How many times has it happened that the “actionable steps” from your Monday meeting were completely forgotten by the end of the week? Most of our weeks are filled with meetings—some planned, some emergency discussions. From shaping key plans in monthly overview meetings to discussing everyday challenges and updates in weekly huddles, every discussion is important. But with so many things to remember, it is easy for many details to be lost in the background. So what is the solution?
Maintaining notes of each meeting can save you a lot of time and improve your efficiency at work. By actively jotting down the details of these conversations, you can always stay on top of your game and never let anything important slip through.
In this blog, we talk about what meeting notes are and what you should actually capture. Meeting minutes and notes can create a mix-up for many and therefore we look at both in detail to see their differences. To help you master taking effective notes, we offer some practical tips. Lastly, we will discuss how a simple practice of note-taking at meetings can play a big part in your professional growth.
What are Meeting Notes?
So, what are meeting notes, exactly? Meeting notes are basically a quick way to note down the key discussion points and action items in a meeting. Think of them as the highlights of a meeting without having all the tiny details. The goal of the meeting notes is to make sure that everyone knows what happened.
What is included in meeting notes?
Now that we know what meeting notes are, let us see what should be included in them:
- Date and time of the meeting
- Names of the attendees. The people who were there in the meeting
- Agenda items. This is a list of topics that will be discussed.
- Key discussion points of the meeting. This is where all the important details of the meeting go, like ideas that were discussed, what was decided, what were the challenges that were highlighted, etc.
- Action items. The most crucial part! This means what needs to be done after the meeting
Difference between Minutes and Notes
You may have wondered what the difference between meeting minutes and notes is. Are they not used to document the meeting discussions? Well, you are not alone in being confused.
Meeting minutes and meeting notes might be used interchangeably but they both serve entirely different purposes. It is easy to get mixed up between the two and that is why we have a table to show how they stack up against each other.
Take a look at the table and figure out which one you need for your next meeting!
In short, meeting notes are best used for taking quick notes for your own record. They help you remember the main discussion points and action items in a meeting without going into too much detail.
Best Practices for Taking Meeting Notes
Meetings can be stressful, but it will become a waste of time if you do not take proper notes during the meeting. By using this checklist, you can be sure that you are on top of things and have useful notes.
Prepare for the meeting
Preparation is the key to taking notes during the meeting. Make sure that you have reviewed the meeting agenda and are aware of the participants who will be there. Check that everything is in order, whether you are using a template or a note-taking app, to avoid any last-minute difficulties.
Use the agenda of the meeting
Use the agenda of the meeting as an anchor for your notes. Follow the agenda to make sure that you are not missing out on capturing any important discussion points. By using the agenda, you can stay focused as well and it will help when refining your notes afterwards.
Focus on essential information
While taking notes, focus on the key details and organize information in sections, such as “key decisions, action items,” etc. This will make it easier for you to refer to them later. It is also important that you note down essential details like the date, time, and meeting title in your notes to have context.
Do not write verbatim
You do not need to note down everything word for word. Instead, summarize the main points and write the important details only, like deadlines or names of the responsible person for any task. If any crucial statistic or data is shared, you must include that in your notes as well.
Stay organized
Even if the notes are for your personal use, it is important that they follow a structured layout. Use headings and subheadings for sections. You can also use symbols and abbreviations for the topics that are repeated. Lastly, use highlight or color-coding to emphasize any key detail or statistic.
Review your notes
Once the meeting has ended, go over your notes and create a “clean” copy. Reorganize any information if needed and add any details that were missed. You can also check with the participants to clarify any details.
Leverage Notes for Career Growth
Have you thought about how useful your meeting notes can be for your career growth? There is a chance that during meetings, you are praised for your efforts or contribute through suggestions and ideas. Noting these moments in your notes will pay off later, big time. It is a simple way to remind yourself that you can bring those up with specific details to make a good impression during a performance review or appraisal.
Also, if you make an extra effort and share a summary of your notes after the meeting with your team, this can show initiative and highlight to everyone that you are someone proactive and a good team player!
