We tested AI on your work tools (emails, calendar, etc.)

Talking about Artificial Intelligence (AI) is something. Taking advantage of it is sometimes another kettle of fish. The Share it and Latitudes teams are seeking to better understand this black box by testing what AI can (or cannot) really change in the daily life of associations.

We were particularly interested in the AI integrated into our work tools with our partner AVISIA. Can it keep its promise and make us more productive? Answer with our test of Gemini, Google's generative AI, when integrated into the Workspace suite (Gmail, Docs, Sheets, etc.).

Warning: this article is neither an incentive to use AI, nor the result of a paid partnership with Google, but rather a feedback that is intended to be as lucid and transparent as possible.

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Gemini, Google's generative AI

Gemini works like ChatGPT with the difference that it can be directly integrated into your Google Workspace suite (Gmail, Docs, Sheets, Calendar, Slides...). The main advantage is to use it at the heart of the tools you already use, without having to change the interface to search and query the content of your files or your Google applications.

Attention this option is only available from a Business Standard license (starting at €3.40/month/user for non-profit associations).

Where AI brings value

Gemini first proves to be an effective assistant in finding a lost email in an inbox. A well-conducted contextual search and you quickly come across the exchange you need - a good point for the tool.

On the writing side, the same observation: AI is relevant for formulating a delicate email, summarizing notes or structuring content. It facilitates, especially when words are lacking or when time is running out. This is finally where AI shows its greatest added value: a literary boost, discreet but welcome.

What's still stuck: an AI that skates in complex terrain

We already note that the option is not available for free Google Workspace for non^-profits licenses, which can be a first obstacle for many associations. But the experience especially becomes more hazardous the moment you leave the textual framework.

On Google Sheets, AI can't handle advanced formulas or complex data tables. And when it comes to manipulating shared files, collaborative uses still show their limits.

The most innovative features, in particular the generation of slides, are available in French but require working iteratively slide by slide with Gemini. Not great in terms of saving time.

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A single adage: keep testing

AI is indeed a tool and not a magic wand. Today, its added value through your office automation tools remains limited to certain tasks.

But the evolution of this technology is unprecedented and every week we see new uses appearing and functionalities improving.

The best way to put AI at the service of your impact is to get in motion to test these solutions in a pragmatic and lucid way. What impacts? For what purposes? Is it really useful after all? Before we want to run, let's already learn to walk together.

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This article follows a webinar given by Share it, Latitudes and AVISIA in spring 2025 as part of the IA for Good program. To learn more:

📥 Download webinar material

📰 Discover our IA for Good program

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