For Paraplanners ·
What you'll accomplish
After every call or internal huddle you have scribbled notes and a CRM that wants them in the firm's format. You can paste a prompt each time, or you can save the format once. You will build a Gemini Gem that holds the firm's CRM note format and two example notes. After that, you paste a rough note and get the note back in the right shape, with "unknown" in every field your notes did not cover.
Note on Gems: Google is replacing Gems with skills. Per Google's support page for that change, existing Gems are recreated as skills automatically when Gems go away: November 2026 for personal accounts and March 2027 for Workspace business accounts. If you would rather move it yourself, the same page describes recreating a Gem as a skill by uploading a SKILL.md file.
What you'll need
Data caution: Rough notes often hold the most personal details in the file. Write them with household codes and roles ("Household 112", "Client A", "Advisor") and leave out Social Security numbers, dates of birth, account numbers, addresses, employer names and health details. Ask your CCO whether the Gemini account you use is approved for client notes at all. A personal account may use chats to improve Google's products unless you change the activity setting, so check that setting. Finished notes still go into the CRM, which is the firm's archived record.
Copy the CRM note format from the procedures document. If the firm has no written format, write the fields as you use them, for example: Date, Household, Participants, Purpose, Discussion, Decisions, Action items with owner and due date, Follow-up needed.
What you should see: a list of fields with a short description of each. Troubleshooting: If fields overlap, merge them. Fewer, clearer fields give cleaner notes.
Take two past notes and rewrite them with invented details. Make one rich and one thin. The thin one teaches the Gem to write "unknown" instead of filling gaps.
Sign in to Gemini at gemini.google.com. Look for Gems in the side panel (often under an option to explore or manage Gems) and choose to create a new one. The exact label may differ in your version.
What you should see: a form with a name, an instructions box and possibly a place to add files. Troubleshooting: If you do not see Gems, the transition to skills may have reached your account. Look for skills and create a skill with the same instructions.
Name it "CRM Note Formatter". In the instructions box, paste the text below and then fill in the bracketed parts with your firm's format and examples.
You format rough internal notes into the firm's CRM note format. Use exactly these fields in this order: [paste the firm's fields]. Use only facts that appear in the rough notes. Never add, infer, or change a fact, date, name, number, or decision. If a field is not covered by the notes, write "unknown" in that field. After the note, list every field marked "unknown" under the heading "Unknowns". Keep the household code and roles exactly as I wrote them. Do not give advice and do not add recommendations. If the notes contain a real name, account number, or date of birth, tell me to remove it and stop.
Example 1 (invented):
Rough notes: [paste invented rich note]
Formatted note: [paste the formatted version]
Example 2 (invented):
Rough notes: [paste invented thin note]
Formatted note: [paste the version with "unknown" fields]
Save the Gem. Open it and paste a rough note from a recent call, rewritten with household codes. Compare the result with your examples.
If the Gem invents a detail, add a line to the instructions that names the mistake. If it leaves out a field, add that field to the format list.
After each call, open the Gem and paste in the rough note. Once you have checked the result, paste it into the CRM.
Paste a thin note
HH 118, Client A called about the transfer form. Advisor aware.
Check for added content
Compare the formatted note with my rough note and list any fact in the note that does not appear in the rough note. Write "none" if there are none.
Action items only
From the rough note below, list only the action items with owner and due date. Write "unknown" for any missing owner or date.
Format a batch
I will paste three rough notes. Format each separately and keep the household codes.