Write This Down: How To Take Effective Notes in a Business Meeting

If you're asked to attend a business meeting, it only makes sense that you capture the information you attain and figure out how to utilize it at a future time. After all, isn't that the purpose of having a meeting?

However, if you write down everything you hear, you'll be more focused on capturing the information than on being present in the meeting. Therefore, here are five tips on how to take effective notes during a business meeting so you can put them to use afterward:

Tip 1: Get the Facts, Just the Facts

Notes should be brief. Use sentences or phrases that capture the idea being discussed and which provide you with sufficient information to act on later. It's not necessary to capture everything verbatim. Unless you're the note-taker for the entire meeting, don't write down everything you hear. Instead, capture key points, concepts and ideas that require specific action by you or relate to your job.

Tip 2: Have a Method to Your Madness

Sometimes, we jot down a word or visual aid that we understand at the moment, but can't - for the life of us - figure it out later on. Make sure you create notes that are legible and meaningful.

Avoid writing in shorthand or using cryptic symbols and words, or you may not remember your intent. Instead, write them out long-hand so you fully understand what steps you need to take next. Be sure to ask clarifying questions or for the speaker to repeat herself.

Tip 3: Consider Your Note-Taking Method

Ain't technology grand? There are plenty of methods out there to help you take better notes.

You can use a voice-recorder; however, then you record every word (or not - if it's not working properly) and will have to replay it to get the details you need. You can also type your notes directly into your laptop or capture the information on your personal digital assistant (PDA).

Whatever technology you choose, make sure it's fully charged and working properly; otherwise, you'll miss out on the important information you need. Better yet, always have a backup plan. That means...

Tip 4: Write Your Notes on a Legal Pad

Have you ever needed to jot down a quick note? You grab a scrap of paper or yellow Post-It® to capture the thought, only to lose the note in a sea of paperwork on your desk.

When you take notes in a business meeting, you need to make sure you do it on a pad of paper that's not likely to get misplaced somewhere behind your desk. In fact, having a designated portfolio with lined paper inside is an excellent way to maintain your meeting notes in a centralized location for future use. It will also keep you organized for the next meeting.

Tip 5: Organize Your Meeting Notes Afterward

The meeting's over and your notes are taken. Now, what will you do with them? If the notes are for your action alone, you need to decide how to utilize the information you've gathered.

Is there a date to remember when a project is due? Is there some additional research you need to conduct and then get back to the team? Once you return to your office, you need to disseminate your meeting notes:

• Review what you've written and then edit where necessary.
  
• Write due dates on your desk calendar and/or add reminders in your computer or PDA.
  
• Include new actions/commitments on your to-do list.
  
• Check off each meeting note as you make use of it or complete it.

If you're responsible for taking notes for a larger group, create an e-mail outlining the information gathered and share it with others in your department. The whole idea is to take effective notes that you can organize and use once the meeting has adjourned.