How to Take Better Meeting Notes: A Complete Guide

Do you ever leave a meeting with notes that feel more like a chaotic jumble than a clear summary? If so, you’re not alone. Knowing how to take better meeting notes can make a huge difference in your productivity and communication.

From capturing key points and action items to organizing your thoughts effectively, good note-taking is a skill that can elevate your meetings and ensure nothing important slips through the cracks. In this complete guide, we’ll dive into practical tips and techniques to help you take notes like a pro and stay on top of every meeting.

What Are Meeting Notes?

Meeting notes are informal records of what’s discussed during a meeting. Think of them as your personal cheat sheet—quickly jotted down thoughts, key points, and action items that help you remember the core ideas without having to sift through every detail. They’re not meant to be formal or exhaustive but are super handy for keeping track of what’s going on.

Meeting Notes vs. Meeting Minutes

It’s easy to mix up meeting notes with meeting minutes, but they’re not the same thing. Here’s how they differ:

Criteria	Meeting Notes	Meeting Minutes
Purpose	For personal or team reference	Formal documentation of meeting discussions
Formality	Informal, flexible format	Formal, structured format
Content	Key points, ideas, and action items	Detailed account of discussions, decisions, and actions
Tone	Casual, can include personal shorthand	Objective and neutral
Use Cases	Team meetings, brainstorming sessions, one-on-ones	Board meetings, official project updates, legal documentation
Structure	No strict structure; varies based on preference	Follows a specific format (e.g., agenda items, decisions, actions)
Audience	Typically internal, not widely shared	Shared with all participants and stakeholders
Responsibility	Anyone can take notes	Assigned to a designated person (e.g., secretary)
Documentation Tools	Note-taking apps, pen and paper, AI transcription	Word processors, meeting management software, AI transcription

Key Benefits of Taking Good Meeting Notes

Taking effective meeting notes goes beyond just jotting down what’s discussed; it helps you stay organized, improves communication, and ensures everyone is aligned on goals and tasks. Here are some of the key benefits:

1. Better Retention and Understanding

It’s easy to forget what was discussed in a meeting, especially if you’re juggling multiple projects or topics. By taking notes, you’re actively engaging with the information being presented, which helps solidify it in your mind. Later, when you look back at your notes, you’ll be able to recall not just what was said, but also the context and significance of the discussion.

2. Clear Action Items and Accountability

How many times have you left a meeting thinking, “Wait, what exactly am I supposed to do next?” Good meeting notes eliminate that confusion. They clearly outline who’s responsible for which tasks and by when. This way, everyone knows what they need to do, and there’s a written record to refer back to if there’s ever any uncertainty.

3. Improved Communication and Collaboration

4. Efficient Follow-Ups and Progress Tracking

Ever struggled to remember what was discussed in a previous meeting when it’s time for a follow-up? Good notes provide a clear record of past conversations, decisions, and tasks. This makes follow-ups more efficient because you’re not starting from scratch—you have all the information you need to track progress and keep things on track.

5. Time-Saving and Productivity Boost

Imagine trying to recall every detail from a meeting without any notes. You’d probably waste a lot of time trying to piece things together. With good meeting notes, you can quickly find the information you need, which saves time and helps you stay productive. Plus, you won’t have to chase down colleagues for clarifications, since it’s all right there in your notes.

6. Useful for Absent Team Members

It’s inevitable that some people will miss meetings now and then. Instead of trying to fill them in with a vague summary, you can simply share the meeting notes. This way, they get a comprehensive view of what was discussed and decided, and they can catch up quickly without feeling out of the loop.

7. Documentation for Future Reference

Sometimes, you need to look back at what was discussed in a meeting from months ago—maybe to see why a particular decision was made or to find out who was responsible for a certain task. Good meeting notes act as a valuable archive of past decisions and discussions, providing context and clarity long after the meeting is over.

8. Enhanced Focus During Meetings

Knowing that you’ll need to take notes actually helps you stay more focused during the meeting. Instead of letting your mind wander or passively listening, you’re actively engaged, capturing key points and ideas. This not only helps you understand the discussion better but also ensures that you’re contributing meaningfully to the meeting.

