How to Take Meeting Notes: The Ultimate Guide

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How to Take Meeting Notes: The Ultimate Guide

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Mane Solomonyan

Content writer

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It is a timeless reminder that jotting down notes is more reliable than our memory. But, hey, let’s talk about evolution. Gone are the days of handwritten notebooks; we are living in the era of digital note-taking supremacy!

Meeting notes are crucial in ensuring all discussed details and action items are captured, especially if you know you may forget or miss parts of the discussion. 

Well, you can say there is nothing special about taking notes and there is hardly any strategy or philosophy behind it. We will argue and prove you are wrong because taking notes as a pro will help you write down everything you may use to the last word.

 

What are Meeting Notes?

 

What are Meeting Notes?

 

Meeting notes are written records that document the proceedings of an official company meeting. They summarize the discussion points and decisions made during the meeting. In addition, in most cases, a company employee records the notes as the meeting unfolds and later formalizes them into an official record. After approval by a person in authority, the notes are distributed to relevant employees.

 

Why Use Meeting Notes?

Meeting notes are essential parts of our professional lives due to these main reasons:

  • Reminders: Meeting notes ensure all employees, whether present or absent, stay informed about decisions, tasks, and deadlines set during a meeting. They ensure clarity and accountability across the team, facilitating effective communication and follow-up actions to achieve their goals.

  • Team References: Meeting notes ensure everyone is on the same page by preventing misunderstandings or disagreements about the topics covered in a meeting.

  • Saving Time: Because meeting minutes document all the details of past meetings, there is no need to waste time revisiting or debating about the meeting.

  • Asserting Ownership: When taking meeting notes, be sure to record how specific decisions were reached and by whom. This preserves the organization’s decision-making process and enhances accountability among team members.

What Meeting Notes Should Include

To craft meeting notes that truly stand out, let’s look at some essential points:

  • Key points from the agenda: Make sure to have a brief recap of the agenda topics covered, along with the action plan moving forward and general meeting summaries.

  • Actions to be taken: Stamp the date and time, and mark your calendars to make sure everyone knows when and where this epic meeting will take place. Also, roll-call! Let’s see who is bringing their A-game when it comes to both collaborative notes and taking personal notes.  

  • New ideas raised: Meetings often unveil groundbreaking ideas. Capture these innovative ideas for future reference and exploration. Do not let those lightbulb moments fade into nothing! Taking meeting notes and highlighting them is essential for success. These are the gems that could change the game. 

  • Any questions that arise: During meetings, questions may arise that are either resolved on the spot or left unanswered, requiring follow-up. Documenting these ensures that no important issues or conflicts are overlooked. 

  • Key decisions made: It is crucial to document both the next steps and deadlines for any action items discussed during the meeting. Make sure to attach any necessary documents to complete the report.

Importance of Collaborative Note-taking

Collaborative notes and their creation process are team efforts where ideas collide and solutions emerge. It is about sharing insights in real time, ensuring that all the puzzle pieces are in place. So here are some factors that highlight the importance of collaborative note-taking

Make meetings more productive

Taking meeting notes helps you actively engage and retain information. It is common to lose focus during meetings, but documenting the discussion keeps you attentive. So, whether you are using pen and paper or digital tools, note-taking, especially in cross-functional collaborations, helps you stay engaged. 

Improve retention

Leaving a meeting and realizing you have already forgotten crucial details can be frustrating, a phenomenon known as Ebbinghaus’ forgetting curve. However, actively taking notes during meetings acts as a powerful tool. Numerous studies have highlighted the effectiveness of note-taking in enhancing memory retention. Not only does learning how to take meeting notes help preserve key details long after the meeting ends, but it also allows for revisiting and refreshing one’s memory on the rationale behind specific decisions made during the meeting, even weeks or months later. Attempting to rely solely on memory to retain every detail of the meeting can quickly lead to feelings of stress and overwhelm. 

Keep the team organized

Thorough meeting notes, including business note-taking, are invaluable during project intensification. In addition, reviewing past notes confirms shared information, debates, and decisions. This lets you inquire about task deadlines and project milestones' progress with your team. 

Improve async communication

Scheduling conflicts are inevitable in the workplace. By taking notes for meetings and sharing them with those who could not attend, they can access the same information as those present. This saves time in catching up and reduces the need for follow-up meetings.

 

 

Effective Meeting Note-Taking Methods

 

Now that we grasp the significance of taking constant meeting notes, let’s delve into some note-taking methods:

Effective Meeting Note-Taking Methods

The Cornell method 

Ever heard of the Cornell system for note-taking? It is like dividing your notes into three distinct zones on a page: left, right, and bottom. The left side is where you take the meeting notes and the core concepts discussed during the meeting, while the right side delves into the small details behind each concept. At the bottom, you reserve space for a concise summary of the entire meeting. It is a structured approach that ensures you grasp and capture the big picture and the crucial specifics.

The Quadrant method

The Quadrant method is a simple yet powerful technique for managing tasks and follow-up items. You divide your page into four directions, each labeled with headings like “my action items,” “delegated tasks,” “questions,” and “general notes.” During the meeting, you write down relevant information in the corresponding quadrant, helping you stay organized and ensuring nothing important slips through the cracks.

