Outlining and Structuring with a Generative AI Chatbot
Creating a structured outline is an essential first step in developing reports, proposals, or presentations. A well-organized outline ensures that all key points are logically and cohesively covered. Generative AI chatbots can assist in this process, helping you create clear and comprehensive outlines.
Step 1: Define the Purpose and Scope
Before interacting with the chatbot, take a moment to define the purpose of your document or presentation:
What is the main objective? (e.g., to inform, persuade, propose a solution)
Who is the target audience? (e.g., executives, colleagues, clients)
What are the key topics or sections that need to be included?
For example, if you’re creating a proposal, your objective might be to persuade the leadership team to adopt a new software tool, and your audience might be the IT and finance departments.
Step 2: Outline the Main Sections
Next, identify the main sections or headings that should be included in your document or presentation. These might include:
Introduction or Executive Summary
Background or Context
Key Points or Arguments
Data or Evidence
Recommendations or Next Steps
Conclusion
Jot down these sections so you have a clear framework in mind.
Step 3: Input Your Request to the Chatbot
Now, you’re ready to interact with the generative AI chatbot. Provide the chatbot with the purpose, audience, and the main sections you’ve identified. You can also ask the chatbot to suggest additional sections or subtopics you might have missed.
Example Input:
"I’m preparing a proposal to recommend the adoption of a new project management software. The audience is the IT and finance departments. Can you help me create an outline that includes an introduction, background, key benefits, cost analysis, implementation plan, and conclusion?"
Step 4: Review the Generated Outline
The chatbot will generate a structured outline based on the information you provided. Review the outline carefully:
Check for Completeness: Ensure all the main sections are included and that the flow makes sense.
Assess the Structure: Make sure the points are organized logically, with a clear progression from introduction to conclusion.
Refine if Necessary: If something doesn’t fit or feels out of place, ask the chatbot to adjust the order or suggest alternative headings.
Example Generated Outline:
Introduction
Purpose of the proposal
Brief overview of the recommended software
Background
Current challenges with existing tools
Importance of efficient project management
Key Benefits
Improved team collaboration
Enhanced tracking and reporting features
Cost Analysis
Initial costs vs. long-term savings
Budget considerations
Implementation Plan
Timeline for deployment
Training and support strategy
Conclusion
Summary of recommendations
Call to action for approval
Step 5: Customize and Add Details
Once you have the basic outline, you can start customizing it to fit your specific needs. Add any additional subtopics or details that are unique to your project. If the outline includes sections you hadn’t thought of, consider how they might strengthen your document.
Example Customization:
Under the "Key Benefits" section, you might add subtopics like "Integration with existing tools" or "User-friendly interface."
Step 6: Finalize the Outline
After customizing the outline, review it one last time to ensure it covers all the necessary points logically and cohesively. Once satisfied, you can start filling in the details to develop your report, proposal, or presentation.
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Created with assistance from ChatGPT. (used to generate ideas and editing)
OpenAI. (2024). ChatGPT-4o (Aug 2024 version). [Large language model]. https://chat.openai.com/chat