9. Helps in Setting and Tracking Goals

Meeting notes can serve as a roadmap for achieving your goals. They help you track what’s been done, what’s still pending, and what needs to be adjusted. By having a clear record of past meetings, you can see how far you’ve come and what’s left to do, making it easier to set realistic goals and measure progress.

10. Supports Continuous Improvement

When you take good meeting notes, you start to notice patterns—what’s working, what’s not, and where things tend to get stuck. This insight can be invaluable for improving how your team communicates and collaborates. You can identify recurring issues and address them proactively, leading to better meetings and, ultimately, better results.

How To Take Meeting Notes

Taking meeting notes might sound straightforward, but there’s definitely a skill to develop. You want to capture everything important without getting overwhelmed by details. If you’ve ever looked back at your notes and thought, “What on earth was I trying to say here?”—don’t worry, you’re not alone!

Let’s go through some tips that can help you take effective and clear meeting notes that actually make sense when you revisit them.

1. Prepare Before the Meeting

You know that saying, “Fail to prepare, prepare to fail”? It definitely applies to taking meeting notes. Before you even get into the meeting room (or virtual room), take a few minutes to look over the agenda. Knowing what’s going to be discussed gives you a huge advantage. You’ll be able to anticipate what’s important and focus on those points instead of scrambling to write down every single word.

2. Pick Your Tool of Choice

Do you prefer typing or writing by hand? Maybe you like using digital note-taking tools like Evernote or Microsoft OneNote. Or perhaps you’re a fan of the old-fashioned pen and paper. Whatever your style, pick a tool that you’re comfortable with and that makes it easy to organize your thoughts. If you’re not sure where to start, try a few different methods and see what feels right.

3. Focus on the Key Points, Not Every Detail

This is probably the most important tip: Don’t try to write down everything. Seriously, you’ll just end up with a jumbled mess. Instead, listen for the main points of the discussion.

Capture the “what,” “why,” and “who” of each discussion topic.

What decisions are being made?
Who is taking on which tasks?
Are there any deadlines mentioned?

4. Organize Your Notes as You Go

Try to keep your notes organized in real-time. Use headings or bullet points to separate different topics. If the conversation jumps around, don’t hesitate to start a new section in your notes. This will save you a lot of time when you’re looking back and trying to make sense of everything.

5. Don’t Hesitate to Speak Up

If something isn’t clear or you missed a point, don’t be shy about asking for clarification. It’s better to get the details right the first time than to guess what someone meant later on. A quick “Can you repeat that?” or “Could you clarify the deadline for this task?” can make a world of difference.

6. Use Tech to Your Advantage

If you’re in a virtual meeting, tools like Krisp can be a lifesaver. It can transcribe the meeting in real-time, so you don’t have to worry about missing any important points while you’re jotting things down. You can always go back to the transcription later and refine your notes, making your life a whole lot easier.

Bonus Tip: Practice Makes Perfect

Don’t stress if your first few attempts at taking meeting notes don’t turn out perfectly. Like anything else, it gets easier with practice. The more meetings you attend and the more notes you take, the better you’ll get at quickly identifying the key points and capturing them efficiently.

In the end, good meeting notes aren’t about writing down every word—they’re about capturing the essence of what was discussed, what decisions were made, and what needs to happen next. So grab your notepad or your favorite app, and start taking some killer notes!

Digital Tools for Effective Note-Taking

Let’s be honest, the days of scrambling to write down notes in the margins of a notebook or struggling to find that one Post-it you swear you wrote something important on are long gone.

Digital tools have completely changed the game when it comes to note-taking, making it easier than ever to capture, organize, and even share your thoughts. But with so many options out there, which tools are actually worth your time? Let’s dive into some of the best ones and see what makes them stand out.

1. Krisp

Krisp is a bit of a game-changer, especially if you attend a lot of virtual meetings. It’s an AI-powered meeting assistant that provides real-time transcription, which means you can focus on the discussion without worrying about missing any important points. It even has noise cancellation features, so you can capture clear audio in less-than-ideal environments. After the meeting, you get a summarized version of the conversation—talk about a time-saver!

