Gemini training: advanced prompting and Google Workspace Gems for your teams

Who gets the most out of Gemini?

Gemini is most useful to companies that work in Google Workspace: it adds to Docs, Sheets, Gmail and Meet, with no change of environment. For an organisation already on Google, it is often the route that avoids adding one more tool, and one more cost.

Gems add the business layer. A Gem is an assistant you set up once, with its instructions, tone and reference documents, and that the team then reuses every day.

What are the use cases by role?

The best uses of Gemini are where information already flows through Gmail, Meet, Docs and Sheets. For a sales team, AI training for sales teams goes deeper into these cases. Here are examples we work on with teams, always with human review:

• Sales: turn meeting notes into a follow-up in Gmail, prepare in Docs a first draft of a proposal ready for review.
• HR: present the results of an employee survey from a Sheets table, prepare answers to internal questions.
• Finance: analyse budget variances line by line in Sheets, pull together several sources for the weekly reporting.
• Customer service: sort, prioritise and pre-draft replies to incoming emails, reviewed before they are sent.
• Leadership and managers: extract decisions, blockers and actions from a meeting, summarise a report into key points and risks.

Gemini or another tool: how to choose?

If your teams live in Google Workspace, Gemini is the natural place to start; another tool is justified by a specific need. A mixed environment, with some teams on Microsoft 365, calls for a decision: Copilot training covers the other side.

No software vendor, Google included, pays Datajuba: we train on the tool you have chosen and say plainly what it does well and less well. To decide, we look at five criteria with you:

• your environment: Google Workspace only or mixed;
• the data to connect and how sensitive it is;
• your user groups: everyday use, advanced users, agent builders;
• the annual cost per user group, licences included;
• the constraints set by your group and your IT department.

What do you need in place before the training?

You need three things: Gemini switched on for each participant, usage rules and up-to-date reference documents.

• Access: a scoping checklist, approved with your IT department, lists what your administrator has enabled, the seats available and any restrictions in your group.
• The AI Charter: allowed tools, data that can be shared with Gemini, rules for sharing Gems. To write it, our AI Charter template (in French) gives you a simple starting point.
• Your documents: a Gem is only as good as the information it can see. Up-to-date procedures, templates and FAQs in Drive make for better answers.

What happens after the training?

After the day, everyone keeps working on their own tasks, and the company organises what comes next: champions in each team, agents, then ongoing oversight. Training is the start; leading the change is what makes it last.

• AI Ambassadors: the training reveals the most engaged people. One AI Ambassador per team shares the Gems that work and reports back on needs.
• Agents: to chain several steps across Gmail, Sheets and your other tools, you move on to an agent. AI agents on n8n suits mixed environments and connects to Google Workspace as well as to most tools that have an API.
• Oversight: a Chief AI Officer part-time (CAiO) keeps you on course, leads your AI Ambassadors and measures with you the real value of the use cases.