This guide provides documentation for all staff members on how to effectively use Google’s NotebookLM, an AI-powered research and note-taking assistant. NotebookLM helps users across all departments summarize, analyze, and generate insights based on uploaded materials such as PDFs, Google Docs, or web content.

1. Introduction
NotebookLM is an AI tool developed by Google that acts as a personalized research and note assistant. Unlike general AI chatbots, NotebookLM works only with the sources you upload, ensuring that its responses are based on your actual documents.
Key Benefits:

1. Summarize large or complex reports into concise insights.
   
2. Generate policy briefs, meeting summaries, and study guides.
   
3. Quickly extract data points from official documents.
   
4. Promote shared understanding across departments by grounding information in real documents.
   

2. Getting Started

1. Visit https://notebooklm.google/ using your Google Account.
   
2. Click 'New Notebook' to create a workspace.
   
3. Upload relevant sources (PDFs, Google Docs, Slides, or website URLs).
   
4. Once uploaded, interact with NotebookLM by asking questions or requesting summaries.
   

3. Core Features and How to Use Them

A. Uploading Sources

Upload departmental reports, policies, research papers, or other relevant documents. Keep notebooks organized by topic for clarity.

B. Asking Questions

Ask focused questions about your uploaded sources. Example: 'What are the key findings in the 2024 annual report?'

C. Summaries and Study Guides

Ask: 'Summarize this document' or 'Create a training guide from these materials.'

D. Audio Overviews and Mind Maps

NotebookLM supports generating audio summaries and visual mind maps for improved understanding.

4. Departmental Use Examples

1.  HR: Summarize employee policies or training manuals.
   
2. Finance: Generate overviews of financial procedures or compliance guidelines.
   
3. ICT: Summarize technical documentation or compare policy versions.
   
4. Programs: Extract lessons learned from project reports or field data.
   
5. Administration: Draft summaries of procurement or facility management policies.
   

5. Organizing and Collaboration

1. Create notebooks by department or project.
   
2.  Share notebooks with colleagues where permitted.
   
3. Label notebooks with clear titles and revision dates for version control.
   

6. Responsible Use and Data Protection
NotebookLM operates within Google’s infrastructure and ties uploaded documents to your Google Account. To ensure responsible use:

1. Do not upload confidential or personally identifiable data unless explicitly authorized.
   
2.  Use only official and verified documents.
   
3. Review all AI-generated content for accuracy before sharing or publishing.
   
4.  Follow your organization’s Data Protection Policy at all times.
   

7. Troubleshooting and Limitations

1. If NotebookLM’s response is unclear, check that the sources you uploaded are relevant and properly formatted.
   
2. Refresh or re-upload files if the AI does not respond.
   
3. NotebookLM cannot search the web; it only references your uploaded sources.
   
4.  Always verify AI outputs, especially for sensitive or policy-related information.
   
   

8. Continuous Learning and Practice

All staff are encouraged to create at least one notebook, upload a few sources, and explore the tool’s summarization and Q&A features. Department heads may gather examples of how NotebookLM has improved productivity or decision-making.

For more information, visit https://support.google.com/notebooklm/ or contact the ICT Department.