【Gemini × NotebookLM】I Prepared for an Internal Briefing Session with AI, from Creating Slides to Writing the Announcement

I'm chicca from the Account Team, Customer Support Group, Operations Department, Cloud Business Division.
I tried using AI to prepare for an internal briefing on a workflow improvement that involves other departments.
By combining Gemini and NotebookLM, I was able to reduce my preparation time.

Please take a look at my trial and error.

*This work was done in early November 2025. The screen displays and other specifications may have changed since then.

1: Introduction

First, let me outline the "work request flow improvement" that is the target this time.

• Teams involved: Account Team, Sales Team, Sales Assistant Team
• Issues with the previous request flow:
  • We used Backlog, but access to Backlog was limited to certain teams, which caused redundant confirmation work
  • Because the focus was on the timing of requests, some tasks took a long time from start to deadline
• Improvements:
  • Complete work requests from the Sales Team to the Account Team within a single tool (Slack) and respond quickly
  • Review the content of the requests themselves and shorten the deadlines

Through this improvement, the goal is to build a structure that allows operations to scale in the future.

2: Preparing for an Internal Briefing with AI

From here, I'll explain how I used AI to prepare for the briefing.

Until now, I prepared as follows:

1. Read the meeting minutes and the team's notes summarizing the improvements
2. Extract key points from them and think through the slide layout (time-consuming ①)
3. Create the slides according to the layout (time-consuming ②)
4. Announce the briefing
5. Write the script for the briefing
6. Anticipate Q&A and prepare answers
7. Practice the briefing (presentation)

I left this preparation work to AI. Based on the characteristics of each tool, I divided the work as follows:

• Gemini: in charge of creating slides (1.–3.)
• NotebookLM: in charge of the announcement, script, and Q&A (4.–6.)

STEP 1: (Gemini) Create the slides

Slide creation is the most time-consuming part. Let's try it with AI.

1. Export the meeting minutes and the team's notes summarizing the improvements from Notion as a PDF and upload it to Gemini
2. Enter the following prompt

私はアカウントチームのメンバーです。
業務依頼フロー変更の改善をしています。改善内容を営業チーム向けに説明会を実施します。
説明会資料を作成して下さい。
資料作成のために不足している情報があれば聞いてください。

The prompt doesn't specify an output format, but the result could be output to Google Slides.
Here is a preview of the slides that were actually created.


Overall they turned out well, but the flow diagrams weren't reflected.
Let's adjust this part.

mermaidで記述したフロー図をスライドで表示する方法を考えてください。

Gemini's response:

Mermaidで記述された図をスライドに表示する方法ですね。承知いたしました。
MermaidはJavaScriptライブラリを使用してブラウザ上で動的に図を描画するため、静的なスライドに表示するには、スライドのHTMLファイルにそのライブラリを読み込む必要があります。
先ほど作成したスライド資料（flow_update_briefing.html）を更新し、ご提示いただいたシーケンス図を「フロー詳細(1)」のスライド（7枚目）の次に、新しいスライド（8枚目）として追加しました。
具体的な対応は以下の通りです。
HTMLの<head>セクションに、Mermaid.jsライブラリ本体を読み込む<script>タグを追加しました。
（以下省略）

That was the response, but the code was simply written out as text and the diagram could not be displayed.

I switched approaches here and decided to paste screenshots from Notion.
I clicked "Export to Slides" on the Gemini screen and saved it to Google Drive.

The work time up to this point was about 30 minutes. I was able to dramatically reduce the work time.
I got over the hump of the preparation work and felt relieved.

STEP 2: Revise the slides

The structure and layout can be used as is, so I made detailed revisions to the wording.
I opened the slides and edited them directly here.

STEP 3: (Gemini) Review the necessary information

When I asked Gemini "What should I do to improve this material?", the answer was that I should "add a flow diagram for each requested task."
This is the part that couldn't be directly reflected with the prompt alone earlier.

I created the flow diagrams while referring to ones I had written earlier.
When I pasted the finished diagrams into the slides, the colors didn't match the other pages. I gave the Mermaid code to Gemini and had it change the base color to blue.

STEP 4: (NotebookLM) Create the briefing announcement

I announce the briefing to the Sales Team on Slack.
I add the finished slides to NotebookLM as a source and create the announcement.

このスライドの内容で説明会を開催します。アナウンス用の案内文を作成してください。アナウンスはSlackを利用します。Slackにそのまま貼り付けできる形式で出力してください

NotebookLM's response:

ご提示いただいたスライド資料に基づき、営業チームおよび営業アシスタントチームに向けた、管理アカウント申込フロー変更説明会の案内文を作成しました。
Slackに投稿することを想定し、メンションや箇条書き、絵文字を使用した形式にしています。`[ ]` で囲った部分は、実際の開催時間やZoom URL等を補完してご利用ください。

***
  業務依頼フローについて、**2025年11月17日より**運用を大きく変更いたします。
  これに伴い、以下の通り説明会を実施しますので、ご参加をお願いいたします。

  **📅 開催概要**
  *   **日時：** 2025年11月7日（金） [開始時間] 〜 [終了時間]
  *   **対象：** 営業チーム、営業アシスタントチーム
  *   **場所：** [Zoom/Google Meet URLなど]
  *   **資料：** [スライドのURLをここに貼る]

  **📝 アジェンダ**
  1.  **なぜフローを変更するのか？**
  （以下省略）

Just fill in the necessary information in the generated announcement and it's done.

