1. Issue: Scattered Materials Due to Inconsistent Document Locations

The Sales Department at the Consulting company holds a meeting every Friday using Google Meet, the recordings and transcripts of which are automatically saved and the minutes are generated using NotebookLM.

The original rule was that everyone should fill in their presentation materials in a standardized format (Google Doc) that is automatically duplicated weekly. However, as the duplicated documents accumulated in the same folder each week with similar file names, it became difficult for presenters to identify which file to fill in.

Consequently, some presenters decided that it was quicker to create their own document from scratch than to search for the correct, existing ones. This resulted in a problem where NotebookLM lacked the necessary set of documents to reference, and the content was not adequately reflected in the meeting minutes.

2. Solution: Automated Weekly Posting of the Standardized Format URL

The process owner introduced a mechanism to automatically post the URL of the standardized format (Google Doc), which is auto-duplicated every Monday at 9:00 AM, to the internal company chat.

Presenters can now immediately access the correct file from the chat post, allowing them to start filling in the document without confusion.

Direct access to files eliminates search-related delays and streamlines the input process.

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