In the workplace, note-taking within a meeting is a skill that will elevate the quality of your performance. In fact, having a polished system of taking notes can take you from a newbie to a proficient worker in the eyes of your peers. But first, what kinds of notes are you expected to take at work anyway?
A frequently asked question is on meeting notes vs. minutes. Essentially, meeting notes are informal scribbles on the goals, ideas, and deadlines discussed in the meeting. Meanwhile, the minutes of a meeting are more formal, systematic, and contain more specific information.
Knowing what kind of notes you are supposed to take dictates the type of system and medium, we will adopt. In addition, the best way to take meeting notes electronically or manually may vary from person to person. In any case, there are some essential tips to make note-taking within a meeting easier.
Know your stuff
Preparing to take work meeting notes comes even before the meeting takes place. Be aware of the crucial agendas before the meeting. If possible, try to find out who will be involved and their functions in the organization. It’s also important to note any important topics and decisions that might come up. In addition, if the meeting participants permit, have a device ready for audio recording.
Find your medium
There is an infinite number of ways that you can do note-taking. For some, pen and paper are the way to go, while others prefer laptops or gadgets. Some research shows that handwriting your notes can help in memory retention and conceptual understanding of what is being written down. However, there are still many people who prefer to write on their laptops for easy organization. This also helps them avoid retyping their handwritten notes.
Whatever the case, when the actual meeting is taking place, it is best to make an outline or template for your note-taking for easier navigation. There are many systems of note-taking out there: the Cornell note-taking system, the quadrant system, and even simple mind maps.
Use bullet points and shortcuts
Next, focus on the form. Writing down meeting notes in paragraph form can get confusing quickly. Separating agendas, questions, action items, and other issues in sections and using bullet points saves you time and effort. It also allows for a quick summary of the key points of the meeting without making your notes look cluttered.
In addition, consider shorthand writing or using shortened or coded forms of words.
Record action items
Jotting down action items is incredibly important in meetings. Make sure to include the names of the assigned persons, details of the task, as well as expected deadlines. If you present your notes to a group of people, the clarity of action points will dictate a clear division of responsibilities. It also provides your peers a reference on what the scope of their tasks is. Meeting notes, after all, are the first step in translating plans into actions.
Transfer and mark in calendars
Finally, you’re at the end of the meeting. It would be easy to just transfer or rewrite your handwritten notes to your phone or laptop, but you must summarize your notes further. That is before you add action items to your calendar or schedule. Doing so will allow you to review critical decisions made, action points and ensure that you have not missed any crucial remarks.
Note-taking is a simple skill, but your execution and systems will boost your efficiency the next time you’re in a small meeting or a conference call.
