How to Take Notes in a Meeting? 7 Proven Tips
Taking notes in a meeting might seem simple, but doing it well is a real skill. The right notes can help you stay organised, remember key details, and follow up on important tasks. But let’s be honest—many people either jot down too much or too little or focus on the wrong things altogether. Whether you’re in a client meeting, a team discussion, or a brainstorming session, having a solid note-taking strategy makes all the difference. In this guide, we’ll go through seven proven tips to help you capture the most important points, stay engaged, and make your notes actually useful after the meeting ends.
Prepare Before the Meeting
Good notes start before the meeting even begins. Taking a few minutes to get ready can make a huge difference in how well you capture key details. First, check the agenda (if there is one) and remind yourself of the meeting’s purpose. Who’s attending? What topics will be discussed? What decisions need to be made?Â
Jotting down a few key points in advance gives you a clear focus and helps you avoid scribbling down irrelevant details later. If there’s no formal agenda, try to gather some background information—look through past emails, reports, or notes from previous meetings. Going in with a plan means you’ll spend less time scrambling and more time listening to what really matters.
Use a Structured Note-taking Method
Jotting down random bits of information won’t help much if your notes are a mess. A structured approach makes it easier to find key points later and ensures you don’t miss anything important. There are various excellent options to pick from, depending on the nature of the conference.Â
The Cornell Method splits your page into parts for main points, notes, and a summary, making it ideal for detail-rich sessions. If you want something more visual, mind mapping connects ideas, making it ideal for brainstorming sessions.Â
For action-focused meetings, the quadrant method works well—just split your page into four sections: notes, actions, questions, and follow-ups. Whichever method you choose, having a clear system will save you time and make your notes far more useful when you need them.
Focus on Key Information
Don’t fall into the trap of trying to write everything down. Meeting notes are about quality, not quantity. Instead of writing down every word, focus on the key details—decisions made, main points discussed and any action points. A good way to do this is to listen for repeated ideas or points that others are making. If something is talked about at length or agreed by the group, it’s probably worth noting.Â
Pay special attention to action items, deadlines, and who is responsible for what. These details will be the most useful when you look back at your notes later. If you’re unsure whether something is important, ask yourself: Will I need this information to follow up or complete a task? If the answer is yes, write it down. Keeping your notes concise and focused will make them far more useful in the long run.
Use Shortcuts & Abbreviations
Writing down every word in a meeting isn’t just tiring—it also slows you down and makes it harder to keep up with the conversation. That’s where shortcuts and abbreviations come in handy. By using simple symbols, shorthand, or even initials for common terms, you can take notes faster without missing key details. For example, use “&” instead of and, “→” to show an action or outcome, and “Qs” for questions. If specific terms or phrases appear often, establish your own acronyms, such as “MKT” for marketing or “proj” for the project.
The idea is to utilise shortcuts that are meaningful to you so that you can quickly interpret your notes afterwards. If necessary, you may clean things up after the meeting while the conversation is still fresh in your memory. Over time, this practice will allow you to take notes more effectively and concentrate on what is being said rather than how quickly you write.
Highlight Action Items & Next Steps
Taking notes isn’t just about recording what was discussed—it’s about knowing what needs to happen next. One of the most important parts of any meeting is the action points, so make sure they stand out in your notes. Clearly note down tasks, who is responsible for them, and any deadlines. Using symbols or highlighting can help—for example, you could put a star (*) next to urgent tasks or underline deadlines to make them easy to spot later.
If something isn’t fully decided yet, make a note to follow up. Meetings can often be full of conversation, but the true value comes from what happens afterwards. Having a clear list of next tasks ensures that nothing is overlooked and helps you and your team stay on track.
Leverage Digital Tools
Gone are the days when pen and paper were the only options for taking notes. Digital tools can make the process faster, more organised, and easier to share with others. Apps like Microsoft OneNote, Evernote, or Google Keep let you type notes quickly, organise them into categories, and even add reminders. If your meeting involves a lot of discussion, tools like Otter.ai or Notion can transcribe conversations, so you don’t have to worry about missing key points.
Using a shared document, such as Google Docs, may also be useful for team meetings since it allows numerous individuals to participate simultaneously. Some digital solutions even link with calendars and task trackers, making it easy to monitor action items. Whether you like to type or use a tablet for handwritten notes, using the right digital tool can help you stay organised and make your notes more helpful even after the meeting is over.
Review & Share Notes Immediately
The best time to review your notes is right after the meeting, while everything is still fresh in your mind. Take a few minutes to go through what you’ve written, tidy up any messy sections, and make sure all key points are clear. If there are any action items, double-check that responsibilities and deadlines are recorded correctly. This quick review helps reinforce what was discussed and ensures you haven’t missed anything important.
If your notes need to be shared with colleagues, send them out as soon as possible; a clear, well-organised summary can help keep everyone on the same page and prevent miscommunication. If necessary, highlight key takeaways and next steps to make things easy to follow. By reviewing and sharing your notes promptly, you’ll keep everything organised and ensure the meeting’s outcomes lead to real action.
How To Take Meeting Minutes In A Client Meeting?
When taking notes in a client meeting, focus on key details like their needs, concerns, and any agreed actions. Keep your notes structured, and avoid writing every word—just highlight the main points. Always ask for permission before taking meeting minutes, as it shows professionalism. Use shorthand or digital tools to stay organised, and after the meeting, review your notes to ensure clarity before following up with the client. If you are struggling with this, our sales training UK course can help you with that.
How To Effectively Take Notes During A Meeting?
Taking effective notes is about recording the necessary information, not everything said. Use a structured method like the Cornell system or quadrants to keep your notes tidy. Focus on main points, decisions and action items. Use abbreviations to write faster, and highlight tasks or deadlines for easy reference. After the meeting, review and share your notes promptly to ensure accuracy and keep everyone aligned on the next steps.
What Are The 4 A's Of Taking Meeting Notes?
- Attentiveness – Actively listen and focus on key points instead of trying to write everything down.
- Accuracy – Ensure your notes correctly reflect discussions, decisions, and important details.
- Action – Highlight tasks, deadlines, and responsibilities to keep follow-ups clear.
- Accessibility – Organise your notes so they are easy to find and review when needed.
What Is The Best Note-taking System For Meetings?
The optimal note-taking method varies according to the type of meeting; the Cornell Method is ideal for organised conversations, separating important ideas, details, and summaries. The Quadrant Method is ideal for recording activities, choices, and follow-ups. Mind mapping facilitates brainstorming sessions by graphically connecting ideas. For very detailed meetings, computerised transcription systems such as Otter.ai can be useful. Using the appropriate strategy improves the clarity and retention of important information.
