How to Activate Gemini in Google Workspace

Have you ever stepped back and wondered how your organization handles information and time? Well, the new normal is tapping into a whole host of tools within a holistic AI suite. Chief amongst these is Google Gemini, which is pretty much limitless in terms of the sheer variety of ways it can help your organization leverage digital and AI transformation.

With highly advanced AI capabilities, like brainstorming, strategic insights and even sophisticated business workflow tools, Gemini can help you reduce most, if not all, of your grunt work, and dedicate your resources to achieving your long-term business objectives.

Let’s take a closer look at these benefits, and discover how to activate Gemini within the Google Workspace ecosystem.

Beyond Automation: Long-Term Google Workspace Benefits

Discovering how to activate Gemini in Google Workspace is not an instantaneous thing – there’s tons of strategy involved. Harnessing the full power of AI requires a niche understanding of Gemini’s role within your organization. Let’s first delve into the broad-level Google Workspace benefits

1. Real-time App Integration

Gemini lets you multitask without actually having to toggle between multiple tools. Content creation, design, meetings – it’s a one stop shop, housing email, chats, video conferencing, documents, etc, together.

2. High Security and Privacy

A high degree of AI control and compliance is guaranteed with Gemini. These checks ensure that you have the freedom to activate Gemini without having to worry about any sort of regulatory risk whatsoever.

3. Workforce Consolidation

In an age where hybrid teams are the norm, Gemini affords you the flexibility to mobilize them across multiple touchpoints. Of course, onsite and fully remote teams get full access to Gemini’s AI capabilities too.

However, its true potential is on display when it comes to remote teams, eliminating location-based disruptions and creating a smooth, uniform intelligence-sharing ecosystem .

By activating Gemini in Google Workspace, your workforce’s ultimate potential is realized; Right from simple tool-sharing to advanced real-time synchronization, Gemini increases your productivity exponentially.

Activating Gemini in Google Workspace: A Detailed Breakdown

A step-by-step breakdown of how to activate Gemini within Google Workspace is essential, since getting it right the first time is absolutely crucial. Here’s a checklist, with detailed instructions you can safely follow to optimize the process.

Step 1 – License Validation

• Use the admin section under the ‘Subscriptions’ tab to assess the situation
• Ensure you have access to the right Google Workspace plan to access Gemini’s AI capabilities across the board
• Under ‘Directory-Users’, make sure you assign access to your organizational units as required

Here are the Google Workspace plans with Gemini AI:

Note: You should make sure you run a qualified, thorough assessment before selecting your plan and assigning user access. This helps make sure your choices are based on factual, in-depth knowledge of the underlying niches and requirements, leading to a successful AI transformation.

This process helps you utilize your AI powered Google workspace completely, helping your organization tap into enterprise-grade capabilities.

Step 2 – Rollout, Risks and Tiers

• Get a firm grasp of your organizational workflow, expectations etc
• Translate these details into a more suitable form, like a doc or FAQ, for easy deciphering
• Create highly intricate role-based tiers for your organizational users, making sure these are based on both long-term goals and day-to-day activity.

This helps you organize your use of Gemini precisely, curating it to near-perfection. This way, content marketer, data analysts and product managers each have access to the exact section of the tool they intend to use.

Step 3 – Policy and Compliance Checks

An often underrated and unnoticed step, before using Gemini for cloud migration and other purposes, is making sure your AI tool integration follows all data and compliance concerns. To get this done, update your organization’s user policy to cover AI tool usage. You might also need to review, assess and upgrade your third-party data and broad-level compliance policies before starting to use the tool.

Embracing Google Workspace and Consolidating into It

It goes without saying that having your organization’s entire data and workflows consolidated into Google Workspace is the foundation for AI models like Gemini to learn deeply. And the deeper the AI model gets integrated into your company’s data, the more it understands and delivers better actionable insights.

So, if your company has not fully consolidated into Google Workspace, now is the best time to be early in the AI adoption wave! And as challenging as it may seem, Google Workspace-trusted migration solutions providers like us (CloudFuze) help streamline the entire process of migrating to the Google Workspace cloud suite.

From preparing the scope of migration to mapping users and migrating to all the leading Google Workspace apps, we have got you covered. Also, our fully managed migration service handholds businesses every step of the way; so even if this is your first time consolidating everything into Google Workspace, you can avoid going wrong in any area.

In 2024, our team was a part of a Google Workspace webinar titled “Gemini in Chat & Meet” where the integration of Gemini’s advanced AI capabilities into Google Chat and Meet was discussed. Check out the recording to gain insights.

Connect with us for a free and no-obligation migration consultation. We’ll be more than happy to help you gain clarity and make informed decisions!