There's a person in every meeting who's furiously typing notes. They're not really listening — they're transcribing. And at the end of the meeting, they have a perfect record of everything that was said and nothing that was decided.
That's not note-taking. That's transcription. And it's a waste of everyone's time, including yours.
Good meeting notes are different. They're short, focused, and actionable.
What to Capture
Decisions
Write down every decision made in the meeting. Not what was discussed — what was decided. "We decided to go with the red option" is a decision. "We talked about colors" is not.
Action Items
Who owns each action item? What's the deadline? If someone says "I'll send that email," note it. If they don't, ask.
Questions to Follow Up
Parking lot items that need answers before the next meeting. Note them without derailing the current discussion.
What NOT to Capture
- Word-for-word transcripts
- Every point everyone made
- General discussion that didn't lead to a decision
- Your own reactions and thoughts (save those for later)
The Three-Column Method
Many people try to capture everything and get nothing useful. Try this instead:
| During Discussion | Decisions | Action Items |
|---|---|---|
| Key points that shaped the conversation | What we decided | Who does what by when |
You only fill in the left column while talking. The right two columns get filled as things happen. At the end of the meeting, the right two columns are your notes.
After the Meeting
Send a summary email within 24 hours:
"Here's what we decided and what happens next: [decisions], [action items with owners and deadlines]. Let me know if I missed anything."
This takes 5 minutes and ensures everyone leaves with the same understanding.
The Real Purpose
Meeting notes exist for one reason: to make sure things actually happen after the meeting ends. If your notes don't help anyone follow up on decisions or action items, they're not worth taking.
Stop transcribing. Start documenting decisions.
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