Use Krisp’s AI Assistant To Take Better Notes

Best For: Professionals who attend online meetings and need help with accurate transcription and summaries.

2. Evernote

You can type out your notes in Evernote app, attach files, clip articles from the web, and even record audio—all in one place. It’s perfect if you’re someone who juggles a lot of different types of information and needs a way to keep it all organized. Plus, with its powerful search feature, you can find any note you’ve taken in seconds. It’s a lifesaver when you can’t remember where you put that brilliant idea you had last week!

Best For: Anyone who likes to keep all their info—notes, images, documents—in one organized hub.

3. Microsoft OneNote

If you’re a visual thinker, OneNote might just be your new best friend. It’s designed like a digital notebook, with sections and pages, and it lets you draw, type, and even doodle your notes. One of the coolest things is that you can use it like a whiteboard during meetings, which is great for brainstorming sessions. And since it’s part of the Microsoft Office family, it integrates seamlessly with other Office tools, like Word and Outlook.

Best For: Teams using Microsoft Office who need a versatile tool for taking and organizing notes.

4. Notion

Notion is like a super-powered organizer that can do pretty much anything. It’s not just for note-taking—you can create databases, to-do lists, and project boards, all in one place. If you’re someone who likes to have everything organized and accessible, Notion can be customized to fit your workflow perfectly. Plus, they have templates for pretty much everything, so you don’t have to start from scratch.

Best For: People who want a highly customizable tool for managing notes, tasks, and projects in one place.

5. Todoist

While Todoist is primarily a task manager, it integrates really well with note-taking apps, making it easy to turn your notes into actionable tasks. You can create tasks from your notes and set deadlines, so you don’t just capture ideas—you act on them.

Best For: Anyone who wants to stay organized and turn notes into tasks without missing a beat.

Common Mistakes to Avoid When Taking Meeting Notes

Taking effective meeting notes is a skill that can significantly enhance productivity and communication within a team. However, it’s easy to fall into some common pitfalls that can make your notes less effective or even counterproductive. Here are some mistakes to watch out for—and how to avoid them.

1. Trying to Capture Every Word

The Mistake: Writing down everything said in a meeting can leave you overwhelmed and result in a wall of text that’s hard to decipher later.

The Fix: Focus on key points, decisions, and action items. Summarize the essence of discussions instead of transcribing them verbatim. Your goal is to capture what’s important, not everything.

2. Not Preparing Ahead of Time

The Mistake: Going into a meeting without reviewing the agenda or knowing the key topics can make it hard to identify what’s important.

The Fix: Spend a few minutes before the meeting to understand the agenda and who will be attending. This will help you know what to expect and what to focus on during the discussion.

3. Ignoring Action Items

The Mistake: Failing to clearly note who is responsible for what and by when can lead to confusion and missed deadlines.

The Fix: Make action items stand out in your notes by using symbols like asterisks (*) or checkboxes. Clearly assign tasks to specific individuals and include any deadlines.

4. Writing in Long Paragraphs

The Mistake: Long, detailed paragraphs can be hard to read and make it difficult to quickly find specific information when you need it.

The Fix: Use bullet points and short sentences to make your notes more readable. Organize information under headings and subheadings to keep everything structured and easy to scan.

5. Not Asking for Clarification

The Mistake: Assuming you’ll remember unclear points later can lead to confusion and incomplete notes.

The Fix: Don’t hesitate to ask questions during the meeting if something isn’t clear. A quick, “Can you clarify that?” or “What’s the deadline for this task?” can save you from guessing later.

6. Being Too Rigid with Your Note-Taking Style

The Mistake: Sticking to one note-taking format regardless of the type of meeting can make your notes less effective.

The Fix: Be flexible with your approach. Use different styles—like mind maps for brainstorming sessions or structured lists for project meetings—depending on the meeting’s purpose and content.

