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Making NotebookLM 'Ready for Corporate Use': I Created a Template for Company Documents

TaleBI-データドリブンな採用を実現するメディア-

Can't master AI?

Talk of using AI within companies has increased dramatically over the past year or two.
The list of generative AI tools, such as ChatGPT and NotebookLM, is endless.

While some say their work has become easier, I often hear others say, 'There are still many tools I haven't mastered.' In the end, we often find ourselves returning to PowerPoint or spreadsheets, spending time on minor adjustments. This is not due to a lack of features in NotebookLM, but rather because the preparation before humans use it is not complete.

As a former HR professional at a startup, I have managed back-office operations with a small team, creating recruitment materials, internal documents, and PR materials.

Mastering tools is very effective in itself. However, at the same time, there were many situations where I felt I really wanted to spend more time on the 'content' of the documents.

If we are going to use AI, I want to create a situation where we can properly spend time on the things that require human thought.

From that perspective, this time I will introduce knowledge focused on document creation.

I want to spend time on the content of document creation, but time melts away elsewhere

What steals the most time in document creation is, after all, the content.

What to convey.
How much to convey.
Who is the audience, and what do I want them to take away?

It takes time, but this is where we should be using our brains the most.

The problem is the work before and after that.

  • Is this color okay?

  • I feel like the fonts aren't consistent

  • The edges of the shapes are slightly misaligned

  • I can't diagram what I want to convey well

Even though I really want to polish the structure one more level, time is sucked away by design and formatting.

The regret I felt when using NotebookLM

When I first touched NotebookLM, I honestly thought it was a very convenient tool. When you use the slide creation feature, it produces quite decent summaries and structural drafts of the text.

You can input the source and press the studio tab to generate slides in a few minutes.

However, it is undeniable that it feels AI-generated, and while it might be barely acceptable for internal sharing, some ingenuity is required to deploy it externally.

Also, since there is no slide master function, it does not match the tone and manner of slides created within the company.

AI possesses the capability, humans provide the premises

Companies have many documents and guidelines regarding document creation, as well as premises that are implicitly shared within the organization.

For example,

  • Brand color and corporate color tones
    (consistency in color, including saturation, brightness, and use of accents)

  • Standard typography design
    (basic rules such as font family, font size, and line spacing)

  • Implicit standards regarding information density per slide
    (amount of information to ensure readability and comprehension)

  • Margin design that ensures a sense of reliability as a business document
    (how to use white space, which affects visibility and quality)

While some of these are instructed individually or can be expressed with a certain degree of freedom, they are elements that significantly influence the overall impression of the document and its 'company-likeness'.

If so, why not provide the AI with the premises and rules required by the company from the start?

Passing the 'Company Style' in YAML

So, what I did was to use a method of 'writing out the rules' as the premise for document creation.

I am using a language called YAML, but it is not difficult. It is like a configuration memo that says 'this is how this company's documents are made' to pass to the AI.

Normally, people unconsciously judge colors, text volume, and layout. I summarize those judgments into words and pass them to NotebookLM, saying, 'Please create it based on these premises.'

Then, the AI's output suddenly changes into documents that can be used within the company.

Steps for document creation with NotebookLM

I will explain step by step.

1. Define design, layout, and tone in YAML

Below is a sample of the design template I use. Please copy and paste this as is, and customize the colors and atmosphere for your own company. (By the way, this template is inspired by Google.)

Feel free to use this at your own companies. I used Gemini to generate the output, so if you would like to know more about how to create or customize it, please do not hesitate to contact me!

# 1. デザイン原則（品質担保の基準）
design_principles:
  visibility: # 視認性：パッと見てわかる
    - "極限まで要素を削ぎ落とした『ホワイトスペース（余白）』を主役にし、コンテンツを浮き立たせる"
    - "重要なアクションや要素には、ブランドカラー（4色）または明確なアイコンを用いて視線誘導を行う"
  readability: # 可読性：スムーズに読める
    - "コントラスト比の高い『ダークグレー（#202124）』と『白』の組み合わせで、万人に優しいアクセシビリティを確保する"
    - "見出しと本文の階層差をフォントサイズとウェイト（太さ）で明確に区分し、スキャン可能な構成にする"
  legibility: # 判読性：誤解なく理解できる
    - "幾何学的で親しみやすいサンセリフ体（Google Sans/Noto Sans）を使用し、現代的かつ人間味のある印象を与える"
    - "情報のかたまりは『カード型』や『角丸（Rounded）』のコンテナに収め、情報の境界を明確にする"

# 2. ビジュアルアイデンティティ（色と文字）
visual_identity:
  tone: "Helpful（役立つ）、Optimistic（楽観的）、Clean（明快）、Human（人間味）"
  color_palette:
    primary: "#4285F4"   # Google Blue（信頼・主要アクション・リンク）
    accent: "#EA4335"    # Google Red（情熱・強調・ポイント）
    sub_accent: "#FBBC05" # Google Yellow（注意・ハイライト・親しみ）
    accent_green: "#34A853" # Google Green（成功・成長・持続可能性）
    base: "#FFFFFF"      # ピュアホワイト（清潔感・無限のキャンバス）
    text_main: "#202124" # Google Grey 900（ほぼ黒に近いグレー・メイン文字）
    text_sub: "#5F6368"  # Google Grey 700（補足・説明文）
    surface: "#F8F9FA"   # Google Grey 50（セクション背景・カード背景）
  typography:
    font_family: "Google Sans, Noto Sans JP, Roboto"
    size_definitions:
      - element: "ヒーロータイトル"
        size: "48pt 〜 60pt"
        role: "ページ全体のコアメッセージ。太字で簡潔に、インパクトを与える"
      - element: "セクション見出し"
        size: "32pt 〜 40pt"
        role: "話題の転換。十分な余白（マージン）を持って配置"
      - element: "本文"
        size: "18pt 〜 22pt"
        role: "可読性重視。行間は広め（1.5倍以上）に取り、リラックスして読めるようにする"
      - element: "ボタン/リンク"
        size: "16pt"
        role: "Mediumウェイト。青色または枠線付きボタンでアクションを促す"
    emphasis: "ブランドブルー（#4285F4）の文字色、または角丸のボタン配置による強調"

