For HR Business Partners ·
What you'll accomplish
Every time a manager calls needing help preparing for a hard conversation, you explain the same coaching framework from scratch: how you open, how you handle pushback, what tone the company expects. This guide builds a saved Gemini Gem, a reusable coaching assistant that already knows your framework, so you skip the re-explaining and go straight to the specific situation.
What you'll need
Go to gemini.google.com and sign in.
What you should see: A blank Gem creation screen with fields for a name and instructions.
Give it a specific name, "Manager Coaching Assistant" rather than something generic, and write direct instructions describing what it should do every time you use it.
What you should see: Your instructions saved in the text field as you type, with a live preview panel on the right. Troubleshooting: If the instructions feel thin, use the "rewrite instructions" option to have Gemini expand them, then review the expanded version before saving. It should sound like your voice, not a generic template.
If your company has a written manager conversation guide or performance framework, upload it so the Gem can reference it.
What you should see: Uploaded files listed under the Gem's knowledge section.
Use the preview panel to run a sample prompt and check the output matches what you'd actually want to hand a manager.
What you should see: A sample coaching script in the preview panel that matches the format and tone you specified.
Once the test output looks right, save it so it's ready the next time a manager calls.
What you should see: Your "Manager Coaching Assistant" Gem listed alongside any default Gems, ready to open from the sidebar any time.
Performance gap conversation:
A manager needs to address a performance gap with a direct report who has missed
two consecutive deadlines. Give me an opening line, three key points, and a
response if the employee gets defensive.
Attendance issue:
A manager needs to raise a pattern of late arrivals with a direct report without
it feeling like a formal write-up yet. Give me a conversational opening and two
follow-up questions to understand the cause.
Conflict between two team members:
Two team members have an ongoing tension affecting team dynamics. Give the manager
three opening questions to understand both sides before proposing next steps.
Preparing for pushback:
The manager expects this employee to say the feedback is unfair or inconsistent
with past reviews. Give me two ways to acknowledge that concern without backing
off the core message.