7. Neglecting to Mark Important Information

The Mistake: Burying crucial information like deadlines or key decisions in your notes can make them hard to find later.

The Fix: Use highlighting, bold text, or symbols to make important points stand out. This will help you (and anyone reading your notes) quickly spot the most critical information.

8. Overloading Notes with Personal Thoughts and Opinions

The Mistake: Mixing your own thoughts and interpretations with meeting facts can lead to confusion and misrepresentation of the discussion.

The Fix: Keep your notes objective and stick to what was actually discussed. If you have personal insights or ideas, consider jotting them down separately so they don’t get mixed up with the official meeting content.

How Krisp Can Help You Take Better Meeting Notes

Let’s face it, taking meeting notes can be a bit overwhelming. One minute you’re jotting down a key point, and the next, you realize you’ve missed an entire conversation. It’s like trying to catch water with a sieve! But don’t worry—this is where Krisp comes to the rescue. It’s more than just a noise-cancellation app; it’s your ultimate meeting sidekick. Let’s dive into how Krisp can make taking meeting notes easier and way more effective.

Let Krisp’s AI Note Taker assist you

1. Real-Time Transcription: No More “Wait, What Did They Say?” Moments

Ever been so focused on writing something down that you completely missed what was said next? It happens to the best of us. Krisp’s real-time transcription takes that worry away by capturing every word spoken during the meeting. So, you can sit back, engage in the conversation, and rest easy knowing you have a complete transcript to review later.

2. Automated Summaries: Say Goodbye to Sifting Through Pages of Notes

Let’s be honest—after a long meeting, the last thing you want to do is go back through all your notes to find the key points. Krisp’s automated summaries are a game-changer here. It condenses the entire meeting into bite-sized highlights, showing you the key points, decisions, and action items. It’s like having a personal assistant who just hands you the most important parts on a silver platter.

3. Crystal-Clear Audio: Because Background Noise is the Worst

We’ve all been there—someone’s dog starts barking, or there’s construction going on outside. It’s distracting, and it makes it harder to take accurate notes. Krisp’s noise cancellation feature wipes out those annoying background sounds, leaving you with crystal-clear audio. This not only makes it easier to hear what’s being said but also improves the accuracy of your notes and transcriptions.

4. Effortless Action Item Tracking: No More “Who Was Supposed to Do That?”

Keeping track of who’s responsible for what can be a headache, especially in large meetings. With Krisp, you can easily tag speakers and assign action items in real time. That means you won’t have to play detective later to figure out who was supposed to handle what. Everything is neatly recorded and organized for you.

5. Seamless Integration: Works with Your Favorite Meeting Platforms

Whether you’re a Zoom enthusiast, a Microsoft Teams fan, or you prefer Google Meet, Krisp has got you covered. It integrates smoothly with all these platforms, so you can start using its transcription and noise cancellation features right away without needing to juggle multiple apps. It’s all about making your workflow as seamless as possible.

6. Searchable Transcripts: Find What You Need in Seconds

Have you ever tried to find one specific point in a long document and felt like you were looking for a needle in a haystack? With Krisp, you can search your meeting transcripts for specific keywords or phrases. Need to check a decision made a few weeks ago? Just type in a keyword, and voilà—you’ve got it in seconds.

FAQ

How do you take notes efficiently in a meeting?

Focus on key points, decisions, and action items instead of trying to write down everything. Use bullet points, abbreviations, and symbols to capture information quickly. Review and organize your notes immediately after the meeting.

What are the 4 A's of taking meeting notes?

The 4 A’s are Agenda, Attendance, Action Items, and Agreements. Capture what was discussed (Agenda), who was there (Attendance), what needs to be done (Action Items), and what was decided (Agreements).

How do you keep up with meeting notes?

Prepare in advance by reviewing the agenda. During the meeting, focus on summarizing key points and marking action items. Use digital tools for real-time transcription and organize notes immediately after the meeting for clarity.

How to be a better note-taker?

Practice active listening, stay organized, and use a consistent format. Highlight important information like action items and decisions, and don’t be afraid to ask for clarification during the meeting to ensure accuracy.