Mind mapping

A mind map consists of graphics representing various ideas and concepts discussed during the meeting, making it perfect for visual note-takers. Meeting note templates also come in handy in this case. Start by pinpointing the central theme and placing it in the middle of your page. Then, include related subtopics, further expanding into more detailed points as ideas surface during the meeting. Ultimately, your mind map should resemble a flowchart, connecting several subtopics regarding primary meeting notes. This non-linear note-taking approach proves especially effective in brainstorming or strategic meetings. 

Outline method

The Outline method, as its name implies, involves utilizing the pre-shared meeting agenda as your framework for note-taking. You capture the key points from the agenda and as the meeting progresses, you record notes under each agenda item.

 

Alternatively, there is a slide method. If the meeting presenter has prepared a slide deck in advance, you simply annotate specific slides with notes and use it as a meeting notes template.

 

 

Difference Between Meeting Notes and Meeting Minutes

 

No, they are not the same! Let’s be clear about this once and for all. 

 

Meeting notes and meeting minutes, while both capturing discussions and decisions made during a meeting, serve distinct purposes and cater to different needs within a team, or organization, or while engaging in online collaborative learning

 

Meeting notes, as their name implies, are mostly personal records of what transpired during a meeting. They serve as a way for individuals to write down essential meeting notes, including key points, ideas, action items, or any other information they deem important or relevant to them. Unlike meeting minutes, which are typically formal and structured, meeting notes are often informal and personalized to the note-taker’s preferences and priorities.

 

The primary purpose of meeting notes is to provide a reference for individuals to recall discussions, decisions, or any other relevant information discussed during the meeting. They serve as a handy tool for individuals to keep track of their tasks or follow-ups arising from the meeting. While meeting notes can be shared with team members and become team meeting notes, their primary function is to serve as a personal record and aid individual recall rather than being an official documentation of the meeting proceedings.

 

Meeting minutes, on the other hand, serve as official summaries or historical records of what was revealed during a meeting. Unlike meeting notes, which are informal and personalized, meeting minutes are formal documents that follow a structure and format. They aim to provide a comprehensive overview of the meeting proceedings, including key discussion points, decisions made, action items assigned, and any other relevant information.

 

In terms of structure, meeting minutes typically include essential details such as the list of meeting participants, the date, time, and location of the meeting, the agenda items or topics discussed, key points raised during the meeting, decisions made, action items assigned, and any other relevant information,

 

8 Tips to Take Productive Meeting Notes

 

8 Tips to Take Productive Meeting Notes

 

No matter which note-taking approach suits your style, adhering to guidelines can ensure your notes remain effective and beneficial.

Take notes before the meeting

Effective meeting notes often begin before the meeting commences. Read the meeting agenda, if available, as your starting point. Get into the topic and write down questions, if there are any,

Stick to a template

Using a pre-designed template before each meeting is a fantastic time-saving strategy. Just duplicate your template as the meeting begins, and you can immediately begin organizing and structuring your notes.

Go analog

Research suggests that writing by hand aids learning and memory more effectively than typing. By using pen and paper instead of laptops, distractions are minimized, allowing for better focus and active participation during meetings.

 

On the other hand, if handwriting is more challenging (in case the language is not your native language) and you feel more confident using tools, find those that will help you organize your notes on the go. 

Use codes

Shortening sentences and employing abbreviations can expedite note-taking. In addition, using basic codes and symbols enhances efficiency. For example, you can highlight questions with a ❓.

Don’t write every single thing down

Keep in mind that meeting notes differ from meeting minutes. Focus on capturing key ideas, outcomes, and agreed-upon next steps rather than attempting to transcribe every word. You can always add more context after the meeting concludes, if necessary.

Record meetings 

In situations where the stakes are high and a particularly crucial meeting is underway, it is advisable to forego live note-taking and opt for video or audio recording instead. Alternatively, you can utilize a free transcription service to document the entire discussion.

Share meeting notes

Your notes are important for sharing meeting insights, ensuring that all relevant individuals can access them effortlessly. This encompasses attendees, absentees, and anyone who could benefit from the information contained in your notes. 

Create action plan

After sharing your notes, the next crucial step is the task assignment. This post-meeting phase involves transforming your notes and action items into tangible deliverables within your task management system. Everyone involved must understand their responsibilities clearly, ensuring effective follow-through on tasks delegated during the meeting.

Final Thoughts

Did you take notes while reading this article? Hope you did it, and if yes, here is a list of the best apps for taking notes to nail note-taking as a pro. Remember, that effective note-taking is essential for capturing key discussions and action items. By mastering various methods and techniques, you can enhance productivity and collaboration in your meetings.

 

Is it better to take meeting notes by hand or digitally?

The choice between handwritten and digital meeting notes depends on personal preference and the meeting’s dynamics. Handwritten notes may enhance focus and retention, while digital notes offer organization and easy sharing.

How can I ensure my meeting notes are concise yet comprehensive?

Focus on capturing key points and action items while excluding unnecessary details.Use bullet points and heading for efficiency, and review and summarize notes promptly after the meeting.

What should I do with my meeting notes after the meeting ends?

After the meeting, review and organize your notes. Share them with relevant stakeholders, use them for follow-up tasks, and archive them for future reference.

How do I decide which information to include in my meeting notes and what to leave out?

Prioritize including key discussion points, decisions, action items, and any other relevant information. Exclude minor details and focus on capturing essential insights for charity and effectiveness.

What should I do if I miss important points during the meeting while taking notes?

If you miss important points during the meeting, politely ask for clarification or request a recap from a colleague afterward. In addition, review any available meeting recordings or follow up with key stakeholders to ensure you capture all necessary information accurately.

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