How can you take effective notes during stakeholder communication?

As an administrative assistant, you may have to communicate with various stakeholders, such as clients, managers, vendors, or colleagues, on a regular basis. Whether it is a meeting, a phone call, an email, or a presentation, you need to take effective notes to capture the key information, action items, and follow-ups. Taking effective notes can help you improve your productivity, accuracy, and professionalism. In this article, we will share some tips on how to take effective notes during stakeholder communication.

1 Choose the right method

Depending on the type and purpose of the communication, you may choose different methods to take notes. For example, you can use a pen and paper, a laptop, a tablet, or a voice recorder. Each method has its advantages and disadvantages, so you need to consider factors such as convenience, speed, security, and readability. You may also want to use a combination of methods, such as recording the conversation and writing down the main points. Whatever method you choose, make sure you have the necessary tools and permissions before the communication starts.

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Precious Akor

I help health and fitness coaches with administrative tasks, CRM, and social media, allowing them to focus on helping clients build their dream bodies, live healthy lives, and grow their coaching business.
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For me, the best method is using a recorder and a laptop! Yes while I record I also find it helpful to take down things like action points and important points. It makes it easier for me when I am creating the memo to send out to the attendee’s

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2 Prepare in advance

To take effective notes, you need to prepare in advance. You should review the agenda, the objectives, and the background information of the communication. You should also identify the key stakeholders and their roles and expectations. You can create a template or a checklist to organize your notes and save time. You can also prepare some questions or comments to contribute to the communication and show your interest and engagement.

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Precious Akor

I help health and fitness coaches with administrative tasks, CRM, and social media, allowing them to focus on helping clients build their dream bodies, live healthy lives, and grow their coaching business.
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Before attending it's important to have ample knowledge about the meeting and also have important files that would be used during the meeting so that you don't feel lost! I found that attending a meeting without knowledge of what the meeting is all about or having the right documents is like a chicken going to the slaughterhouse 🌚

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Precious Akor

I help health and fitness coaches with administrative tasks, CRM, and social media, allowing them to focus on helping clients build their dream bodies, live healthy lives, and grow their coaching business.
Report contribution
Before attending it's important to have ample knowledge about the meeting and also have important files that would be used during the meeting so that you don't feel lost! I found that attending a meeting without knowledge of what the meeting is all about or having the right documents is like a chicken going to the slaughterhouse 🌚

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3 Focus on the essentials

During the communication, you need to focus on the essentials and filter out the irrelevant or redundant information. You should pay attention to the main topics, the decisions, the action items, and the deadlines. You should also note down any questions, issues, or feedback that arise. You should use abbreviations, symbols, or shorthand to write faster and clearer. You should avoid writing down everything verbatim, as this can distract you from the communication and make your notes too long and complex.

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Wellington Rosa dos Santos 🏳️🌈⚖️

Jurídico Direito Empresarial e Criminal| Secretário e Coordenador da Pauta LGBT da Comissão de Igualdade Racial, Diversidade Sexual e Gênero da OAB/SP| Coordenador Eventos OAB| Administração | Head em Comunicação | Negro
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Ser prolixo não é legal; ao lidar com pessoas assim, conduza a conversa com perguntas fechadas e assertivas. Para tomar notas em reuniões longas, é crucial manter foco, disciplina e um ouvido atento. Evite ser prolixo.

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4 Review and summarize

After the communication, you need to review and summarize your notes. You should check for any errors, gaps, or inconsistencies in your notes and clarify them with the stakeholders if needed. You should also highlight the key points, the action items, and the follow-ups. You should summarize your notes in a concise and coherent way and share them with the relevant stakeholders. You should also store your notes in a secure and accessible place for future reference.

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5 Follow up and act

Finally, you need to follow up and act on your notes. You should communicate with the stakeholders to confirm the next steps, the responsibilities, and the deadlines. You should also monitor the progress and the outcomes of the action items and report them to the stakeholders. You should also update your notes with any changes or new information that occur. By following up and acting on your notes, you can demonstrate your accountability, professionalism, and efficiency.

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6 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?

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How can you take effective notes during stakeholder communication?

1

2

3

4

5

6

1 Choose the right method

2 Prepare in advance

3 Focus on the essentials

4 Review and summarize

5 Follow up and act

6 Here’s what else to consider

Administrative Assistance

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How can you take effective notes during stakeholder communication?

1

2

3

4

5

6

1 Choose the right method

2 Prepare in advance

3 Focus on the essentials

4 Review and summarize

5 Follow up and act

6 Here’s what else to consider

Administrative Assistance

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