Gemini for Google Workplace - Prompting Guide 101 (Google Team) (z-library.sk, 1lib.sk, z-lib.sk)

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1 October 2024 edition A quick-start handbook for effective prompts

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2 Writing effective prompts From the very beginning, Google Workspace was built to allow you to collaborate in real time with other people. Now, you can also collaborate with AI using Gemini for Google Workspace to help boost your productivity and creativity without sacrificing privacy or security. The embedded generative AI-powered features can help you write, organize information, create images, accelerate workflows, have richer meetings, and much more, all while using your favorite apps like Gmail, Google Docs, Google Drive, Google Sheets, Google Meet, Google Slides, and Gemini Advanced (the standalone chat experience available at gemini.google.com with enterprise- grade security). Gemini is accessible right where you are doing your work — with access to your personal knowledge base in Drive, Docs, Gmail, and more — so you can enhance and create powerful workflows across the Workspace apps with less tab switching and interruption. This guide provides you with the foundational skills to write effective prompts when using Gemini for Workspace. You can think of a prompt as a conversation starter with your AI-powered assistant. You might write several prompts as the conversation progresses. While the possibilities are virtually endless, you can put consistent best practices to work today. The four main areas to consider when writing an effective prompt are: • Persona • Task • Context • Format Here is an example of a prompt using all four areas that could work well in Gmail and Google Docs: You are a program manager in [industry]. Draft an executive summary email to [persona] based on [details about relevant program docs]. Limit to bullet points. You don’t need to use all four in every prompt, but using a few will help! Always remember to include a verb or command as part of your task; this is the most important component of a prompt. Contact sales to get started with Gemini for Workspace today.

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3 Here are quick tips to get you started with Gemini for Google Workspace: 1. Use natural language. Write as if you’re speaking to another person. Express complete thoughts in full sentences. 2. Be specific and iterate. Tell Gemini what you need it to do (summarize, write, change the tone, create). Provide as much context as possible. 3. Be concise and avoid complexity. State your request in brief — but specific — language. Avoid jargon. 4. Make it a conversation. Fine-tune your prompts if the results don’t meet your expectations or if you believe there’s room for improvement. Use follow-up prompts and an iterative process of review and refinement to yield better results. 5. Use your documents. Personalize Gemini’s output with information from your own files in Google Drive. 6. Make Gemini your prompt editor. When using Gemini Advanced, start your prompts with: “Make this a power prompt: [original prompt text here].” Gemini will make suggestions on how to improve your prompt. Ensure it says what you need, and then paste it back into Gemini Advanced to get an output. Prompting is a skill we can all learn. You don’t have to be a prompt engineer to use generative AI. However, you will likely need to try a few different approaches for your prompt if you don’t get your desired outcome the first time. Based on what we’ve learned from our users so far, the most fruitful prompts average around 21 words with relevant context, yet the prompts people try are usually less than nine words. Generative AI and all of its possibilities are exciting, but it’s still new. Even though our models are getting better every day, prompts can sometimes have unpredictable responses. Before putting an output from Gemini for Workspace into action, review it to ensure clarity, relevance, and accuracy. And of course, keep the most important thing in mind: Generative AI is meant to help humans but the final output is yours. The example prompts in this guide are meant for illustrative purposes.

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4 Table of contents Writing effective prompts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 2 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 5 Administrative support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 7 Communications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 11 Customer service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 15 Executives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 20 Frontline management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 28 Human resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 32 Marketing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 37 Project management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 46 Sales . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 50 Small business owners and entrepreneurs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 58 Startup leaders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 62 Leveling up your prompt writing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 67

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5 Introduction Gemini for Google Workspace: Prompting 101 Gemini for Workspace is your AI-powered assistant integrated into the apps you use every day — Gmail, Google Docs, Google Sheets, Google Meet, Google Slides, and Gemini Advanced (the standalone chat experience available at gemini.google.com with enterprise-grade security). This means the apps you know and use will work together smoothly so you can collaborate with Gemini right where you are. You can have fewer interruptions to your focus and workflow, helping you complete tasks and do things you might not have initially known how to do. You can access the features of Gemini for Workspace in multiple ways. Engaging with Gemini in the side panel of your Workspace apps allows you to create highly personalized generative AI outputs that are based on your own files and documents — even if they aren’t Google Docs. You can generate personalized emails in seconds referencing your own Docs to pull in relevant context, generate Slides that are based on information directly from your own briefs or reports, and so much more. Understanding what makes an effective prompt and learning to craft prompts on the fly can boost your productivity and creativity. Gemini for Workspace can help you: • Improve your writing • Organize data • Create original images • Summarize information and surface insights • Have better meetings with automatic note taking • Research unfamiliar topics easily • Spot trends, synthesize information, and identify business opportunities For 25 years, Google has built helpful, secure products that give users choice and control over their data. It’s a bedrock principle for us. This was the case back when we first launched Gmail in 2004, and it remains true in the era of generative AI. This means your data is your data and does not belong to Google. Your data stays in your Workspace environment. Your privacy is protected. Your content is never used for targeting ads or to train or improve Gemini or any other generative AI models.

