Phase 2: Get people to start using AI

In phase 2, have employees dive in and start using AI in their daily work. You'll need to provide training, user guides, and peer-to-peer support. 

On this page

• Step 1: Recruit Google Guides as early adopters
• Step 2: Provide training guides
• Step 3: Provide kickoff training and ongoing support
• Conduct short "pulse-check" surveys
• Monitor Gemini usage and activity

Step 1: Recruit Google Guides as early adopters

Recruit early adopters from each major department or group to explore and evangelize using AI. Google Guides don’t have to be highly technical, but they should be enthusiastic, “go-to” team members who are eager to use new tools.

Your Google Guides should have the time and interest to:

• Work with teams to identify use cases and show people how to use the tools  
• Provide peer-to-peer support by holding office hours, giving demos, and participating in company forums
• Share out best practices and success stories, in emails, blog posts, or newsletters
• Gather and relay feedback to the adoption team, to determine what’s working well and what needs improving. 

Step 2: Provide training guides

So that people can learn at their own pace, provide on-demand training materials for using AI features in Workspace. Base your guides on the use cases and goals you identified in phase 1 of this guide.

Step 3: Provide kickoff training and ongoing support

To help people dive in and use AI, provide in-person training, make it easy to get support, and reach out regularly to keep people engaged.

Good ways to support and engage users include:

• Kickoff trainings where Google Guides meet with each team to demonstrate AI use cases for their role
• Weekly office hours staffed by Google Guides, where users can get 1-on-1 support
• An internal hub with access to all AI resources, such as on-demand training and office hour schedules 
• Google Chat space where users can ask questions, share use cases, and otherwise engage with each other about using AI. Learn how to create a space
• Friendly competitions, such as to track and celebrate the most effective or creative prompts
• FAQs, tips, and success stories posted at your AI hub or shared via emails, blog posts, or newsletters
• Posters displayed throughout your workplace with AI reminders and tips

Conduct short "pulse-check" surveys

Throughout phase 2, conduct a series of short surveys asking users about a favorite feature they've been using and how it's been working out. Use responses to create FAQs, tips, and success stories, and to identify where people might need more support.

Tip: Create your survey easily in Forms. You get instant results, and you can summarize responses at a glance with charts and graphs. Go to Create a survey in Forms

Monitor Gemini usage and activity

Once people start using Gemini with Google Workspace, use your Admin console to track adoption and learn how Gemini is using your company data.

Track AI usage with reports

View Gemini reports to track how many people are using Gemini with Google Workspace, and which apps they're using it with. Track usage across your company, within teams, or by individuals.

With reports, you can find out which teams or individuals are power users, or who has low adoption rates and might need more AI training. You can also get insight into adoption of different use cases. For example, you might find that your engineering team is indeed using Gemini in Google Docs to improve communications, but they're not taking advantage of Gemini features in Meet, such as meeting summaries and note-taking.

Learn how: Review Gemini usage in your organization

View how Gemini uses company data

When responding to your users' prompts, Gemini accesses content from Google Drive. To see what content has been accessed, you can run audit log searches in Drive. For example, if Gemini accesses data from a set of files in response to a user query, an event is generated for each accessed file.

Learn more: Audit logs for Gemini with Google Workspace activity