threats (0-3 months)
- Emerging concerns (3-12 months)
- Strategic vulnerabilities (12+ months)
OPPORTUNITIES - Identify and categorize:
- Quick wins (actionable now)
- Growth vectors (requires investment)
- Market gaps (requires validation)
For each item provide:
- Clear description
- Supporting evidence from report
- Potential impact (High/Medium/Low)
- Page reference
Use bullet points. Be specific not vague.How to use it:
Input full report or relevant sections
Sort by impact level
Flag items for follow-up questions
Example input: Report mentioning delayed product launch (engineering capacity), increasing customer acquisition cost (market saturation), but strong retention in the enterprise segment (expansion opportunity)
What you’ll get: Sorted lists of what to worry about and what to pursue
Pro tip: Compare risk/opportunity analyses across quarters to spot patterns leadership might miss
Get the Advanced Analysis System
You just got 4 prompts that handle extraction and basic analysis.
But here’s what you’re still missing: turning these insights into decision-ready formats that drive action.
The next 3 prompts handle the hard part:
Competitive intelligence extraction - what the report reveals about market position
Scenario planning from forecasts - turning projections into strategic options
Executive briefing generator - packaging everything into board-ready summaries
Plus: The complete Report Analysis Workflow Template that shows exactly when to use each prompt and how they connect.