Why NotebookLM Will Revolutionize Small Businesses

Last year, I wrote that Google’s NotebookLM was “definitely not open for business yet,” but after revisiting it, I can now confidently say that it is. NotebookLM is shaping up to be a game-changing app for small businesses in 2025, offering a wealth of features that can streamline operations and improve productivity. It serves as a personalized large language model (LLM) for businesses, allowing teams to upload documents like PDFs and text files, organize them into folders, and link to external resources such as websites and YouTube videos. Although there are some data limitations, once the data is uploaded, it becomes instantly accessible, and the tool provides clear citations for responses. Google promises that the data won’t be used for any other purposes, offering a sense of security for businesses concerned about privacy.

One of the standout features of NotebookLM is its ability to integrate external data with the information you upload. If you link to relevant websites or external resources, NotebookLM brings that information into play along with your own data. This allows teams to access a broader range of insights without switching between platforms. The tool functions similarly to a chatbot, where users can add manual notes to folders, and those notes become part of the LLM’s knowledge base. The chat history is saved, and folders can be shared both internally and externally, facilitating collaboration. What I appreciate most about NotebookLM is its simple and clean interface. Unlike many applications that are cluttered with menus, icons, and unnecessary features, NotebookLM focuses on the essentials, making it easy to use without distractions.

Another useful feature of NotebookLM is its ability to communicate via both text and voice. It can create podcasts based on the data you upload, which is an entertaining aspect of the tool. More importantly, it offers users the option to hear a conversation about the data from two human-like voices, which can be particularly useful for people who prefer auditory learning or are multitasking, such as driving or exercising. This feature also benefits those with disabilities who may find spoken information more accessible than written text.

Even though I’m still an independent user and waiting to join the pilot program for NotebookLM Business, I’ve already started using it for various business functions. One of the most time-saving applications has been in recruitment. I’ve been using NotebookLM to analyze resumes I’ve received and rank candidates based on the job description. This process, which previously took hours, is now much faster, as the tool organizes resumes and helps my team evaluate candidates. In addition, I’ve uploaded my financial statements to a private notebook, and NotebookLM has provided valuable insights by identifying trends and anomalies that I hadn’t noticed before. It’s flagged high expenses and declining revenue categories, which will help in future financial planning. I even plan to upload my company’s tax returns and ask for preliminary tax advice, although I’ll always consult with our accountant.

Looking ahead, I plan to use NotebookLM even more in the coming year. I’ll upload all past proposals from clients and prospects, so my team and I can easily query them for information on fees, services, and other relevant details. This will help when creating future proposals without needing to dig through old files. I also intend to upload all client contracts from the past five years, so we can analyze trends and quickly answer questions about pricing or services. While we’re a small company without a dedicated HR department, we do have policies in place, and I plan to upload those policies—such as those regarding PTO, ethics, and hiring—so employees can easily access them and find answers to their questions independently. Additionally, I plan to upload customer and vendor invoices to separate notebooks, allowing us to quickly retrieve billing information without sifting through our accounting system.

You might wonder why I don’t just use another chatbot like ChatGPT, CoPilot, or Claude for these tasks. The main reason is that we’re a Google-based company, using Workspace, Gmail, and other Google applications. NotebookLM fits seamlessly into our existing tools, and I believe its future integrations with Google’s suite will only enhance its value. While other chatbots may eventually catch up in terms of functionality, NotebookLM offers a more integrated experience, which is crucial for businesses already invested in the Google ecosystem.

Despite its benefits, NotebookLM is not without its challenges. For example, to use it for proposals, I first need to enter the data into my CRM system, generate the proposal, and then manually upload it to NotebookLM. It would be ideal if Google could eliminate these steps, such as by allowing direct uploads from my CRM or automating the creation of files based on my instructions. While it may not be fully streamlined yet, the potential for such improvements makes NotebookLM a promising tool for the future. As businesses increasingly turn to AI for customer service, financial advice, and other tasks, NotebookLM offers small business owners the ability to create their own tailored AI solution, giving them a competitive edge.

In conclusion, while NotebookLM still has some room for improvement, it’s already proving to be an invaluable tool for small businesses. It offers a way to organize and analyze data more efficiently, saving time and enhancing decision-making. As Google continues to refine the tool and add new features, it’s poised to become the go-to app for small businesses in 2025 and beyond.