Meetings can either be a huge time-saver or an enormous time-waster, depending on how you manage them. But what’s one of the key elements that makes a meeting truly productive? You guessed it—good note-taking. It’s not just about scribbling down a few sentences and hoping they make sense later; there’s a whole process to it.
If you often walk out of meetings feeling like you’ve missed half of what was discussed or you’re unsure how to follow up, you might need to rethink how you take notes. In this guide, we’ll break down the best practices for taking notes in a meeting and how it can boost your overall productivity.
Why Taking Notes Matters
Why do we even bother taking notes in the first place? Think about it. Meetings are where decisions are made, plans are set, and important details are discussed. Without proper notes, it’s easy to lose track of crucial information. Taking detailed notes not only helps you remember what was said but also provides a clear action plan that everyone can refer to afterward.
And let’s face it—our memories aren’t always as reliable as we’d like. Even if you think you’ll remember something, the chances are high that you’ll forget some details by the time you get back to your desk. Effective note-taking ensures that nothing falls through the cracks.
1. Use a Note-Taking Tool
One of the best ways to ensure your meetings run smoothly and efficiently is by using a digital note-taking tool. Tools like this Google Meet note taker are fantastic because they automatically capture everything for you. They can transcribe meetings, allowing you to focus on the discussion without worrying about jotting down every single word.
Why is this helpful? It allows you to be fully present in the meeting. You don’t have to split your attention between listening and writing, which makes for better participation. Plus, most of these tools let you go back and review the meeting, so nothing gets missed.
The beauty of using a tool is that it can save time post-meeting as well. Instead of deciphering your handwriting or recalling what that one point was about, you can take meeting notes with AI to have everything recorded and organized, ready for action.
2. Organise Your Notes with Clear Headings
Now, if you’re not using an automatic note-taker, or even if you are, organization is everything. When you’re taking notes, it’s easy to get lost in a jumble of thoughts. To avoid this, you need to structure your notes with clear headings and subheadings.
For example, break your notes into sections like:
- Agenda Items
- Key Points
- Action Items
- Deadlines
This helps you navigate your notes later, especially when you need to find specific information. It also makes it easier to share notes with others because they can quickly skim and locate what they need.
3. Focus on Action Items
One of the most important things to note during a meeting is the action items—what tasks need to be done, who’s responsible for them, and when they need to be completed. After all, meetings are pointless if they don’t lead to action, right?
When taking notes, highlight the specific tasks that need to be followed up on. Make sure to include:
- Who is responsible for each task
- What the task involves
- When the deadline is
Being crystal clear about the next steps makes sure that everyone knows what’s expected of them, and it keeps the momentum going after the meeting wraps up.
4. Don’t Write Down Everything
It might sound counterintuitive, but you shouldn’t aim to capture every single word that’s said. The goal of note-taking isn’t to create a verbatim transcript (unless you’re using a tool for that); it’s about summarizing the key points.
Focus on:
- Important decisions made
- Problems identified and discussed
- Solutions suggested
- Tasks assigned and deadlines set
Trying to write down everything will likely leave you overwhelmed and confused when you revisit your notes. Stick to the main points, and let the rest go.
5. Review and Share the Notes Right After the Meeting
The best time to review your notes is immediately after the meeting ends, while everything is still fresh in your mind. Give them a quick scan, fill in any gaps, and make sure you didn’t miss any action items.
Once you’re satisfied, share your notes with the relevant team members. This ensures that everyone is on the same page and gives people a chance to clarify anything they might have missed. It also keeps everyone accountable, as they now have a written record of the meeting to refer to.
6. Keep it Simple and Concise
Good notes aren’t just detailed; they’re also clear and concise. Avoid long-winded explanations or over-complicating things. If you can sum up a point in a few words, do it.
For example, instead of writing, “We had a long discussion about the upcoming product launch, and several concerns were raised, particularly about the timeline, marketing strategies, and potential delays,” simplify it to: “Concerns raised: timeline, marketing, delays.”
Being straightforward will make your notes easier to follow, and it’ll save you time in the long run.
Final Thoughts: The Key to Productive Meetings
Taking notes during a meeting might seem like a small task, but it can make a big difference. It’s the key to ensuring that all the important points are captured, that action items are clear, and that the meeting leads to results.
