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Turn a quarterly report into a leadership deckUbah laporan kuartalan menjadi deck untuk pimpinanTukar laporan suku tahunan kepada dek untuk pimpinan

L2 PractitionerCross-industryAny departmentOperationsStrategyAny knowledge workerStrategy office / PMOPeople managerCopilot ChatPowerPointCoworkIndonesiaMalaysia
At a glance
Problem

The report headlines its best month, changed a definition, missed a safety reclassification and was corrected the night before. Leadership wants ten slides by noon.

You get

A ten-slide deck in your template: an executive summary with RAG scorecard, one message per slide, commitments and decisions requested, and speaker notes that cite every number.

Time

Most of a working day to read the report, rebuild the numbers and lay out slides → About 30 minutes to a checked first deck
Observed in pilot

↓ Download demo kit 89 KBStart at step 1

Objective and situation

Objective

Turn a report someone else wrote into a short leadership deck that uses the corrected figures, follows your company's deck rules and is honest about misses, in one working session instead of a day.

The ask. Tuesday, 14:00. You are the business planning manager. The Chief of Staff wants your division’s section of Thursday’s Quarterly Business Review by Wednesday noon: ten slides at most, in the company template.

What you received. A 10-page report and KPI workbook from a manager now on leave, plus a correction from Finance last night. The report headlines its best month, changed a definition and still claims zero lost-time injuries.

What good looks like. The corrected quarter, like-for-like comparisons, honest commitment status, decisions marked as requested, and notes that cite every number.

Before you start

What you need to run this
Licence
Copilot Chat (Basic)
Apps
Copilot ChatPowerPoint
Also
Copilot Chat with file upload enabled by your organisation; PowerPoint to build the slides yourself
Time
About 40 min including building the slides
Data rules: read before you paste anything

Sensitivity: Internal

Personal data: No

Approval before use: You and the report owner check every number before the deck goes to leadership.

Use Copilot signed in with your work account, in your organisation's Microsoft 365 tenant. Never paste this content into consumer AI tools.

Files

  • Request from the Chief of Staff with the QBR deck standard ×1 · .docx · Email attachment, saved to your OneDrive folderKit: 01_QBR_Request_and_Deck_Standard.docx · used in steps 1, 2
  • Quarterly report as received ×1 · .docx · Shared by the report ownerv1.0 · Kit: 02_Q3_2026_Distribution_Operations_Report_v1.0.docx · used in steps 1, 2
  • KPI workbook issued with the report ×1 · .xlsx · Shared by the report ownerKit: 03_Q3_2026_Distribution_KPI_Workbook.xlsx · used in steps 1, 2
  • Late correction from Finance ×1 · .docx · Email the evening beforeKit: 04_Email_Correction_Surabaya_Volume.docx · used in steps 1, 2
  • Last quarter's deck with the commitments ×1 · .pptx · Team siteKit: 05_Q2_2026_QBR_Distribution_Operations.pptx · used in step 1
  • Company QBR template ×1 · .pptx · Brand libraryKit: 06_Zava_Niaga_QBR_Template.pptx · used in steps 1, 2

Demo kit folder layout

After extracting x-report-deck-017.zip, check all 7 files against this list.

FICTIONAL_x-report-deck-017/
├── 01_QBR_Request_and_Deck_Standard.docx                 # Request from the Chief of Staff with the QBR deck standard
├── 02_Q3_2026_Distribution_Operations_Report_v1.0.docx   # Quarterly report as received
├── 03_Q3_2026_Distribution_KPI_Workbook.xlsx             # KPI workbook issued with the report
├── 04_Email_Correction_Surabaya_Volume.docx              # Late correction from Finance
├── 05_Q2_2026_QBR_Distribution_Operations.pptx           # Last quarter's deck with the commitments
├── 06_Zava_Niaga_QBR_Template.pptx                       # Company QBR template
└── README.txt                                            # Setup notes and answer key

Heads-up

  • Copilot in PowerPoint takes at most four files per prompt. Attach the request, report, workbook and correction; the commitments the deck needs are quoted in the request (01).
  • Treat any report as the author's draft. Copilot reproduced the report's own story until the prompt told it to recalculate from the workbook and apply the correction.
  • Status labels need definitions. Without a written rule for Done, Partly done and Not started, Copilot called a tender that was only discussed Partly done.
  • Copilot may add estimates of its own. In our runs it annualised storage and freight costs and labelled them illustrative; check and keep only what you can defend.
  • Cowork keeps its files in its own task folder (OneDrive > Documents > Cowork > Tasks). When an earlier prompt asked it to save next to the sources, three approved moves failed. Its tables also lost the template's RAG colour fills.
  • Basic tier: Copilot Chat cannot edit your PowerPoint file. It writes the slide text and notes; you build the slides. It accepts at most three uploaded files per message, so the correction goes in a first message. It sometimes saves a .pptx to OneDrive, but in our test that file had one line per slide, no notes and an outdated figure.

