Build a Searchable Client Knowledge Base With NotebookLM

1. Go to notebooklm.google.com and sign in with your Google account
2. On the home screen, click Create (sometimes labeled New Notebook)
3. Name the notebook clearly, such as "Client: Riverside Realty Knowledge Base"

What you should see: An empty notebook with a Sources panel on the left and a chat panel on the right. Troubleshooting: If you're redirected somewhere unexpected, confirm you're signed into the correct Google account, especially if you use separate accounts for personal and work Google Workspace access.

In the Sources panel on the left side of the notebook.

1. Click the + button, sometimes labeled Add Source
2. Upload files directly (PDF, Word doc exported as text, or plain text work well) or paste in a link to a Google Doc or webpage
3. Repeat until you've added the client's SOPs, brand guide, onboarding notes, and any other reference material you regularly need

What you should see: Each uploaded document listed by name in the Sources panel. NotebookLM only answers based on what's listed here, so nothing outside these documents gets pulled into a response. Troubleshooting: If a document fails to upload, check its file size and format. Very large scanned files sometimes need to be split or converted to text first.

Use the chat panel on the right side of the notebook.

1. Type a specific question about something you know is covered in one of the uploaded documents
2. Read the answer along with the citation NotebookLM attaches, which links back to the specific source and section it pulled from

What you should see: A direct answer with a small citation marker you can click to jump to the exact passage it came from.

Set a habit of updating the notebook whenever the client's process changes.

1. When an SOP gets revised or a new brand guideline comes out, upload the new version to the same notebook
2. Remove or replace outdated documents so old, superseded instructions don't get mixed in with current ones

What you should see: An up-to-date Sources list that reflects only the client's current documentation.

Repeat Steps 1 through 3 for each client on your roster, keeping every notebook's sources strictly limited to that one client's materials.

What you should see: A set of separate notebooks in your NotebookLM home screen, each labeled by client, none sharing sources with another.