Make the most of Google’s amazing AI assistant, Gemini! Check out these productivity tips to boost your productivity in Google Workspace.
Integrated directly into the tools we use daily—Gmail, Docs, Sheets, and more—Gemini is designed to be your creative partner, productivity booster, and insight engine. But are you taking advantage of its full potential?
With the right partner, navigating the world of AI and getting the most out of your Google Workspace investment can be a breeze! As a certified UK Google Cloud Partner, Refractiv has over 14 years of experience helping businesses like yours harness the full potential of Google Workspace.
Don’t hesitate to get in touch with us for friendly support, customised advice, and training!
Gemini for Google Workspace – Pricing
Google added Gemini AI right into the core Google Workspace business plans! There’s no need for add-ons – the AI assistant is now standard in your daily tools like Gmail, Docs, and Chat. Find out more about the latest Google Workspace plans here.
10 Game-Changing Gemini Tips for Google Workspace Users in 2025
Whether you are new to AI tools or have already tried Gemini, these top 10 tips from our team will help you navigate your working day more effectively.
1. Automatic Note-Taking
Use the “Take notes for me” feature during Google Meet calls to have Gemini capture key points and action items in a Google Doc. This is one of our favorite features, and we have decided to enable it by default for all our meetings. After the meeting, the Google Doc containing the meeting notes is automatically attached to the calendar event and shared with all participants.
2. Draft Emails Based on Docs
Ask Gemini to draft an email based on the document you are viewing. For example, “Draft an email to the team to summarise the meeting notes.” Gemini will generate a polished first version, which you can review and send to the team.
3. Find Information Faster in Google Drive
Ask Gemini questions about your files (e.g., “What were the key decisions from the Project X files?”) to locate information without manual searching.
You can also summarise a specific file or folder by using “@” followed by the file or folder name in your prompt (e.g., “Summarise the key points in @Sales Team Meeting Notes.”).
4. Identify Action Items from Chat
Gemini is integrated into Google Chat to act as a powered assistant within your conversations and spaces. You can use it to list the tasks and next steps discussed in a conversation. Examples of prompts include: “What are the action items in this conversation?”, “Are there any action items for me?”, or “Summarise [person’s] action items.”
5. Summarise Email Threads
Overwhelmed by long email threads? Use the side panel with prompts like “Summarise this thread” to get the key points from lengthy conversations in seconds. Click the “Ask Gemini” button from the top right corner to open the side panel.
6. Write Content With Gemini
Draft blog posts, meeting agendas, project proposals, or outlines based on your ideas. You can do this directly in a Google Doc or at gemini.google.com.
Instead of trying to get that first sentence right, simply provide Gemini with a prompt about your ideas, the document’s purpose, or key points you want to cover. For example:
- “Draft a blog post about the benefits of using solar panels for homeowners, including cost savings, environmental impact, and potential incentives.” Gemini will generate a draft with an introduction, body paragraphs covering your points, and a conclusion.
- “Create a meeting agenda for the project kickoff meeting for ‘Project Alpha’ Include sections for introductions (5 min), project overview (15 min), role assignments (10 min), Q&A (10 min), and next steps (5 min).” Gemini will produce a formatted agenda ready for refinement.
- “Draft a project proposal to develop a new mobile app for our online store. Outline the objectives, target audience, key features, proposed timeline, and budget considerations.” Gemini will structure a professional proposal with these elements.
Use this trick to instantly overcome the hurdle of the blank page and save yourself valuable time and mental energy.
7. Summarise Long Documents
Quickly grasp the essentials of lengthy reports or articles. Gemini can quickly list the key points and action items from documents. This helps you save time and get up to speed on projects efficiently. This feature really transforms how you interact with large documents, so give it a try today!
Soon, you’ll also be able to listen to audio versions or podcast-style overviews of your documents. Currently, this feature is only available within Gemini Notebook.
8. Unlock Data Insights in Sheets
Use the side panel or the “Help me analyse” button to identify trends and insights from your data without complex formulas. You can also ask more direct questions such as “What are the top 5 selling products this quarter?” or “Show me the monthly sales trend for the North region.”
9. Generate Slides
Ask Gemini in the side panel to create new slides, such as meeting agendas or project summaries. It’s the quickest way to start a presentation from scratch and get a basic structure for common slides. It can save you time and effort, especially when you need to quickly assemble a presentation.
10. Use Gemini Notebook for Deeper Research
For tasks requiring in-depth research and analysis, try Gemini Notebook. Upload your source materials (documents, PDFs, web links, etc.) and ask Gemini questions, generate summaries, get audio overviews in the style of podcasts, and organise your findings in one place. Check out our complete Gemini Notebook.
How to Craft Effective Prompts for Better Results
The quality of Gemini’s output depends on the quality of your input. Here are the best practices for effective prompts:
- Be clear and concise: Use natural language, but avoid ambiguity.
- Provide context: The more relevant detail you give Gemini, the better it understands your request.
- Break down complex tasks: For multi-step requests, use separate prompts.
- Use keywords: Include specific, relevant terms.
Unlock Gemini’s Full Potential with Training
Getting the most out of Gemini requires understanding its capabilities. Invest in Gemini training to empower yourself and your team. Get in touch today to arrange a training session for your organisation, or check out the courses available to book now.
As experts in deployment, migration, managed support, security audits, and custom development, Refractiv helps UK businesses leverage the full power of Google Workspace, including Gemini. We offer tailored advice, support, and training to ensure your team can utilize these powerful tools effectively and securely.
Ready to transform your workday? Contact us today for a free consultation.
