Prompting guide 101

A quick-start handbook for effective prompts

How to write effective prompts
Administrative support
- Prompt iteration example
- Example use cases
  - Executive administrators and executive business partners
Communications
- Prompt iteration example
- Example use cases
  - Analyst and public relations
  - Communications manager
Customer service
- Prompt iteration example
- Example use cases
  - Customer Service Manager or representative
  - Customer Support Specialist
Executives
- Prompt iteration example
- Example use cases
Frontline management
- Prompt iteration example
- Example use cases
  - Retail associate
  - Warehouse worker
Human resources
- Prompt iteration example
- Example use cases
  - Recruiter
  - HR Manager
Marketing
- Prompt iteration example
- Example use cases
Project management
- Prompt iteration example
- Example use cases
  - Project Manager
  - Technical Project Manager
Sales
- Prompt iteration example
- Example use cases
Small businesses
- Prompt iteration example
- Example use cases
  - Owner
Start-ups
- Prompt iteration example
- Example use cases

Communications

As a communications professional, you are responsible for ensuring that 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 in the How to write effective prompts section.

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 that 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:

Legend
Persona
Task
Context
Format

I’m a PR manager.

I need to create a press release with a catchy title.

Include quotes from

@[VIP Quotes Acquisition].

I’m a PR manager.

I need to create a press release with a catchy title.

Include quotes from

@[VIP Quotes Acquisition].

Copied to clipboard.

Gemini in Docs

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.

Copied to clipboard.

Gemini in Docs

Gemini drafts additional content for the press release.

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.

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.

Copied to clipboard.

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].

Copied to clipboard.

Gemini in Docs

You click Insert before repeating the process to fill in 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).

Copied to clipboard.

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.

Copied to clipboard.

Gemini in Slides

Gemini returns a Slide. You continue to build your presentation by using this method to generate additional Slides.

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 the Gemini app. 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].

Copied to clipboard.

Gemini app

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].

Copied to clipboard.

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].

Copied to clipboard.

Gemini in Docs

Gemini in Docs returns a drafted memo. You refine and edit the text to be exactly as you need it.

Administrative support

Customer service

Gemini at work

Explore the curated resources — from prompting guidance to customer stories and more — to learn how to get the most out of Gemini for Google Workspace.

Learn more