Steps

1

Prepare the folder

Do this once, whichever tier you use.

  1. Download the kit and copy files 01 to 06 into one folder in your OneDrive for work. Keep README.txt out of it: it holds the answer key.
  2. Open each file once so it appears in search. If your organisation requires a sensitivity label before editing, apply your lowest internal label.
  3. For each attempt, make a copy of 06_Zava_Niaga_QBR_Template.pptx and give it a new name. Never build in the original.

Copilot Chat

2

Give Copilot Chat the correction first

Copilot Chat accepts at most three uploaded files per message, so send the correction on its own. Open Copilot Chat with your work account, select + > Upload images and files, add 04 only, then run:

Prompt

About: sends the late correction first, because Copilot Chat takes at most three uploaded files per message.

This is correction email 04 for the Q3 2026 Distribution Operations report. Tell me in two lines what it corrects. I will send the other files and my request next.

Prompt

About: sends the late correction first, because Copilot Chat takes at most three uploaded files per message.

Ini email koreksi 04 untuk laporan Distribution Operations Q3 2026. Jelaskan dalam dua baris apa yang dikoreksi. Saya akan mengirim file lain dan permintaan saya berikutnya.

Prompt

About: sends the late correction first, because Copilot Chat takes at most three uploaded files per message.

Ini e-mel pembetulan 04 untuk laporan Distribution Operations Q3 2026. Terangkan dalam dua baris apa yang dibetulkan. Saya akan menghantar fail lain dan permintaan saya selepas ini.

After you run it: two lines saying the 18,400 transfer cases were removed from Surabaya’s September volume.

Trouble with this step? Only three files attach, or Copilot says the correction is missing

3

Have Copilot Chat rebuild the numbers and write the slides

In the same chat, upload 01, 02 and 03, then run:

Prompt

About: recalculates the report from the workbook and correction, then writes every slide and its notes for you to paste.

  • Act as the Business Planning Manager named in request 01, preparing the Distribution Operations section of the Q3 2026 QBR deck for the Direksi of the fictional company in the files.
  • Use only these files: 01 request with the QBR deck standard, 02 Q3 report v1.0 and 03 KPI workbook uploaded with this message, and 04 correction email from my previous message. Do not search the web.
  • Treat report 02 as the author’s draft: recalculate every KPI from workbook 03, apply the correction in 04 and follow the deck standard in 01 exactly.
  • Report the quarter, not the best month. Calculate company OTIF and fill rate from total orders and order lines, not by averaging the DC percentages.
  • Compare fill rate like with like (order-line basis, or both bases from the Definitions sheet) and say so.
  • Remove the 18,400 Surabaya transfer cases from September volume, then recalculate network and Surabaya cost per case.
  • Check Safety_Log for incidents reclassified after the report; treat utilisation as a capacity risk where higher is worse; show complaints as counts.
  • First give me a scorecard table: OTIF, fill rate, cost per case, inventory days, Cikarang utilisation, lost-time injuries and complaints, with Q3 value, target, change vs Q2, RAG and source. Calculate every KPI with code from the workbook rows, and in the source column show the totals and the formula you used; for lost-time injuries also give LTIFR.
  • Then write the deck slide by slide, at most 10 slides: slide title as a one-sentence message, 3 to 5 short bullets with numbers, and speaker notes with the source of each number.
  • Answer the three Direksi questions in 01, show each Q2 commitment from 01 as Done, Partly done or Not started using the definitions in the standard word for word (drafts, discussions and plans do not count as started; a missed target is not Done), and show the two decisions requested with annual cost and alternative.
  • Name owners by role only; leave out report Appendix C and any named employee, disciplinary matter or ranking.
  • End with a list of every figure that differs from report v1.0 and why. If you can create a downloadable .pptx file, create one as well; otherwise say so.
Prompt

About: recalculates the report from the workbook and correction, then writes every slide and its notes for you to paste.

