Communication and Documentation made Easier with Gemini Notebook

Content Introduction

Gemini Notebook Overview

Gemini Notebook helps you summarise and get quick insights from your own sources. You can add things like school calendar, policy circulars or rough meeting notes. Because it’s grounded only on your materials, the risk of "hallucinations"—instances where AI generates inaccurate or invented information—is reduced.

In this module, we are going to explore how to use Gemini Notebook to streamline two common administrative tasks:

• For Parent Communications: We will use it as a creative partner to transform a school calendar into an engaging Parent-Teacher Meeting (PTM) notice.

• For School Documentation: We will use it as an information organiser to convert handwritten notes from a staff room discussion into a structured Minutes of Meetings (MoM) and clear action items.

Demo

Let’s look at how to safely extract exact dates from your school's Academic Calendar to generate a warm, welcoming Parent-Teacher Meeting (PTM) notice using Gemini Notebook.

Practice

Let’s practice together. We will turn unformatted staff meeting notes into a clean, organised list of Minutes of Meetings (MoM) and Action Items.

Your Task:

• Step 1- Open Gemini Notebook: Go to notebook.google.com.

• Step 2- Upload: Create a new notebook and upload a PDF or Doc of your recent meeting notes.

• Step 3- Create: Look at the top right corner and click on Studio. Click the arrow next to Reports, choose Briefing Doc, and click the small Pencil icon to open the prompt box. Write your prompt.

If you feel stuck, try this sample prompt:

“You are a school coordinator. Look at my uploaded meeting notes and extract the key discussions, decisions, and tasks. Create a clean and professional Minutes of Meeting (MoM) report to be shared with our school principal and teaching staff. The language should be simple, formal, and polite. Don’t create a table; give headings, showing:
-A short summary paragraph of the meeting.
-A list of main decisions made.
-Details about the task, the person assigned and the deadline.”_

• Step 4- Export to Docs: Click on your newly generated MoM report. Find the three dots on the top right and click on Export to Docs. Your MoM document is now exported to Google Docs for editing and sharing.

Reflection

Let’s take a moment to reflect on what you created.

What is one thing you’ve learned today that you’ll put into practice?