Save standing instructions for quotes, SOPs, and brand voice

What you will be able to do

You will save a Gem in Gemini Apps—standing instructions plus optional files—for quotes, SOPs, and brand voice, so staff stop re-explaining the shop in every new chat.

What a Gem is

Google’s help, Use Gems in Gemini Apps, says you create and save Gems to customize responses. On the Gemini web app at gemini.google.com you open Gems, choose New Gem, enter a name and instructions, optionally add files under Knowledge, preview, and click Save. Previewing does not save the Gem. Tips for creating custom Gems say custom Gems are created in the Gemini web app.

In owner language: one saved helper per job, with the rules already written down.

That is the same job as Claude Projects and ChatGPT Projects. The product is a Gem, not a Project and not a custom GPT. Gemini in Drive also has its own menu for Gems and saved Projects—confirm that surface in Gemini in Drive help before you treat it as the same object as a Gem in Gemini Apps.

Google Workspace with Gemini describes Gems inside the Gemini app for repeatable work. Sharing rules depend on the account. Confirm in your admin settings before the whole floor uses one Gem.

Standing instructions worth writing once

Keep them short:

• Who we are, in one sentence, and who we are not
• Voice: clear, calm, local; no hype
• Never invent price, discount, timeline, or policy — mark gaps [NEED]
• Customer-facing drafts need a person to send them

Put job-specific lines in that Gem only. One Gem that tries to be the whole company gets ignored.

Three Gems to build first

1. Quotes Knowledge files: the rate sheet you stand behind, scope boundaries, one winning proposal with customer names removed, deposit and cancel rules you already use. Instruction: “Draft from these files only. Do not invent line items.”

2. SOPs Knowledge files: the current messy procedure and the safety stop-points you already enforce. Instruction: “Organize and tighten. Do not invent steps. Mark gaps [NEED].”

3. Brand voice Knowledge files: three emails you actually sent that worked, and a one-page voice note. Instruction: “Match the length and directness of the examples. Facts come from today’s message.”

Add a fourth Gem only when a new job keeps colliding with these three.

Files to add — and leave out

Add: approved policies, templates, anonymized examples, a short glossary.

Leave out: card numbers, full charts, passwords, whole employee folders. A Gem is still Gemini. See Is business data safe in Gemini?.

Instructions you save in a Gem are data you provide to Gemini Apps. On a personal account, read the privacy hub before you paste anything you would not want reviewed.

Try this job: build the Quotes Gem in one sitting

1. On a computer, open gemini.google.com and create a Gem named Quotes — [Your shop].
2. Paste the standing instructions (voice, and never invent price or policy).
3. Add the smallest set of approved files under Knowledge.
4. Preview with: “Draft a proposal section from these files for [job type]. Mark [NEED].”
5. Click Save. A preview alone does not keep the Gem.
6. Fill every [NEED], then ask for a tighten pass in a real chat with that Gem.
7. Save the finished proposal in your real Drive folder with a date. The Gem is the helper, not the filing cabinet.

Short close

One Gem per recurring job, with the rules and the approved files already loaded.