  • Bertindaklah sebagai Business Planning Manager yang disebut dalam permintaan 01, yang menyiapkan bagian Distribution Operations untuk deck QBR Q3 2026 bagi Direksi perusahaan fiktif dalam file.
  • Gunakan hanya file berikut: 01 permintaan beserta QBR deck standard, 02 laporan Q3 v1.0 dan 03 KPI workbook yang diunggah bersama pesan ini, serta 04 email koreksi dari pesan saya sebelumnya. Jangan mencari di web.
  • Perlakukan laporan 02 sebagai draf penulisnya: hitung ulang setiap KPI dari workbook 03, terapkan koreksi di 04 dan ikuti deck standard di 01 persis.
  • Laporkan kuartal, bukan bulan terbaik. Hitung OTIF dan fill rate perusahaan dari total order dan order line, bukan dengan merata-ratakan persentase DC.
  • Bandingkan fill rate secara setara (basis order line, atau kedua basis dari sheet Definitions) dan sebutkan hal ini.
  • Keluarkan 18.400 case transfer Surabaya dari volume September, lalu hitung ulang cost per case jaringan dan Surabaya.
  • Periksa Safety_Log untuk insiden yang direklasifikasi setelah laporan; perlakukan utilisasi sebagai risiko kapasitas (makin tinggi makin buruk); tampilkan keluhan sebagai jumlah.
  • Pertama, berikan tabel scorecard: OTIF, fill rate, cost per case, inventory days, utilisasi Cikarang, lost-time injury dan keluhan, dengan nilai Q3, target, perubahan vs Q2, RAG dan sumber. Hitung setiap KPI dengan kode dari baris workbook, dan di kolom sumber tampilkan total dan rumus yang digunakan; untuk lost-time injury berikan juga LTIFR.
  • Lalu tulis deck slide demi slide, maksimal 10 slide: judul slide berupa pesan satu kalimat, 3 sampai 5 poin singkat dengan angka, dan speaker notes berisi sumber setiap angka.
  • Jawab tiga pertanyaan Direksi di 01, tampilkan setiap komitmen Q2 dari 01 sebagai Done, Partly done atau Not started sesuai definisi di standard secara harfiah (draf, diskusi dan rencana tidak dihitung sebagai dimulai; target yang tidak tercapai bukan Done), dan tampilkan dua keputusan yang diminta dengan biaya tahunan dan alternatif.
  • Sebut pemilik hanya dengan jabatan; jangan masukkan Lampiran C laporan maupun nama karyawan, perkara disiplin atau peringkat.
  • Akhiri dengan daftar setiap angka yang berbeda dari laporan v1.0 beserta alasannya. Jika Anda dapat membuat file .pptx yang bisa diunduh, buat juga; jika tidak, sebutkan.
Prompt

About: recalculates the report from the workbook and correction, then writes every slide and its notes for you to paste.

  • Bertindak sebagai Business Planning Manager yang dinamakan dalam permintaan 01, yang menyediakan bahagian Distribution Operations bagi dek QBR Q3 2026 untuk Lembaga Pengarah syarikat rekaan dalam fail.
  • Gunakan hanya fail berikut: 01 permintaan bersama QBR deck standard, 02 laporan Q3 v1.0 dan 03 KPI workbook yang dimuat naik bersama mesej ini, serta 04 e-mel pembetulan daripada mesej saya sebelum ini. Jangan cari di web.
  • Anggap laporan 02 sebagai draf penulisnya: kira semula setiap KPI daripada workbook 03, gunakan pembetulan dalam 04 dan ikut deck standard dalam 01 dengan tepat.
  • Laporkan suku tahun, bukan bulan terbaik. Kira OTIF dan fill rate syarikat daripada jumlah pesanan dan order line, bukan dengan mempuratakan peratusan DC.
  • Bandingkan fill rate secara setara (asas order line, atau kedua-dua asas daripada sheet Definitions) dan nyatakannya.
  • Keluarkan 18,400 case pindahan Surabaya daripada volum September, kemudian kira semula cost per case rangkaian dan Surabaya.
  • Semak Safety_Log untuk insiden yang diklasifikasikan semula selepas laporan; anggap penggunaan sebagai risiko kapasiti (lebih tinggi lebih buruk); tunjukkan aduan sebagai bilangan.
  • Mula-mula, berikan jadual scorecard: OTIF, fill rate, cost per case, inventory days, penggunaan Cikarang, lost-time injury dan aduan, dengan nilai Q3, sasaran, perubahan berbanding Q2, RAG dan sumber. Kira setiap KPI dengan kod daripada baris workbook, dan dalam lajur sumber tunjukkan jumlah dan formula yang digunakan; bagi lost-time injury berikan juga LTIFR.
  • Kemudian tulis dek slaid demi slaid, paling banyak 10 slaid: tajuk slaid sebagai mesej satu ayat, 3 hingga 5 poin ringkas dengan angka, dan speaker notes dengan sumber setiap angka.
  • Jawab tiga soalan Lembaga dalam 01, tunjukkan setiap komitmen Q2 daripada 01 sebagai Done, Partly done atau Not started mengikut definisi dalam standard secara tepat (draf, perbincangan dan rancangan tidak dikira sebagai dimulakan; sasaran yang tidak dicapai bukan Done), dan tunjukkan dua keputusan yang dipohon dengan kos tahunan dan alternatif.
  • Namakan pemilik mengikut jawatan sahaja; jangan masukkan Lampiran C laporan atau sebarang nama pekerja, perkara tatatertib atau kedudukan.
  • Akhiri dengan senarai setiap angka yang berbeza daripada laporan v1.0 dan sebabnya. Jika anda boleh mencipta fail .pptx yang boleh dimuat turun, cipta juga; jika tidak, nyatakannya.

