You’re there again…sitting with the team or the boss or maybe a client or colleague and want to make sure you don’t miss anything important. Later, as you review the meeting notes, you may be struggling to understand what they mean. How can that be? After all, you were there and wrote the notes. Though some of the notes may resemble a really impressive collection of doodles, meaningless symbols or some foreign language. Other than this meaning that you were supposed to attend medical school, it is a very common affliction we could call “Notus Incompletus.”
You almost never need to write everything down that’s said in a meeting; in fact, you probably shouldn’t. Writing too much during a meeting can keep you from being totally engaged with the conversation happening right in front of you. However, you do want to capture the important themes and to do’s from the meeting.
Fortunately, Voltage Leadership has some helpful options for making your notes super-efficient. Try one of these strategies in your next meeting:
- One Summary Sentence. If one person is speaking, then, you only get to write one sentence to summarize what they said. This forces you to process the information they shared (as opposed to automatically writing it down) into what is meaningful to you.
- Make Each Meeting Point a Single Word. Try to distill each person’s point into just one word. Often, a person is really only trying to express one main point, even if they use copious words to get there.
- Only Write Down Questions. When you have a question, write it down. When you get the answer, write that down. That way, you have a record of everything you thought was important enough to ask about.
- Go Last - Wait until the end of the meeting to take notes. What did you learn? What do you need to take action on? If you had to get someone else up to speed on this meeting, what would you tell them?
- Be Present for Whomever is Speaking. If you’re having trouble focusing on the topic at hand, try focusing on the people instead. Set a goal to give every single speaker your undivided attention.
- Ask if You Really Need to be there. You don’t have to be rude in order to get out of a meeting. Ask the organizer if you are really needed in this meeting? If are not essential for the meeting but need the information, ask if you can read through someone’s notes after the meeting.
- Develop a Team member by Sending Them. Make sure the organizer is not expecting you to bring something your proxy won’t be able to provide. You can catch up later on what you need to know.
Give these note taking methods a try to find the one that works for you. We hope they'll help you become more focused and engaged during your meetings.
For a more detailed discussion on getting the most out of your meetings, check out our radio show, VoltCast: Illuminating Leadership.