Practical Use of AI
in the Workplace
AI drafts. You decide.
Delfin S. Magote III · October 14, 2026
AI is a tool. Judgment, decisions and creativity stay with us.
AI-assisted
AI suggests
Drafts, summaries, options and first versions.
Human
You check
Facts, numbers, names, tone and privacy.
Human
You decide
What gets sent, signed, published or approved.
Session 2 · Practical Use of AI in the Workplace
Three exercises, one big idea
Block A · 1:00–2:30
| Time | Topic |
|---|---|
| 1:00 | Opening and a short AI history |
| 1:15 | How AI works and the rules |
| 1:30 | The prompting formula |
| 1:50 | Hands-on 1: Gmail and Docs |
| 2:15 | Meetings and connected files |
Block B · 2:45–4:30
| Time | Topic |
|---|---|
| 2:45 | Tools by use-case, video pipeline |
| 3:10 | Hands-on 2: NotebookLM |
| 3:35 | Gems and the brand kit |
| 3:50 | Hands-on 3: build or use a Gem |
| 4:20 | Publishing checklist, action plan |
Health break 2:30–2:45 · Open forum and Day 1 synthesis 4:30–5:00
75 years of AI, in eight moments
1950
Can machines think?
Alan Turing proposes a test for machine intelligence.
1956
AI gets its name
"Artificial intelligence" is coined at Dartmouth.
1966
The first chatbot
ELIZA at MIT chats using simple rules.
1997
Deep Blue wins
IBM's computer beats chess champion Garry Kasparov.
2011
AI in our pockets
Siri brings voice assistants to smartphones.
2017
The Transformer
Google's design that GPT and Gemini are built on.
2022
ChatGPT launches
Generative AI goes public: 100M users in 2 months.
2026
AI at work
Gemini in Workspace; JMC 003 sets rules for gov't AI.
Faster than any tool before it
Months to reach 100 million users
30
TikTok
9
ChatGPT
2
The fastest-growing consumer app on record when it launched.
Knowledge workers using AI at work, 2024
Philippines
86%
Asia-Pacific
83%
Global
75%
Filipinos are among the heaviest AI users at work.
83% of Filipino AI users bring their own AI tools to work. Today we learn the safer way: TESDA accounts and TESDA rules.
Sources: UBS analysis reported by Reuters (Feb 2023) · Microsoft and LinkedIn 2024 Work Trend Index, Philippines
It predicts the next word. It does not know our office.
"Ang TESDA ay nagbibigay ng libreng training"
training · 62%
pagsasanay · 21%
kurso · 9%
Good at
- First drafts and rewording
- Summaries of long documents
- Changing tone or language
Weak at
- Recent or local facts, exact numbers
- Our internal rules and formats
- Judgment calls about people
The percentages are an illustration of how prediction works, not real model output
AI does the first draft. People do the rest.
TASK
AI CAN HELP WITH
A PERSON MUST
Memo to field offices
Structure and wording
Check facts, approve and sign
Training video
Script draft, voiceover, b-roll
Pick the story, approve the cut
Meeting
Transcript and summary
Confirm decisions and owners
Assessment reviewer
Draft questions from the TR
Validate against the standard
Reply to a client
A polite first draft
Verify the policy, then send
TR = Training Regulations · Session 2 · Practical Use of AI in the Workplace
We stay accountable, and we protect data
DICT–CSC JMC 003, s. 2026
- Covers all government officials and employees
- AI never replaces human responsibility
- The agency answers for AI-assisted decisions
- Data follows the Data Privacy Act of 2012
- Use your TESDA account, never a personal one
GREEN · Safe to paste
Public circulars, published TRs, your own wording
AMBER · Ask first, remove names
Internal drafts, summary statistics
RED · Never paste
Trainee personal data, assessment results, unreleased policy, passwords
Joint Memorandum Circular No. 003, s. 2026 (DICT and CSC) · Data privacy goes deeper in Day 2, Session 3
Role, Task, Context, Format
R
Role
Who should the AI act as?
T
Task
What exactly do you need?
C
Context
Audience, facts, limits
F
Format
Length, tone, language, layout
R You are a TESDA provincial communications officer. T Write a Facebook announcement for a free Bread and Pastry Production NC II scholarship. C For out-of-school youth; slots, dates and venue: [paste details]. F Simple Taglish, 3 short paragraphs, end with how to apply.
Session 2 · Practical Use of AI in the Workplace
Give it what a new colleague would need
Weak
"Write a memo about the training."
Result: generic, wrong format, invented dates.
Strong
"Act as an admin officer at a TESDA provincial office. Draft a memorandum to all TVIs announcing a 2-day training on AI and cybersecurity on [dates] at [venue]. Include purpose, participants and an RSVP deadline of [date]. Formal government memo tone, under 200 words."
Then refine:
"Make it shorter"
"Put the schedule in a table"
"Give me a Filipino version"
TVI = technical vocational institution · Session 2 · Practical Use of AI in the Workplace
Gemini in Gmail and Docs
Three small wins you can use tomorrow
GMAIL · 8 MIN
1. Reply to an inquiry
Open the sample email. Use "Help me write" for a warm, clear reply. Fix anything untrue.
DOCS · 8 MIN
2. Summarize a circular
Ask the Gemini side panel for 5 bullets for field staff. Check each bullet against the text.
DOCS · 9 MIN
3. Draft an announcement
Use Role, Task, Context, Format for a training announcement. Refine it twice.
Buddy rule: pair up. One types, one checks. Add your best prompt to the shared prompt library.
Sample files are fictional or already public · Prompt library: [link to shared Google Sheet]
AI takes notes. You own the minutes.
