BentPencilandDiary1.JPGIf you attend meetings, you should be taking notes.  Whether it is in your diary, a notepad or on the agenda sheet next to each item, a personal record of discussions, decisions and actions is important for reference long after the meeting has finished.

So much can happen in some meetings, that is impossible to remember all the actions you've been allocated, or the reasoning behind a particular decision.  Unless the meeting minutes are very comprehensive, which Mining Man suggests they shouldn't be (read about that here later), every person in the meeting should be making their own notes for later reference. 

Here are four tips to make taking notes quick, worthwhile and valuable long after the meeting had finished.

1.  Record First, Sort Later

While it is important to take down adequate notes from the meeting to ensure you are able to follow up things in the future, it is also very important to remain active and attentive to the meeting and the discussions taking place.

In whatever place you choose to make your meeting notes (on the agenda, in your diary, on a blank piece of paper), simply put the date and meeting title at the top, and start making notes.  While the meeting is in progress we will simply record everything we feel are necessary, in the order in which it happened.  Once the meeting is over we will sort the notes out into categories, but at the moment we want to devote as much attention to the meeting as possible. 

2. Write Down Only What you Need To

Record the following types of information:

  • Actions allocated to you, that are reporting back to you, or that involve you directly
  • Decisions made and any key reasons
  • Statements you made to the meeting on specific topics
  • Anything other key discussion points or statements you may want to recall later

Don’t try to record everything that happens in the meeting.  That is what minutes or action tables are for. 

Very often I see an action allocated to a particular person, and then watch everyone in the room write it in their diary.  If you follow our suggestions for taking effective meeting minutes, there will be no need for everyone to record every item and action.

3. Always take Notes by Hand

I’ve previously written two topics about the problems with having laptop computers in meetings (Part 1 and Part 2 of that article).  One of the main issues with having a computer in front of you is the temptation to look at or read other things while the meeting is taking place.  This prevents you from being fully engaged and actively contributing.

Even if you NEVER EVER open any other programs on your computer, and you REALLY are taking notes straight into it, it still takes much more attention and time to input notes directly into your computer than to simply record them by hand.  (And let’s face it, the main reason you bring your laptop isn’t to take notes anyway is it?). 

For example, it’s agreed to take a topic outside the meeting and have a few participants only meet up tomorrow to discuss it.  Which of these is quicker and less disruptive to your concentration and the meeting as a whole:

  1. Open Outlook.  Select Calendar.  New Appointment.  Title.  Location.  Times.  Reminder...
  2. Jot down - Meet tomorrow 2pm – March production figures.

For the benefit of everyone in the meeting and to help keep on time and on topic, it is important to record your notes as quickly as possible.  Certainly, later on you need to enter the meeting into your calendar, but that’s on YOUR time.  Right now your are on EVERYONE’s time. 

Highlighters1.JPGRemember – meetings are about the group being effective together, not about individuals being productive alone.

4. Summarise and Sort your Notes

After the meeting, take a minute to go through the notes and sort them into categories:

  • Action allocated to you or for you to follow up
  • Decisions made
  • Other notes for reference

Use some or any of the following methods to sort the notes, but certainly don’t try to rewrite all of them:

  • Different highlighter colours for each category
  • Different colour pens
  • Boxes, underlines or asterisks in the margins

Personally, I put red asterisks in the margins next to actions I have been allocated, so at any time I can go back through my diary and all the actions stand out clearly.  I also mark in the same way anything that I need to do immediately following the meeting, such as new appointments for my calendar, or things I said I would email people.

I do this process all before I leave the meeting room.  Depending on the length of the meeting, it shouldn’t take more than 30 seconds.

 

The trick in taking your notes is to find a balance between not recording every single thing that happens in the meeting, but still making sure you have enough information to refer back to once your memory of the meeting has faded (which in the case of some meetings is only a matter of minutes!).  You also want to ensure you’ve recorded everything you agree to do or take action on so that you are not caught out unexpectedly at the next meeting.

 

Have a productive and safe week, hopefully not filled with too many meetings!