Section 3: Creating documents, reports, presentations and visual content

Scenario 21: Weekly status report from field notes

Level: Beginner · Tools: Gemini in Google Docs, Google Drive sources; an eligible Google Workspace or Google AI plan

Who and in what situation

Elif is the technical services coordinator at a holding company. Every Friday, she turns field notes from different teams into a single management report.

How it is done today

Elif opens the notes individually, moves sentences into a Docs file, organizes the headings, and follows the format of last week’s report. She then checks the dates, people responsible, and status information again.

How to do it with AI

  1. Open a blank Google Doc on your desktop. In the prompt field in the bottom bar, enter the report’s purpose and sections, then select Submit.
  2. Add the field notes using Sources > Add from Drive. Gemini in Docs can use the files as sources for writing and editing. [54]
  3. Use Match doc format to use last week’s report as a formatting example. If needed, add your organization’s writing style using Tools > Writing style > Add doc from Drive. [54]
  4. Before generating the draft, open the files from Sources. Compare the information; then select Preview, Insert, or Retry. [57]

Example prompt

Prepare a weekly technical services status report using the field notes for {date range}. Sections: executive summary, completed work, delayed work, risks, people responsible, and next week’s plan. Use only the information in the source files. Do not invent missing information; mark it as “not specified in the source.” Keep the layout of last week’s report.

Evidence and real-world example

No published organizational case study was found for this scenario. The basis is Google’s explanation of creating a first draft using Drive context and referencing document formatting and writing style. [54]

Points to consider

An eligible plan is required, and the feature is available on desktop. Check the dates and responsibilities in the output before publishing. Google asks users not to include personal, confidential, or sensitive data when submitting feedback; do not copy internal notes into the feedback box. [54] [57]

Sources for this scenario

  1. Create personalized documents with Gemini in Google Docs (support.google.com)
  2. Collaborate with Gemini in Google Docs (support.google.com)