Role-Based Programme
RB0543

Gemini for Google Workspace for Administration & Facilities

Streamline Workplace Services, Facility Operations & Administrative Workflows with AI

IMAGE REQUIRED
Duration
16 Hours
Level
Intermediate
Delivery
Instructor-Led
Format
Capability Training

Programme Objectives

  • Develop functional proficiency in applying Gemini across administration, facilities operations, workplace services, documentation, scheduling, communication, and reporting.
  • Use approved workplace policies, SOPs, maintenance records, vendor information, emails, and operational files to support evidence-based administrative workflows.
  • Build reusable AI-assisted workflows for workplace requests, maintenance coordination, vendor follow-ups, facility reporting, meetings, and management updates.
  • Apply Google Workspace Studio to automate recurring administrative and facilities processes across Workspace applications.
  • Maintain privacy, access control, human approval, source validation, and operational accountability when using AI with workplace and facility information.

Tools covered

Gemini for Google WorkspaceGemini in Google DriveGoogle DocsGoogle SheetsGmailGoogle ChatGoogle MeetGoogle CalendarGoogle TasksGoogle Workspace StudioWorkspace Studio Skills

Who should attend

  • Administration Managers
  • Facilities Managers
  • Workplace Managers
  • Office Managers
  • Facilities Operations Professionals
  • Administration Executives
  • Facilities Coordinators
  • Workplace Experience Professionals
  • Corporate Services Professionals
  • Office Services Professionals
  • Vendor Coordination Professionals
  • Maintenance Coordinators
  • Administration & Facilities Team Leads

Prerequisites & Participant Readiness

  • Working understanding of administration or facilities-management processes
  • Familiarity with workplace requests, maintenance activities, vendors, SOPs, scheduling, or office operations
  • Basic experience with Google Drive, Docs, Sheets, Gmail, Calendar, or Meet is recommended
  • General awareness of generative AI and prompt design is helpful
  • Access to an eligible Google Workspace environment with relevant Gemini capabilities
  • No programming expertise required
  • No previous Gemini for Google Workspace course completion required

TOC Modules

Concepts
  • Understanding Gemini capabilities across Drive, Docs, Sheets, Gmail, Meet, Chat, Calendar, and Workspace workflows
  • Mapping AI assistance across workplace support, facilities coordination, documentation, communication, and reporting
  • Differentiating AI-generated assistance from approved operational decisions and physical facility actions
  • Understanding contextual information, source permissions, and human accountability
Practical activities
  • Exploring representative administration and facilities tasks across Gemini-enabled Workspace applications
  • Mapping Operational Activity → Workspace Application → Gemini Capability → Business Outcome

Scenarios

Facility Issue to Coordinated Resolution

Employee / Workplace Request → Gmail / Workspace Input → Gemini Classification → SOP & Facility Information from Drive → Maintenance Tracker in Sheets → Vendor / Internal Team Communication → Calendar / Task Follow-Up → Resolution → Management Update

Participants create an integrated workflow that converts an unstructured facility issue into a structured, traceable operational process while retaining human control over priorities, safety decisions, and vendor commitments.

Recurring Facilities Review to Automated Management Brief

Maintenance & Service Data → Gemini in Sheets → Backlog / Ageing / Recurring Issue Analysis → Workspace Studio Flow → Relevant Email & Meeting Context → Management Summary → Action Owners → Follow-Up Tracking

Participants automate the preparation of a recurring facilities-management review while validating source data and keeping operational decisions under accountable facilities ownership.

## Current Capability Reference

Gemini in **Google Drive** currently supports natural-language file retrieval, file and folder summarisation, PDF and video summaries, and “Catch me up” updates that summarise changes and comments since the user's previous view. These capabilities are useful for staying current with operational documents, SOPs, and evolving workplace records.

Gemini in **Google Sheets** currently supports table and formula creation, data analysis and insights, charts, pivot tables, filters, conditional formatting, dropdowns, checkboxes, data formatting, and optimisation tasks, making it suitable for facilities trackers and operational reporting.

Gemini in **Gmail** can currently summarise email threads, draft and refine messages, retrieve information from previous emails and Drive files, reference Calendar information, and create Calendar events. Gmail's AI Overview can also identify tasks with due dates and create reminders that appear in Google Tasks and Calendar.

Google Meet's current **Take notes for me** capability can create structured meeting notes in Google Docs, provide a “Summary so far,” and make the meeting recap available through the related Calendar event. Organisations can require participant consent before AI note-taking begins.

As of **September 9, 2026**, Google is rolling out deeper cross-app Gemini capabilities that can work across Gmail, Drive, Docs, Slides, and Chat and can assist with scheduling, resolving Calendar conflicts, reminders, and Google Tasks. Availability varies by Workspace edition and rollout status.

**Google Workspace Studio** is currently generally available for Google Workspace Business and Enterprise plans and allows users to create no-code AI-powered flows using natural-language instructions, preconfigured steps, Workspace applications, business-app connectors, and workflow activity tracking.

Google also supports **Workspace Studio Skills** for reusable prompts, team rules, templates, and reference files. Because agentic flows can access context and act on a user's behalf, Google recommends layered security and observability controls for sensitive or high-impact workflows.

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