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6 How to use this prompt guide This guide introduces you to prompting with Gemini for Workspace. It includes strong prompt design examples to help you get started. Additionally, it covers scenarios for different personas, use cases, and potential prompts. You will notice a variety of prompt styles. Some prompts have brackets, which indicate where you would fill in specific details or tag your own personal files by typing @file name. Other prompts are presented without variables highlighted to show you what a full prompt could look like. All of the prompts in this guide are meant to inspire you, but ultimately they will need to be customized to help you with your specific work. To get started, use the role-specific suggested prompts as inspiration to help you unlock a new and powerful way of working. Next, learn how you can get started with different features by visiting g.co/gemini/features.

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7 Administrative support As an administrative support professional, you are responsible for keeping teams on track. You’re required to stay organized and efficient — even under pressure — while juggling many priority tasks. This section provides you with simple ways to integrate prompts in your daily tasks. Getting started First, review the general prompt-writing tips on page 2 and the Prompting 101 section at the beginning of this guide. Each prompt below is presented with an accompanying scenario to serve as inspiration for how you can collaborate with Gemini for Google Workspace. The prompt iteration example shows how you could write follow-up prompts to build on the initial generated response. Prompt iteration example Use case: Plan agendas (offsite, meetings, and more) You’re planning a three-day offsite meeting. To build an agenda, you brainstorm with Gemini Advanced. You type: I am an executive administrator to a team director. Our newly formed team now consists of content marketers, digital marketers, and product marketers. We are gathering for the first time at a three-day offsite in Washington, DC. Plan activities for each day that include team bonding activities and time for deeper strategic work. Create a sample agenda for me. (Gemini Advanced) NEW • Persona • Task • Context • Format

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8 This is a helpful start to your planning. You need to generate specific ideas for the team bonding activities. You type: Suggest three different icebreaker activities that encourage people to learn about their teammates’ preferred working styles, strengths, and goals. Make sure the icebreaker ideas are engaging and can be completed by a group of 25 people in 30 minutes or less. (Gemini Advanced) You are happy with the agenda as a starting point. You now want to reformat Gemini’s response into a table. You type: Organize this agenda in a table format. Include one of your suggested icebreakers for each day. (Gemini Advanced) Gemini Advanced Gemini Advanced

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9 You select Export to Docs. You open the newly created Doc. Now, you want to bring in detailed summaries for the strategy sessions using your existing files in Google Drive to provide more context for what will be discussed. You prompt Gemini in Docs and tag your relevant files by typing @file name. Use @[2024 H2 Team Vision] to generate a summary for the opening remarks on Day 1 of this agenda. (Gemini in Docs) Example use cases Executive administrators and executive business partners Use case: Manage multiple email inboxes After returning from vacation, you have many unread, unsorted emails. You prompt Gemini in the Gmail side panel. You type: Summarize emails from [manager] from the last week. (Gemini in Gmail) Gemini returns short summaries of each message. To directly access a message, you click on Sources and see tiles that bring you to specific emails. You select the most important one. Once the email thread opens, you see that many messages were exchanged. You prompt Gemini in Gmail: Summarize this email thread and list all action items and deadlines. (Gemini in Gmail) NEW Gemini Advanced

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10 You owe a response to a question, which you believe is best answered by a document in your Drive. You prompt Gemini in the Gmail side panel. You type: Generate a response to this email and use @[file name] to describe how the [initiative] can complement the workstream outlined in [colleague’s name]’s message. (Gemini in Gmail) Gemini in Gmail returns a suggested email that pulls directly from your own Doc. After reading it over, you select the Copy icon in the side panel and paste it directly into your message. Use case: Plan business travel Your manager has an upcoming meeting that is out of town. You are responsible for booking travel arrangements and creating a personalized itinerary. You need to research places to eat. You brainstorm with Gemini Advanced. You type: I am an executive assistant. I need to create an itinerary for a two-day business trip in [location] during [dates]. My manager is staying at [hotel]. Suggest different options for breakfast and dinner within a 10-minute walk of the hotel, and find one entertainment option such as a movie theater, a local art show, or a popular tourist attraction. Put it in a table for me. (Gemini Advanced) You continue your conversation until you are happy with the itinerary. Before you make reservations, you want to share the draft with your manager. You select Share & export and select Draft in Gmail. Once the drafted email is created, you put the final touches on the message and send. Use case: Track travel and entertainment budget You want to create a spreadsheet to keep track of all of the travel expenses incurred. You open a new Google Sheet and prompt Gemini in the Sheets side panel. You type: Create a budget tracker for business travel. It should include columns for: date, expense type (meal, entertainment, transportation), vendor name, and a description. (Gemini in Sheets) Gemini returns a tracker that is now ready for you to enter data. NEW NEW

