Discover how Gemini productivity tools can revolutionise your Google Workspace experience and supercharge your productivity.
Gemini is a powerful tool that can significantly improve work efficiency and quality, but its adoption requires planning and support. The tool is intuitive and integrated into familiar tools, but adopting a new way of working alongside your project tasks and deadlines without support is too much. Think about it – a chef wouldn’t design a new menu with unfamiliar ingredients when the restaurant is full of customers, right?
The adoption of a new tool should be planned and scheduled to bring increased efficiency and improve work quality gradually. This requires users to be willing and ready to learn new things. It’s important to plan how the implementation and training can be done as efficiently as possible to quickly achieve the desired, particularly measurable, benefits.
Support should be provided during the implementation, and users should have channels to ask questions, give feedback, and share their experiences, from which others can learn or get ideas on utilising the tool. The scheduling should be an effective "sprint" during which participants commit to trying and learning new things. The best time to schedule this is when it doesn’t coincide with major project deadlines. Getting familiar with and applying a new tool like Gemini also requires new skills, such as prompting. Finally, it’s important to measure the benefits brought by Gemini, for example, in terms of time savings.
Gemini for Google Workspace can help reduce workload and save time. For example, the analysis and summarization of complex texts are quick and accurate, freeing up employees’ time for more important tasks. This not only improves work efficiency but also enhances employee well-being as they can leave work less burdened. Meetings run more smoothly, as Gemini benefits reaches also to Google Meet: the meetings by improving audio, lighting, and microphone quality.
Gemini makes difficult tasks easier: it reduces the so-called blank page syndrome, making it quicker and easier to start working. Furthermore, Gemini can assist in brainstorming ideas and offer new perspectives, helping to produce more diverse and high-quality content faster.
Gemini also works as a translator, providing accessibility in multiple languages. Additionally, Gemini offers high data security, which is particularly important for internal company information. Unlike free tools, Gemini for Google Workspace integrates seamlessly with the company’s Google Workspace tools like Google Drive, enabling efficient and secure work. Gemini suggests prompts in the tools, providing users with examples of how they can be used. This is especially helpful in the early stages when you are still learning on how to use the tool and prompting. Initially, people might not easily think of ways to utilize Gemini in their work, and these suggestions help with that massively.
There are also differences between the free version of Gemini and the Gemini for Workspace for Businesses. All data inputted into the tool (prompts, files) remains within the company’s environment and is not used to train the tool, unlike the free version where no confidential information should be inputted.
The tool and language model are evolving, with new features constantly being added. Future enhancements include several new Google Meet features, such as automatic meeting notes (currently in alpha testing and available in English). Gemini will also assist users in data analysis in Google Sheets, making data handling easier and more efficient for a larger number of employees. In the future, Gemini will also allow the creation of applications in a chat interface using natural language without any coding or programming knowledge.
Due to new functionalities, it is also crucial that training within the company is continuous. This works if support comes either from outside or if there is a designated person within the company who trains themselves and others on new changes and Gemini’s new features.
Gemini users have noticed significant improvements in their tasks and work results. Users have utilized Gemini to enhance content production, such as summarizing long instructions and modifying the tone of text. Users have also been pleased with the improvement in communication quality: Gemini helps eliminate typos in emails and produces better-quality content. Long texts are transformed into brief bullet points, making it easy to read the main points.
Many experts have found that starting work is easier and less stressful with Gemini. Gemini allows for the analysis of texts, comparison of bids or job applications, and quick identification of key points in long contracts, saving time and reducing manual work. For example, you can compare several bids in seconds and check that they meet the request for proposal requirements and the company’s procurement guidelines.
Gemini can also be used to produce and correct scripts. Benefits have also been found in using Google Sheets. Gemini helps users find the right formulas and solutions for data analysis.
As mentioned, Gemini can bring significant improvements to work, but achieving its benefits requires organized implementation and continuous support. Adopting anything new takes time and effort, but with Gapps, this process is designed to be as easy as possible. Gapps’s AI adoption program includes the necessary steps for this process to succeed.
Gapps’s experts help customers create frameworks and guidelines for using AI tools and guide their use within the organization. This includes finding and sharing the organization’s use cases and guiding the use of AI tools. We show, among other things, what the tools can do, and what they are not suitable for, and emphasize the importance of verifying the "facts" provided by AI. It’s important to remember that AI tools support work, but the user (human) is always responsible for the outputs and decisions.
The adoption of Gemini is divided into phases so that the organization can gradually adapt to the new tool. Workshops and training sessions ensure that all employees learn to utilize Gemini in the best possible way. Prompt training and team support are key parts of the program, helping the organization get the most out of the tool. Creating a community where employees can share their experiences and seek advice is an essential part of a successful implementation. It is also particularly important for us to investigate and measure together with the company what results have been achieved, for example in terms of time savings. We always provide a summary to key personnel based on feedback.
We are happy to assist with the implementation and adoption of Gemini to ensure that your company’s employees get the most out of its use. With Gapps you can also get continuous support, keeping your company up-to-date with new changes. Explore our AI adoption program here and take the first step towards more efficient and productive work! Let's unlock a new and powerful way of working, together.