Note-taking 101
From BiOrgResources
Contents |
Note taking
- What are notes?
Notes are a written summary of an event or meeting. They can be formal or informal.
- Why do we need notes?
To summarise what was said, discussed and/or agreed during a meeting for the benefit of people who weren’t there and to clarify/remind and/or refresh those who were.
- When do we take notes?
Before, during and after the meeting.
- Who takes the notes?
Someone who is not chairing or leading the meeting. Ideally someone who does not have a vested interest in a particular outcome of the meeting or can be neutral.
- Where should a note taker be?
Where they can hear and see everybody.
BEFORE
Some questions to consider if you are going to be taking notes.
Who are the notes for?
- If they are for yourself, then you need only take the information you need. If they are for others who may not have been there, you will need to think about what information they would want. If you have only been asked to take action points, then your task is much easier!
- Is there an agenda or structure to the meeting?
If there is, this will help you structure your notes and know in advance what topics are going to be covered and how long you are going to be taking notes for. If the meeting is going to be more than an hour long and you have to take detailed notes, talk to the person running it about scheduling a short break or having a second note taker.
- How much detail do I need to go into?
If there are previous notes/minutes, have a look at them to get an idea of how much detail you need to capture. Talk to the person running the meeting/session to find out what is important (eg actions, what people said, the way things are said, agreements, promises, topics covered).
- How many people will there be at the meeting/session?
If there are only a few people, it’s easier to get names to help you in your note taking. Use initials next to people’s names if there are only a few. If there are a lot of people, and you need to note names, make sure the person running the meeting/session asks everyone to clearly state their name.
- What do I write my notes on?
If you have to take lots of notes, you might want a larger pad, particularly if you are a person who makes diagrammatic notes. You won’t have time to erase any mistakes during note taking so get into the habit of crossing things out with a single line and carrying on. You can use pen or pencil, but be aware pencil can smudge. Some people type faster than they write and may use a laptop, but make sure you have a suitable power source.
DURING
- How do I cope with different people talking?
Don’t try to write things down as they happen (unless you are trying to take verbatim minutes!). For most notes, all you need is a summary of the conversation/debate.
- Abbreviations and short-cuts – commonly used and ones you might think you know but don’t and some you might use but forget what they mean out of context.
abbr = diff = n = & = fin = ppl = esp = .•. = sp? = p = min = ref = eg = ppl = cos = +ve = ~ = lv =
You can often leave out vowels if you are in a hurry. Text speak can be quite useful for writing notes if you are comfortable with it. There is a longer list available here: http://www.english-zone.com/study/symbols.html
- What if someone explains something and I didn’t quite catch it?
Don’t be afraid to ask someone to repeat what they just said. Particularly if you think it was an important point that may need to go into the notes. Usually putting your hand up and saying “excuse me” is a way to stop the discussion and get some space to ask for repetition.
- Someone quoted something that I need to mention in the notes but I didn’t catch the full title, or couldn’t write down the exact quote. I don’t want to ask them to repeat it as it was a long quote, what do I do?
Make a note of who that person was and immediately after the meeting/session, go and find them and ask them to repeat it again slowly, or give you the quote/reference in some other format.
- What if I’m talking during the session or have to respond to a question?
Whilst ideally, the notetaker will be someone who isn’t going to join in the discussion, reality is that they sometimes have to or want to. If you are going to be doing a report on something, ask someone else to take minutes during your slot. If you just want to comment on a few points, try to be brief and remember what you said and the responses from other people. Write it down quickly afterwards.
AFTER
- Who is going to write up your notes?
Ideally, if you are taking notes, you should write them up. You will have a good overview of the meeting/session and will know how to understand your own handwriting and notes. If, however, someone else is writing them up, make sure you take structured notes and the other person can read your handwriting and knows your abbreviations.
- What style of writing should I write it up in?
Try to use plain clear language which isn’t emotive. You are making notes, not writing a story.
- Who do I get to check over my notes?
They should go to the person running the meeting/session as they will also have had an overview. They will check your notes for inaccuracies (and possibly things like spelling and grammar).