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11 Communications As a communications professional, you are responsible for ensuring your business is well understood by the public. You have to stay up to date with the trends, communicate clearly and effectively with many stakeholders, and build compelling narratives. This section provides you with simple ways to integrate prompts in your daily tasks. Getting started First, review the general prompt-writing tips on page 2 and the Prompting 101 section at the beginning of this guide. Each prompt below is presented with an accompanying scenario to serve as inspiration for how you can collaborate with Gemini for Google Workspace. The prompt iteration example shows how you could write follow-up prompts to build on the initial generated response. Prompt iteration example Use case: Create a press release You are in charge of public relations at a company in the personal care industry. The company you work for has just acquired a smaller brand, and you need to craft a press release. You’ve completed interviews with your company’s CEO, CFO, and the acquired company’s CEO. You’ve stored all of the most important quotes in one Doc. You also have a Doc with all of the information about the acquired brand, its vision, how it got started, and stats. You open a new Doc and prompt Gemini in the Docs side panel and type @file name to reference your relevant files. You type: I’m a PR manager. I need to create a press release with a catchy title. Include quotes from @[VIP Quotes Acquisition]. (Gemini in Docs) NEW • Persona • Task • Context • Format

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12 [Gemini returns a response] Now you have a starting place for the press release, but you want to include more details about the brand that is being acquired and its founder. This information is stored in your Drive in another file. In the press release Doc, you prompt Gemini in the Docs side panel. You type: Use @[Biography and Mission Statement] to add more information about the company that is being acquired, its mission, and how it got started. (Gemini in Docs) Gemini in Docs Gemini in Docs The generated paragraphs are a good starting place, so you select Insert to add them into your draft, and you begin making edits to the press release.

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13 Example use cases Analyst and public relations Use case: Prepare for analyst or press briefings You need to create a brief to prepare a spokesperson for an upcoming meeting with analysts and the media for a new product launch. You open a new Doc and prompt Gemini in the Docs side panel. You type: Generate a brief template to prepare [spokesperson] for an upcoming media and analyst briefing for @[Product Launch]. Include space for a synopsis, key messages, and supporting data. (Gemini in Docs) This gives you a starting point to pull in additional information from your files. You prompt Gemini in the Docs side panel and tag your relevant files by typing @file name. You type: Craft a synopsis of the product launch in three main points using @[Product Launch - Notes]. (Gemini in Docs) You click Insert before repeating the process to fill out the rest of the briefing document. Next, you need to create a spreadsheet of media and analyst contacts. You open a new Google Sheet and prompt Gemini in the Sheets side panel. You type: Organize my media and analyst contacts from @[Analyst and Journalist Contact Notes] for a new product briefing. I need to keep track of their names, type of contact (analyst or journalist), focus area, the name of the outlet, agency or firm that they work for, and a place where I can indicate the priority level of their attendance at this briefing (low, medium, high). (Gemini in Sheets) Gemini in Sheets returns a spreadsheet, and you can go through and indicate priority level for each contact. Next, you want to create a slideshow to use during the briefing. You open a new Google Slide and prompt Gemini in the Slides side panel. You tag relevant files by typing @file name in the prompt. You type: Create a slide describing what [product] is from @[Product Launch - Notes]. Make sure it is short and easily understood by a broad audience. (Gemini in Slides) Gemini returns a Slide. You continue to build your presentation by using this method to generate additional Slides. NEW

