How can you help your team take better notes during meetings?

1 Choose the right tool

The first step to taking better notes is to choose the right tool for the job. Depending on the type and purpose of the meeting, you may want to use a different tool to capture and organize the information. For example, you may use a shared document, a project management app, a voice recorder, or a note-taking app. The tool should be easy to use, accessible to all participants, and compatible with your workflow.

2 Assign a note-taker

The second step to taking better notes is to assign a note-taker for each meeting. The note-taker should be someone who is familiar with the topic, has good listening and writing skills, and can summarize the main points and action items. The note-taker should also have a clear agenda and a template to follow, and should avoid distractions and interruptions. The note-taker should also share the notes with the rest of the team as soon as possible after the meeting.

3 Use a consistent format

The third step to taking better notes is to use a consistent format for all your meetings. A consistent format can help you and your team find and review the information you need quickly and easily. A good format should include the following elements: the date, time, and location of the meeting, the attendees and their roles, the objectives and agenda of the meeting, the key points and decisions made, the action items and deadlines assigned, and any questions or feedback raised.

4 Highlight the action items

The fourth step to taking better notes is to highlight the action items that result from the meeting. Action items are the specific tasks that need to be done by someone by a certain date. They should be clear, measurable, and realistic. Highlighting the action items can help you and your team stay focused, accountable, and motivated. You can use different colors, fonts, symbols, or tags to mark the action items in your notes.

5 Review and follow up

The fifth step to taking better notes is to review and follow up on the notes regularly. Reviewing the notes can help you and your team recall and reinforce what was discussed, identify any gaps or errors, and plan for the next steps. Following up on the notes can help you and your team monitor the progress, provide feedback, and resolve any issues or challenges. You can use reminders, calendars, emails, or meetings to review and follow up on the notes.

6 Encourage feedback

The sixth step to taking better notes is to encourage feedback from your team. Feedback can help you and your team improve your note-taking skills, learn from each other, and address any concerns or suggestions. You can ask your team to rate the quality and usefulness of the notes, share their best practices and tips, and provide constructive criticism and praise. You can also use feedback to adjust your note-taking tool, format, or process as needed.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?