IT Manager’s Guide to Gemini Part II: Getting to Work Using Gemini Organization-Wide

Welcome back to our IT Manager’s Guide to Gemini. In part one, we focused on preparing for and launching Gemini in your organization. Part two features recommendations on how to use Gemini effectively every day.

Generative AI can create value for companies in several ways. A Gemini for Google Workspace guide from Google lists two of the most important ways:

• “Focus employees on high-value activities
  • Automating business processes and assisting with time-consuming or sometimes difficult tasks will make teams and individuals more productive.
• “Improving business outcomes
  • Increasing employee productivity will boost the company’s performance, and can result in more revenue as more output is available to be commercialized.”

After IT Managers successfully roll out Gemini for Google Workspace, they must continue to work to help users make the most of the ever-expanding functionality. Wursta is here to support you with numerous resources, including our “Quick Tips for Using Gemini For Google Workspace” playlist, which features short videos to help you get the most out of using Gemini. Additionally, we have the following 9 tips.

1. Prompt Like a Pro

Gemini for Google Workspace can serve as your creative writing tool when prompted well. Prompting AI is an art. Download Google’s “Gemini Prompting Guide 101 for Workspace,” which includes many excellent tips to get you prompting like a pro. Some quick tips:

• Don’t fear the run-on sentence
• Be as detailed as possible. Additional details help Gemini understand exactly what you’re looking for.
• Prompt like in The Princess Bride: “Hello, my name is Inigo Montoya. You killed my father. Prepare to die.”

🡨 Includes the important elements of persona, task, and context. Ideally, it would also include “format,” presumably a sword fight, but this famous quote is close to the mark.

Once Gemini delivers your results, you can edit the text manually or prompt Gemini further to make edits such as shortening or changing the tone.

Case Study: Successful Gemini Roll Out at The Budd Group

Wursta recently held a webinar, “Gemini for Google Workspace: Unlock the AI-Powered Workplace.” Chris Kelter, Business Technology Project Manager with The Budd Group, described how his company managed roll out. “We did a training with Wursta for a couple different groups as we’ve rolled out the pilot. I think we have 40 to 50 folks with Gemini licenses. It’s been great so far. There’s a number of different uses that we found. I use the note taking within meetings so that I can concentrate on being present and the note taker is putting action items together for me. We’re just starting to scratch the surface.”

2. Draft Text, Such as Email

Chris Kelter shared some further use cases from his company’s successful rollout. “Just today, I was having a conversation with one of my recruiters and they mentioned that they used Gemini to put together a KPI sheet for a new hire. They were able to have it look at certain documents and information we had, and generate that for them, saving essentially hours of time.”

3. Create Visuals & Videos

While Gemini can’t create an entire slide deck yet, you can create a Google slide based on a document in your Drive. You can also prompt Gemini to create unique and visually appealing custom images and graphics for use within the Slide presentation, including background images.

Gemini can also create unique, custom videos, first presenting you with an outline so you have the option to edit.

4. Monitor the Progress of your Projects & Analyze Data

Select, “Help me organize,” and prompt Gemini to create a functional tracking table for monitoring a project overall. Gemini can also create a tracking system within a Google Sheet to monitor progress on distinct project components and metrics such as inventory, sales, and marketing engagement in real-time.

Additionally, you can prompt Gemini to summarize and analyze a spreadsheet, whether Microsoft Excel or Google Sheets.

5. Upload to Notebook LM

Described as a “personalized AI research assistant,” you can upload your sources to train a single notebook on up to 50 assets, such as full PDF books. Notebook LM then provides summaries, FAQs, briefing documents, and even an awesome audio overview podcast, so you can listen and learn on the go.

6. Prompt, “Tell Me About…”

In Wursta’s recent webinar, Chris began by prompting within the Gemini chat app, “Tell me about Budd Group.” The reply informed him that Budd Group is a leading facility services company headquartered in in North Carolina, among other facts, and displayed references.

Responses can be modified, such as asking Gemini to expand any selected portion, export to a Doc, or change the tone, “Make this from the POV of a Cali surfer.” Yes, Gemini understood both the abbreviation “POV” and the Cali surfer dialect, returned an amusing statement opening with “Dude,” and including the adjective “gnarly.”

7. Double Check Response

Selecting “Double Check Response” directs Gemini to confirm that everything in the Gemini statement is correct by checking references. The correct information for which references can be found will be highlighted in green. Any information with less certainty where Gemini may have made an inference will be highlighted in orange.

8. Train Your Gems

Gems are mini, trained AI agents that can be used like advanced prompts before you even start talking to Gemini. Google has pre-made some Gems including:

The Gems contain detailed instructions with a purpose, goals, and overall direction. In the case of the brainstormer, the Gem is instructed to be energetic, clarify the request, and show at least three ideas.

You can also create your own Gem, such as a survey Gem to act as a survey analyzing expert and provide suggestions on how to improve your survey results in the future. Starting with a brief description, you can click, “Use Gemini to rewrite instructions,” thus using Gemini to write a Gemini Gem. The result will be an evolution of the basic instructions to include behavior, rules, overall tone, and more.

9. Ask, “Gemini, What Did I Miss?”

As a project manager, Chris Kelter prompts Gemini to review assets including project artifacts like charters, risk registers, and work breakdowns. “I ask Gemini, ‘What might I have missed?’ and it can give me a couple of risks I may have missed or different elements for a work breakdown I may not have thought of.

“I use it to keep me honest and save time on those different elements and things that I as one person wouldn’t necessarily have the bandwidth to do. Gemini adds that layer of efficiency, and I only see more uses coming in the future.”

Wursta’s Gemini for Workspace Change & Transformation Services

Wursta understands that embracing AI is not just a technological shift but a comprehensive organizational transformation. Explore, Evaluate, and Embed the Gemini for Workspace solution with our 3E Framework for success.

The 3 Step Framework for Sustainable Success

Our three-step, 3E Framework is designed to guide you through every step of the process, from initial assessment of Gemini to full-scale implementation, empowering your team to adapt and thrive in the era of intelligent automation. Discover the future of productivity with Gemini for Google Workspace.