After you run it: a scorecard whose source column shows totals and formulas, ten slides of text with notes, and a list of what changed from the report. Check the scorecard against Check it before you build anything.

Trouble with this step? Copilot Chat cannot read the workbook · Copilot says it cannot read the whole workbook and stops before the slides · A .pptx appears in OneDrive > Copilot > Created · The scorecard repeats the report · LTIFR differs from 0.41

4

Build the slides in your template copy

Open your copy of 06 in PowerPoint. Replace the sample text slide by slide: titles, bullets and the scorecard table; paste each slide’s notes into the Notes pane. Keep the template’s colours and RAG cells. Delete unused sample slides.

Check it

  • Scorecard: OTIF 92.3% Amber (+1.0 pts); fill rate 91.2% on order lines Amber (+0.8 pts); cost per case IDR 8,639 Amber (+1.3%); inventory days 31.4 Green; Cikarang utilisation 91.2% Amber (+2.3 pts); 1 lost-time injury, Red; complaints 18 Amber (+5 from 13).
  • Quarter, not September: the headline is 92.3%, not the report’s 94.0% for September. The plain average of the four DC rates, 93.3%, is wrong.
  • Correction applied: cost per case IDR 8,639, not 8,585; Surabaya IDR 8,782, not 8,504.
  • Fill rate like for like: +0.8 pts, not +3.7. The report compared the new case basis with last quarter’s order-line basis.
  • Safety: HSE-2026-088 (Medan, 19 August) was reclassified to a lost-time injury on 2 October: 1 LTI, LTIFR 0.41, Red. The report still says zero.
  • Utilisation is a risk: 91.2% is Amber, September’s 93.0% and November’s forecast of about 96% are Red. Nothing calls it “excellent”.
  • Commitments: WMS at Medan Done; Surabaya overtime Partly done (37,500 hours, 9.0% lower, not 20%); carrier retender Not started.
  • Decisions: the overflow warehouse (about IDR 4.2 billion a year) and the carrier tender are requested, not approved.
  • People: no names from report Appendix C (the disciplinary warning and picker ranking); owners by role.

When it goes wrong

  • Copilot Chat cannot read the workbook. step 3 Upload the .xlsx again on its own and ask for the Monthly_DC totals first; if it still fails, export Monthly_DC, Safety_Log and Overtime to one PDF and upload that.
  • Only three files attach, or Copilot says the correction is missing. step 2 Copilot Chat takes three uploaded files per message and drops the fourth without a warning. Send 04 on its own first, then 01 to 03 in the same chat.
  • Copilot says it cannot read the whole workbook and stops before the slides. step 3 Seen once in six runs. Ask: “Use the Monthly_DC, Safety_Log and Overtime sheets you can read and continue with the scorecard and all slides.”
  • A .pptx appears in OneDrive > Copilot > Created. step 3 It is a skeleton: one line per slide and no notes. Build from the chat text instead.
  • The scorecard repeats the report. step 3 Ask: “Recalculate every KPI from workbook 03 after removing the 18,400 transfer cases, and show the formula for each.”
  • LTIFR differs from 0.41. step 3 Copilot left out a site’s hours. Ask it to sum hours worked for all four DCs from the workbook and recalculate.

Take it further

  • Use your own report. Replace the kit with the next report you receive. Keep the four-part shape: the request with your deck rules, the report, its data and any later correction. Write your own status definitions and RAG rules into the request.
  • Make the deck rules reusable. Save your company’s deck standard as one short Word file and attach it every time; for Cowork, turn it into a skill so every deck is checked against the same rules.
  • Compare with Microsoft’s own scenarios. Microsoft’s Scenario Library has one-slide guides for Conduct a business review and Prepare for an all-hands meeting. This scenario adds the files, traps and answer key.
Running this as a session

40-minute flow: the situation and the deck standard 5 min; prepare the folder and template copy 5 min; run the Premium prompt (start it, then talk through the traps while it runs) 15 min; check slide 2 and slide 8 against the answer key 10 min; show the Cowork or Basic variant and discuss 5 min.

Show the trap before the answer: open the report’s executive summary first. Ask the room what they would put on the scorecard. Then show the correction email, the Safety_Log reclassification and the fill-rate definition change.

Say what Copilot did not know: without the written status definitions it judged a discussed tender “Partly done”. Rules in the request make the result repeatable.

Close on ownership: the deck is a draft until the presenter and the report owner sign off every number.