NTUC LearningHub AI training helps public sector manager save time on reports

Preparing a consolidated case report could take Gue Kit Wan up to two days.

He had to gather emails, reports, meeting notes, and historical records; identify the key issues; and then write a summary with recommendations.

Now, after building AI skills through NTUC LearningHub, he estimates he can complete the task in about half a day using Microsoft 365 Copilot. That includes verifying the information and checking the quality of the final document.

For Kit Wan, the benefit goes beyond producing reports faster. It gives him more time to apply his experience to the issues behind them.

Finding a better way to manage information

As a principal manager in the public sector, Kit Wan has spent more than 15 years coordinating municipal services.

His role involves bringing together information and coordinating with various stakeholders to address municipal issues and infrastructure needs.

A typical day may include reviewing reports, analysing trends and facilitating discussions to support decision-making.

“What motivates me is being able to bring people together to solve problems and make a positive difference for the community,” he said.

But before he could help others make sense of an issue, he often had to work through information scattered across multiple sources. Consolidating it into a clear, useful summary took considerable time and effort.

“I realised that I was spending a lot of time gathering information when I could be focusing more on analysis, problem-solving, and stakeholder engagement,” he said.

The growing volume of information prompted him to explore AI. His familiarity with the technology was basic, and he wanted to understand how to use it responsibly and effectively at work.

Learning practical AI skills with NTUC LearningHub

Kit Wan enrolled in NTUC LearningHub’s Prompt Power: Elevate Your Microsoft 365 Copilot Skills course.

He was drawn to learning how to use Copilot in applications he already knows, including Outlook, Word, Excel, PowerPoint, and Teams.

He wanted practical skills he could apply to his daily work.

He said the most valuable lesson was learning to write effective prompts or instructions that guide an AI tool’s response.

“The course taught me how to provide context, define objectives and specify the format I wanted, which significantly improved the quality of Copilot's outputs,” he said.

Hands-on exercises gave him opportunities to practise these skills in situations resembling his work.

This included summarising information, drafting reports, extracting insights and organising large amounts of content.

Rather than simply asking AI to produce an answer, he learnt to be clearer about the task, the information it needed, and the result he wanted.

Faster reports, more time for problem-solving

Kit Wan now uses Copilot to help prepare consolidated case reports and management updates involving multiple stakeholders and information sources.

The tool helps identify key themes, summarise lengthy discussions, extract action items and generate a structured first draft. He then reviews, validates and refines the output.

The time saved does not come at the expense of checking the work.

“While AI helps accelerate the process, accuracy remains critical. I always review the source materials and validate the information before finalising any document,” he said.

He has also noticed improvements in how his reports are organised.

In his assessment, they are more structured, concise and informative, making it easier for colleagues and management to understand the key issues.

With less time spent consolidating information, he can devote more attention to analysing trends, identifying root causes, evaluating options and discussing solutions with stakeholders.

He has also been able to work more closely with colleagues and other agencies on longer-term solutions, rather than concentrating only on immediate operational matters.

For Kit Wan, this is where the training makes a difference: not just by shortening a task, but by creating more time for the judgement, discussion, and collaboration his work requires.

Starting small, at work and at home

The benefits of learning AI have extended beyond Kit Wan’s workday.

When his child showed an interest in dinosaurs, he used Copilot to create an informative fact sheet that a child could understand.

“It showed me that AI is not just a workplace tool. It can also support learning, creativity, and everyday problem-solving,” he said.

For workers who are curious about AI but unsure where to begin, he advises starting with familiar tasks rather than trying to master everything at once.

This could mean identifying a repetitive or time-consuming activity, learning the basics and experimenting with a simple use case.

He sees structured training as a useful foundation for using AI effectively and responsibly.

“You do not need to become an AI expert overnight. Learn the basics, experiment with simple use cases, and gradually build confidence,” he said.

His experience has reinforced the importance of staying open-minded and willing to learn new ways of working.

“AI is a tool, and its effectiveness depends on how well you learn to use it. Taking the first step to explore and learn can make a meaningful difference in how you work.”

To learn how NTUC helped Kit Wan, read more about NTUC's AI-Ready SG initiative here.