The briefing will be recorded, but to help things go smoothly on the day, I generate a "video overview" and post it to Slack together with the announcement.

Prompt for the video overview:

わたしはアカウントチームのメンバーです。
アカウントチームは[業務A], [業務B], [業務C]の作業をしているチームです
請求作業はしていません
業務依頼フロー変更の改善をしています。改善内容を営業チーム向けに説明会を実施します。
これまではBacklogで受け付けていたヒアリングをSlack WFに移行します
ほかにも改善をしています
 ・説明会資料を作成しました。説明概要を5分間にまとめて下さい。
 ・わかりやすく、シンプルな内容にしてください
 ・作成した動画と説明会資料を読めば、変更点がわかるように説明してください

After the video is created, the prompt can no longer be checked, so I save it in Studio's "Add note."
I watched the finished video and adjusted the points I wanted to emphasize.
In the end, the video overview was completed with the above prompt and the "Cute" mode.

STEP 5: (NotebookLM) Prepare the script for the day

I also create the script for the day.

このスライドの内容で説明会を実施します。スクリプト（台本）を作成してください

NotebookLM's response:

ご提示いただいたスライド資料に基づき、説明会用のスクリプト（台本）を作成しました。 発表者がスライドを順に送りながら話す想定で構成しています。【 】内はスライド番号や発表者へのト書きです。適宜、ご自身の言葉になおしてご活用ください。
--------------------------------------------------------------------------------
業務依頼フロー変更説明会 台本
【Slide 1: タイトル】 お疲れ様です。アカウントチームです。 本日はお忙しい中お集まりいただきありがとうございます。 これより「業務依頼フロー変更 説明会」を始めさせていただきます。 本日は、営業チームおよび営業アシスタントチームの皆様を対象に、来たる2025年11月17日より変更となる新しい運用フローについてご説明いたします。
（以下省略）

A script was created for each page.
I read through the whole thing to practice the presentation and see how long it would take.

However, I'm the type who presents according to the mood of the moment, so I didn't read the script on the day.
I've organized the points to explain, so as long as I don't miss those, it should be fine. (Casual)

STEP 6: (NotebookLM) Anticipate Q&A and prepare answers

To avoid panicking on the day, I prepare anticipated Q&A. Being prepared means no worries.

説明会で営業チームからされそうな質問を10個用意して

NotebookLM's response:

Q1. 現在Backlogでやり取りしている進行中の案件は、切替日以降どうなりますか？再申請が必要ですか？
想定回答: 再申請は不要です。これまでの方法で起票されたものは、そのまま完了まで対応します。切替日以降の「新規」依頼からSlack WFをご利用ください。
（以下省略）

In this way, I had it create the anticipated Q&A several times.
Based on the anticipated Q&A, I also checked whether there were any points that were hard to understand in the slides.

That's the preparation work for this time.

It somehow went well.

3: Reflecting on "It Went Well"

While writing this blog, I asked Gemini to summarize the chat exchange used in STEP 1, which let me analyze how the AI behaved in response to the prompt.

My simple prompt seems to have been conveyed to Gemini as the following instructions.
① Clarifying my position
By writing "I am a member of the Account Team," it was made to write from the perspective of the "Account Team (the managing side)" and bring out the tone and manner of the "requesting side"
② Setting the target and purpose
Since the sources were the meeting minutes and the team's notes summarizing the improvements, there were places where the context in the material didn't match, but specifying "for the Sales Team" guided it to build a structure centered on "what the sales staff need to do (To-Do)"
③ Defining the deliverable
The instruction "create briefing materials" determined the output format (slides)

It seems I was able to give instructions that were easy for the AI to understand.
It automatically chose a "card-style layout" and a "timeline" for the slides, and this was the result of the AI judging that "comparisons and a schedule are needed" because the prompt clearly conveyed the purpose of "briefing materials."

Next, not aiming for perfection in "creating slides with Gemini" was also a key to success.
To save work time, I didn't insist on finishing everything with AI.

Let me look back at the time the preparation took.
STEP 1 (Create the slides): 30 minutes
STEP 2 and STEP 3 (Revise the slides and create flow diagrams): 3 hours
STEP 4–STEP 6 (Prepare for the briefing): 2 hours

I didn't measure it precisely, but checking my daily reports, this is roughly right.
Without AI, creating the slides in STEP 1–STEP 3 would have taken about 10 hours. For this part alone, I was able to cut the work time by about 70%.
The most time-consuming task among these was creating the flow diagrams. There were as many as 7 types of flow diagrams, and it was also the task where I used AI the least.

On the other hand, in STEP 4–STEP 6 I adjusted the prompts and retried several times, so I should be able to cut the time even more next time.

4: Conclusion

Since Gemini became able to create Google Slides, I just tried it out and found it very convenient.
I had planned to write the entire blog about this feature alone, but since I had the chance, I made it a blog about how combining it with NotebookLM made the whole preparation more efficient.

In my case, I feel my performance has improved because the tasks I'm not good at match what AI can do.

In other work as well, for example, my email replies to customers have been praised by colleagues more often. I quietly murmur in my heart, "Actually, that was AI, sorry about that."

Even when using AI, human fact-checking is essential, so let me be satisfied that I'm able to do that.

I hope this blog is helpful to someone.
Thank you for reading this long post.