# 3. 情報伝達のためのレイアウト選択（戦略的構造）
layout_strategy:
  selection_logic: "『Material Design』に基づいた、物理的な法則（重なり、影、奥行き）を感じさせるフラットな整理"
  patterns:
    - case: "ビジョンやミッションを語る場合（エモーショナル）"
      layout_type: "中央配置 / 大型タイポグラフィ / ヒーローイメージ"
      usage: "トップページの導入、主要な声明文"
    - case: "具体的な取り組みやプロダクトを紹介する場合"
      layout_type: "グリッドシステム / カードレイアウト"
      usage: "ニュース一覧、プロダクト紹介、2〜3列の均等配置"
    - case: "データや成果を強調する場合"
      layout_type: "大型数字（Big Number） / アイコン併用"
      usage: "環境への取り組み数値、ユーザー数などの実績"
    - case: "ストーリーや人物を紹介する場合"
      layout_type: "左右分割（ジグザグ配置） / 写真＋テキスト"
      usage: "社員紹介、事例紹介、テキストとビジュアルのバランス重視"
  application_rules:
    alignment: "左揃えを基本としつつ、特別なメッセージのみ中央揃えを使用する"
    spacing: "8の倍数（8px, 16px, 24px...）を基準としたグリッドで余白を管理する"
    repetition: "角丸（Radius）のサイズを統一し、柔らかく親しみやすいリズムを作る"

# 4. 基本レイアウト・ルール（共通設定）
layout_rules:
  header:
    position: "Top Fixed / Sticky"
    elements:
      - "Googleロゴ（左上・カラー）"
      - "ミニマルなナビゲーション（右上・グレー）"
      - "検索・アプリランチャー（機能性重視）"
  grid:
    aspect_ratio: "16:9"
    margin: "Responsive margin (PC: 左右に広い余白, Mobile: 16px edge)"

# 5. フッター構成（必須・推奨項目）
footer_configuration:
  style: "Clean / 背景色：#F2F2F2（ライトグレー） / サイトマップ型"
  left_section:
    - item: "Logo & Links"
      content: "Google | プライバシー | 規約"
      style: "Text Sub color, Simple links"
  center_section: []
  right_section:
    - item: "Language & Help"
      content: "言語設定 | ヘルプ"
      style: "Icon + Text"

# 6. スライドバリエーション（マスタースライド）
slide_variations:
  title_slide:
    background: "Base (#FFFFFF)"
    title_color: "Text Main (#202124)"
    accent_bar: "4色のブランドカラーを使ったラインまたはドット装飾（控えめに）"
  divider_slide:
    background: "Primary (#4285F4) or Surface (#F8F9FA)"
    title_color: "#FFFFFF or #202124"
    description: "中央配置で、次のセクションのテーマを端的に示す"
  content_slide:
    background: "Base (#FFFFFF)"
    header_accent: "ロゴまたはグレーのライン。コンテンツエリアはカード型（影付き白ボックス）も可"

```

2. Convert YAML to Markdown format

Once you have customized the YAML from earlier, convert it to Markdown format. Select
[File] > [Download] > [Markdown (.md)] from the Google Docs menu and save it.

3. Add the Markdown file to the NotebookLM source

Please add the generated Markdown file to your sources.

4. Add the source material (minutes, drafts, PDFs) to the NotebookLM source

Add the storyline and information that will serve as the foundation for your document. In the image explaining step 3 above, the document labeled 'Sample Seminar' is the source material for this example. I set it up with the premise of creating presentation materials for a seminar.

5. Instruct to generate slides

Generate slides from the studio tab.

If you press the pencil icon in the top right of the 'Slides' button, you can customize the document creation process, so try adjusting the output while experimenting with different settings.

The output looks like this.

A pattern inspired by Google

A pattern using Talebi's brand colors

Conclusion | AI is all about the preparation

NotebookLM is not magic that will automatically improve your work. However, if you provide it with the premises of your work, it becomes surprisingly 'useful'.

Rather than just introducing AI, organizing your work patterns is perhaps where the true potential of AI utilization lies.

Finally

'TaleBI' is a company that excels at solving problems identified through data visualization. By utilizing data, you can achieve results more strategically and effectively.

We also have members who are well-versed in data analysis and AI utilization for HR operations, so if you are an HR professional or executive who wants to start strategic work but is struggling with a lack of resources, please feel free to reach out to us!

We also offer free consultations, so please contact us via the service site below.

▼ 'Mieru Jinji' (Visible HR) Service Site

▼ TaleBI Official Website


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