Tool 4 · 3.30 to 4.30 pm
Gemini Notebook: A Knowledge Base for Your Division
You will produce: a working notebook that answers with citations, and a briefing deck generated from it.
What makes Gemini Notebook different
A chat assistant
- Draws on general training and the web
- May answer without any source
- Best for drafting and thinking aloud
Gemini Notebook
- Answers from the documents you upload
- Numbers each claim and links it to the passage
- Best for “what does our policy say?”
Think of it as a registry clerk who has read every file in the cabinet and can show you the page.
Setting up a divisional notebook
- 1
Create
One notebook per purpose. Give it a clear name, such as “HR Policies 2026”.
- 2
Add sources
PDFs, Word files, Google Docs, slides and web pages. The free plan takes 50 sources per notebook.
- 3
Curate
Current versions only. Remove superseded SOPs. Put the date in each file name.
- 4
Share
Add colleagues as viewers or editors. One named owner keeps it current.
Limits as at September 2026. Paid and Workspace plans allow more sources. A notebook holding two versions of the same SOP will give muddled answers.
What could sit in your notebooks
| Division | Notebook | Typical sources |
|---|---|---|
| Training and programmes | Programme standards | Curriculum documents, assessment SOPs, audit findings |
| Student affairs and admissions | Admissions and sponsorship | Prospectus, fee schedules, sponsorship terms |
| Human resources | Staff policies | Staff handbook, leave and claims procedures, circulars |
| Finance and procurement | Procurement rules | Procurement SOP, approval limits, forms |
| Quality and corporate | ISO 9001 and governance | Quality manual, procedures, meeting minutes |
Briefing notes and FAQs before meetings
Using only these sources, write a one-page briefing note on our sponsorship refund rules for a newly appointed manager. Cite each point.
Create ten questions a new instructor would ask about assessment procedures, with answers and citations. Mark any question the sources cannot answer.
The last sentence of the FAQ prompt is useful. Gaps in the answers show you gaps in your own SOPs.
From sources to finished outputs
Reports
Briefing documents, study guides and FAQs.
Slide decks
A first-draft deck you can export to PowerPoint or PDF.
Audio overviews
A podcast-style discussion of your documents.
Video overviews
Narrated explainers, useful for staff onboarding.
Infographics
A one-page visual summary of a policy or report.
Quizzes and flashcards
A quick check that staff have understood an SOP.
Treat every output as a draft. A generated video can simplify a policy until it is wrong.
Keeping every answer traceable
- 1
Ask
Put your question to the notebook.
- 2
Click
Open the citation number beside the claim.
- 3
Read
Read the quoted passage in the source.
- 4
Confirm
Check the passage says what the answer claims.
No citation, no claim. If Gemini Notebook says the sources do not cover a question, believe it and go and find the document.
Your turn
Build your first notebook
- 1Go to notebooklm.google.com and sign in.
- 2Create a notebook and upload the practice pack.
- 3Ask questions your staff often ask and check each citation.
- 4Generate one briefing note.
- 5Generate a slide deck and present its first two slides to your neighbour.
Practice pack: public documents supplied by the facilitator. Do not upload internal files today.
Prompt library
More Gemini Notebook prompts
Every answer should cite your sources. Click the citation numbers to check them.
What does our policy say about [topic]? Quote the exact clause and document name. If the sources disagree, show both.
Across all sources, what questions about [programme] are not answered? List them so I can ask the right people.
Create a timeline of all key decisions and dates on [project] mentioned across these documents, with a citation for each.
Using these SOPs and handbooks, write a two-page onboarding guide for a new unit head: key processes, contacts, deadlines and common mistakes.
Identify any places where these documents contradict each other on figures, dates or procedures. Cite both sides.
Create an audio overview for senior managers focusing only on risks, decisions needed and budget implications. Keep it under 10 minutes.
Quick check
Reflection prompts. Answer them out loud at your table before moving on.
- 01What does Gemini Notebook base its answers on?
- 02True or false: a notebook of trainee records is a good first project.
- 03How do you confirm that an answer is correct?
- 04Who keeps a shared notebook current?