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14 Use case: Create mock interview questions to prepare spokespeople Now, you need to prepare your company’s spokesperson for interviews that will follow the briefing. To generate a list of mock interview questions, you decide to chat with Gemini Advanced. You type: I am a [PR/AR] manager at [company name]. We just launched [product] and had a briefing where we discussed [key messages]. I am preparing [spokesperson and role/title] for interviews. Generate a list of mock interview questions to help [spokesperson] prepare. Include a mixture of easy and hard questions, with some asking about the basics of [product] and some asking about the long-term vision of [product]. (Gemini Advanced) Gemini returns a list of questions that can help you prepare your company’s spokesperson. You refine the suggested questions by continuing the conversation with Gemini. Then you select Share & export and Export to Docs. You open the newly created Doc, prompt Gemini in the Docs side panel, and tag relevant files by typing @file name. You type: Use @[Product Launch Notes] to write suggested answers for these questions. Write the talking points as if you are [title of spokesperson] at [company]. (Gemini in Docs) Gemini in Docs returns suggested talking points, and you select Insert to add them into your draft. Now you’re ready to continue tweaking the interview prep for your spokesperson. Communications manager Use case: Craft internal communications Your company has redesigned its intranet to be more user friendly. You’re in charge of internal communications for the launch. You want help drafting this message. You open a new Google Doc and prompt Gemini in the Docs side panel. You type: I need to draft a company-wide memo unveiling our relaunched intranet. The [new page] addresses [common feedback we heard from employees] and aims to create a more user friendly experience. Draft an upbeat memo announcing [the new site] using @[Intranet Launch Plan Notes]. (Gemini in Docs) Gemini in Docs returns a drafted memo. You refine and edit the text to be exactly as you need it. NEW NEW

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15 Customer service As a customer service professional, you strive to deliver service that’s effortlessly efficient, consistently delightful, and powered by a proactive, helpful team. This section provides you with simple ways to integrate prompts in your daily tasks. Getting started First, review the general prompt-writing tips on page 2 and the Prompting 101 section at the beginning of this guide. Each prompt below is presented with an accompanying scenario to serve as inspiration for how you can collaborate with Gemini for Google Workspace. The prompt iteration example shows how you could write follow-up prompts to build on the initial generated response. Prompt iteration example Use case: Draft customer communications You’re a customer service representative, and you’re responsible for responding directly to customer inquiries and concerns. You just received an email from a customer who received damaged goods. You open a new Google Doc and click on Help me write to prompt Gemini in Docs. Type the following: Help me craft an empathetic email response. I am a customer service representative, and I need to create a response to a customer complaint. The customer ordered a pair of headphones that arrived damaged. They’ve already contacted us via email and provided pictures of the damage. I’ve offered a replacement, but they’re requesting an expedited shipping option that isn’t typically included with their order. Include a paragraph that acknowledges their frustration and three bullet points with potential resolutions. (Gemini in Docs) • Persona • Task • Context • Format Gemini in Docs: [Drafts email copy]

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16 You like the email that Gemini in Docs created so you select Insert. But you want to brainstorm ways to resolve the issue without offering expedited shipping. You prompt by selecting Help me write. You type: Suggest 10 alternative options in place of expedited shipping to resolve the customer’s frustration about receiving the damaged package. (Gemini in Docs) Gemini in Docs: [List of alternative solutions] Gemini in Docs Gemini in Docs These 10 suggestions are helpful. You click Insert to add the text into your draft.

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17 Example use cases Customer Service Manager or Representative Use case: Respond to complex customer issues using FAQ documents A customer has reached out with a multi-part, complex question. You need to find and use information that is spread across multiple documents in order to respond accurately. You prompt Gemini in the Drive side panel. You type: Summarize information about [product name] including the product’s specific [return policy], [ingredients], and [certifications]. (Gemini in Drive) Gemini returns a summary and links to relevant files, which you can directly click into from the side panel. You read the information before returning to your email to generate a response to the customer. You open the message and prompt Gemini in the Gmail side panel and tag relevant files by typing @file name. You type: Generate a response to the customer question about our [return policy] and [product certifications] based on @[Customer FAQ Document]. Use a helpful and professional tone. (Gemini in Gmail) Use case: Standardize communication frameworks You’re a customer service team manager. You need to create scalable resources to standardize your team’s communications. You open a new Google Doc. You brainstorm by prompting Gemini in the Docs side panel. You type: Draft templates for three different types of customer communication. Create templates for apology emails, order confirmation messages, and thank you notes for loyal customers. Keep each template to one paragraph and use a friendly tone. (Gemini in Docs) The suggested templates offer a starting point for you to begin editing and personalizing with elements consistent with your company’s brand and policies. Now you want to outline your team’s communication best practices for onboarding. You open a new Doc and prompt Gemini in Docs. You type: Craft a list of customer communication best practices that can be used to train new team members. Outline three sections, including how to handle happy customer inquiries, neutral customer inquiries, and dissatisfied customer inquiries. (Gemini in Docs) NEW