Meet call
"Take notes for me"
Notes in a Google Doc
Minutes Formatter Gem
You check, then circulate
Know the limits
- 8 languages, English included; not Filipino
- One language per meeting: Taglish notes are weaker
- Needs an eligible Workspace edition
- Always check names, figures and decisions
Filipino audio? ElevenLabs Scribe transcribes Filipino, but it is third-party: non-sensitive recordings only, with approval.
Session 2 · Practical Use of AI in the Workplace
Bring your Drive into the chat
Side panel in Docs, Sheets, Gmail
Works on the file or email you have open.
Gemini app with Workspace
"Summarize the latest emails about the scholarship."
NotebookLM
Answers only from your sources, with citations you can click.
Gems
Saved assistants with instructions and knowledge files.
AI sees what your account can see. Keep folder sharing tidy before you connect.
Session 2 · Practical Use of AI in the Workplace
Health break
Back at 2:45. Next: the right tool for each job.
Toolkit for content and comms
USE-CASE
TOOL
WHAT IT DOES
WATCH OUT
Explainer or advocacy video
Storyboard from a Doc or Slides; AI voiceover or avatar
Check if Filipino voices are offered
Narration in Filipino
Natural Filipino and Taglish text-to-speech
Paid, third-party; no cloned voices without consent
Motion clips, b-roll
Short video clips (Veo) and images from prompts
Uses credits; never fake real events
Infographic from documents
Infographics, slides and video overviews from your sources
Verify every number
Posts and captions
Captions, Taglish versions, hashtags
A person checks facts and links
ROD = Regional Operations Division · Admin may need to enable Flow and NotebookLM · Label AI-generated media
From idea to published video
1 · HUMAN-LED
Idea and key message
Who is it for? What should they do after?
2 · AI-ASSISTED
Script
Gemini or the Video Script Gem drafts; you edit.
3 · AI-ASSISTED
Storyboard
Google Vids turns the script into scenes.
4 · AI-ASSISTED
Visuals
Real photos first; Flow or NotebookLM fills gaps.
5 · AI-ASSISTED
Narration
Vids voiceover, ElevenLabs, or your own voice.
6 · HUMAN-LED
Review and approve
Brand kit, AI label, approval before posting.
Steps 1 and 6 are never automated · Session 2 · Practical Use of AI in the Workplace
Everyday office work
Admin and records
Memos, letters, replies
Gemini in Gmail and Docs; Document Gem
HR
Job postings, orientation kits, policy summaries
Gemini in Docs; NotebookLM
Trainers and assessors
Reviewers, quizzes, lesson outlines from the TR
NotebookLM quizzes and flashcards
Planning, M&E
Clean data, formulas, feedback summaries
Gemini in Sheets
Client services
FAQ answers from official circulars
NotebookLM or an FAQ Gem
Everyone
Meeting notes and action items
Meet "Take notes for me"
Session 2 · Practical Use of AI in the Workplace
NotebookLM
AI that answers from our documents
Open notebooklm.google.com with your TESDA account. Create a notebook.
Add the shared public sources: one Training Regulation and one circular.
Ask: "What are the entry requirements?" Click the citation to check.
In Studio, make a quiz or an infographic. Find one error or gap.
Sources folder: [link] · Use public documents only for this exercise
Gems: build once, share with all
Gemini
+
Saved instructions
+
Knowledge files
=
Your team's Gem
Document Generator
Memos, letters, reports and training designs in the standard format
Graphics Brief and Captions
On-brand layouts, image prompts and captions
Video Script and Narration
Scene tables for Vids, narration text for ElevenLabs
Minutes Formatter
Meet notes into official minutes with owners and deadlines
Starter Gem kit: copy-paste instructions in the shared doc · Gem sharing is an Admin console setting
One brand kit for every office
#12318C
#081E5A
#E83C32
#2C4EB9
#FFFFFF
Montserrat
ExtraBold Italic for headlines · Regular for body
Hard rules
- AI never redraws a logo or seal: place the official file
- Add the Bagong Pilipinas logo (MC No. 24, s. 2023)
- No AI faces posing as real staff or trainees
- Templates live in one shared Drive folder
- A person approves every final layout
Brand: Sa TESDA, Kayang-Kaya · Logo files from PIO
Groups by office
Build or use a Gem for your office
Pick one starter Gem from the Gem kit doc.
Gemini › Gems › New Gem. Paste instructions; attach the brand kit and 2 samples.
Test it on a real task from your office. Note what it got wrong.
Improve the instructions once, test again, then share with your group.
Bring to the open forum: one before-and-after, and one thing a person had to fix.
Knowledge files must contain no personal data · Gem kit doc: [link]
AI gives us options.
People give them meaning.
Choosing the story, the message and the heart of a learner's journey is our work. Kayang-kaya ng AI ang draft; sa atin ang puso.
The six-point human check
Facts, numbers, dates and names match the source
No personal or sensitive data went in or comes out
Brand kit followed; official logos untouched
Tone fits the audience; you read it aloud once
AI use is labeled where the public sees it
The right person approved it before release
Sample label:
"Narration and some visuals made with AI tools; reviewed by TESDA staff."
Session 2 · Practical Use of AI in the Workplace
One real task, with AI, this week
1. Pick
One task that eats your time every week
2. Try
Use a Gem or the Role-Task-Context-Format formula on it
3. Share
Add the prompt that worked to the shared library
AI drafts. You decide.
Next: Open forum and Day 1 synthesis · Tomorrow: Basic Cybersecurity with Kim Hassanal G. Yap