Use Gemini in Google Docs to draft a competency framework from role notes

What This Does

A skills or competency framework is a large document, and starting from a blank page is the slow part. Gemini in Google Docs can draft the structure from your role notes and interview summaries so that you have something concrete for business leaders and HR to react to.

Before You Start

• Google's support page says Gemini in Docs requires an eligible Google Workspace or Google AI plan. Look for the Gemini button in Docs. If it is missing, ask your Workspace admin.
• Your role notes are in a Google Doc, with names of people removed.
• You know who will review the draft. This is a draft for review with the business leaders and HR. It is not validated, and it should not be used to assess or rate people until it is.

Steps

1. Put your notes in a Doc

Create a doc with what you have gathered: the role's main responsibilities, what leaders say good looks like, and the skills that came up in interviews. Add the proficiency levels you want, for example Foundation, Practitioner and Advanced.

2. Open Gemini

Google's page says to click Gemini in Docs and enter a prompt. You do not need to select text. Gemini reads the context of the document. Suggestions appear in the document. You can accept them one at a time, accept all or reject all.

3. Point it at your notes

To use a specific file, Google's page describes Sources in the bottom bar with an option to add from Drive, or typing "@" to pick a file. Then ask:

4. Refine

Use the prompt bar to tighten a section. Highlight text and choose Refine for options such as Rephrase, Shorten or Bulletize. Google's page also describes matching the writing style of an existing file through Tools, then Writing style. That option is labelled as a Workspace Experiments feature there, so it may not be available to you.

5. Mark it as a draft and send it for review

Put "DRAFT for review" in the title. Share it with the business leaders and HR, and ask them to strike out or rewrite behaviors that do not match the job. Treat every INFERRED item as a question to answer, not a fact.

Real Example

Scenario: Your company is building a skills framework for team leads and you have four pages of interview notes.

What you type: The prompt above, with the notes doc added as a source.

What you get: Five competencies, each with a definition and behaviors at three levels. Two behaviors are marked INFERRED. You take the draft to a review session, where the leaders remove one competency and rewrite the behaviors for another.

Tips

• Ask for observable behaviors, not traits. "Runs a weekly one-to-one" is easier to discuss than "is a good coach."
• Keep the draft short. Reviewers respond better to five competencies than fifteen.
• Do not use a framework for pay, promotion or performance decisions until HR and legal have reviewed it.

A Note on Your Data

Interview notes about a role can carry names, quotes and remarks about specific managers or employees. Replace these with role titles before you add the notes as a source, and leave out anything on ratings or pay. Check your company's policy on what Gemini may read in your Drive.

Tool interfaces change. If a button has moved, look for similar AI, Copilot or Gemini options in the same menu area.