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18 You also want to support the team with standardized language that they can use when interacting with customers on phone calls. You prompt Gemini Advanced: I am a [customer service manager]. I am trying to create standardized language that the team can use when interacting with customers on phone calls. Generate templates for common call openings, greetings, and closures for a customer service representative at a retail store. These templates should allow for personalization with customer details. The goal is to ensure consistency and professionalism while allowing for differentiation with specific customer information. (Gemini Advanced) Use case: Improve customer service You’ve noticed an uptick in customer complaints. You need to collaborate across departments to address recurring issues. You prompt Gemini in Gmail. You type: Draft an email to my colleagues proposing a meeting to discuss customer experience improvement initiatives. Request that marketing, sales, and product stakeholders meet in the next week to get a clear sense of roles and responsibilities. (Gemini in Gmail) You edit the email and send it to your colleagues. Now you want to create a spreadsheet that you can use to track progress on this cross-departmental initiative. You open a Google Sheet and prompt Gemini in the Sheets side panel. You type: Create a table to track the progress and impact of different customer experience improvement tactics using relevant metrics, including support ticket volume and priority level (high, medium, low). (Gemini in Sheets) Customer Support Specialist Use case: Analyze customer feedback You have a spreadsheet that tracks customer feedback. You want to analyze it and brainstorm potential reasons for the trends. You chat with Gemini Advanced. You upload the file and type: I am a customer support specialist. Using the attached spreadsheet, identify trends and patterns in our [customer feedback] by [category] over [time period]. Identify areas where [customer outreach] has increased significantly and investigate potential reasons. (Gemini Advanced) NEW

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19 Use case: Enable customer self-service Customer feedback has consistently said your return policy guidelines are unclear. You open a Doc that states the return, refund, and store credit policies. You prompt Gemini in Docs by selecting Help me write. You type: Summarize this content to write a clear and concise product return policy and outline 5 steps for customers to take in sequential order. (Gemini Docs) You like how simple the steps are. You repeat the process for your refund policy and store credit policy. Now, you want to use the newly simplified content to create a blog post for customers. Using your Google Doc with the newly written guidance, you prompt Gemini in Google Docs. You type: Take this content and turn it into a short blog with the title “Resolve Common Issues Without Agent Assistance.” Have separate sections for our return policy, our refund policy, and our store credit policy. (Gemini in Docs) Now you want to create an email template that the team can use when they receive customer questions around these three areas. You open a new Google Doc and prompt Gemini in Docs using Help me write. You type: Draft an email template to a customer that highlights self-service resources referencing [blog link] for [support issues]. Thank the customer for their business and assure them of our commitment to meeting their needs. (Gemini in Docs) Use case: Conduct voice of the customer research You want to email a dissatisfied customer to attempt to make things right. You open an email that includes a customer complaint. You prompt Gemini in Gmail by selecting Help me write. You type: Request a follow-up conversation on [date] at [time] with this customer who provided negative feedback to understand their concern and offer resolutions. Include example solutions. (Gemini in Gmail) The drafted response is a nice start, but you want to refine the language. You iterate by prompting Gemini in Gmail using Refine and Elaborate. Next, you want to create a short survey that you can send after each follow-up customer call. You open a new Google Doc and prompt Gemini in Docs. You type: Create five different questions to customers who have just spoken to an agent on the phone. Questions should gauge how effective the call was, if the customer’s concern was addressed, and if they would recommend our business to others. (Gemini in Docs)

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20 Executives As an executive, your time is incredibly constrained. Every decision you make can impact growth, innovation, and the trajectory of your business. Understanding your market and making informed, strategic decisions is paramount, and so is getting urgent tasks done while you’re on the go. This section provides you with simple ways to integrate prompts in your daily tasks. Getting started First, review the general prompt-writing tips on page 2 and the Prompting 101 section at the beginning of this guide. Each prompt below is presented with an accompanying scenario to serve as inspiration for how you can collaborate with Gemini for Google Workspace. The prompt iteration example shows how you could write follow-up prompts to build on the initial generated response. Prompt iteration example Use case: Communicate on the go You are an executive about to board a long flight, and you just received an invitation for the next board meeting with an agenda. You have a couple of comments, and you want to propose adding a few topics to the agenda. You open Gmail, and you prompt Gemini in Gmail. You type: Draft an email confirming that I will be at the board meeting. Ask if we can adjust the agenda to give 15 minutes to [urgent topics]. (Gemini in Gmail) • Persona • Task • Context • Format Gemini in Gmail: [Drafts an email]