Let’s talk about meetings. Love them or hate them (let’s be real, it’s mostly hate), they’re a fact of work life. And if you’re anything like me, you’ve probably sat through your fair share of meetings where you scribbled down notes like your life depended on it, only to look back later and think, What does any of this even mean?
But here’s the thing: taking good meeting notes isn’t just about writing down everything that’s said. It’s about capturing the right information in a way that’s clear, actionable, and actually useful. And guess what? Top strategy consultants are really good at this. Like, scary good. So, I decided to figure out their secret sauce and, after some aggressive self-testing (and a lot of trial and error), I’ve come up with a simple system that works. Spoiler: it’s a game-changer.
Step 1: Prepare Before the Meeting (Because Wingin’ It Is for Amateurs)
Here’s the truth: the best meeting notes start before the meeting. If you walk in cold, you’re already behind. Top consultants always come prepared, and so should you.
How to Prepare:
- Know the agenda. What’s the purpose of the meeting? What topics will be covered?
- Identify key players. Who’s attending, and what’s their role in the discussion?
- Set your objectives. What do you need to get out of this meeting? What questions do you want answered?
Example: Let’s say you’re in a meeting about a new marketing campaign. Before the meeting, you jot down questions like, What’s the budget? Who’s the target audience? What’s the timeline? This way, you know exactly what to listen for.
Why It Works: Preparation helps you focus on what matters. It’s like having a roadmap for the meeting.
Step 2: Use a Structured Template (Because Chaos Is Not Your Friend)
Random scribbles might work for grocery lists, but not for meeting notes. Top consultants use a structured template to keep their notes organized and easy to follow.
The Template:
- Meeting Details: Date, time, attendees, and purpose.
- Key Points: The main topics discussed.
- Decisions Made: Any conclusions or agreements reached.
- Action Items: Who’s doing what, and by when?
- Follow-Up Questions: Anything that needs clarification or further discussion.
Example:
- Meeting Details: Marketing Campaign Kickoff, 10/15, 10 AM. Attendees: Sarah, John, Priya.
- Key Points: Budget is $50K, target audience is millennials, timeline is 3 months.
- Decisions Made: Priya will handle social media, John will manage the budget.
- Action Items: Sarah to draft campaign proposal by 10/20.
- Follow-Up Questions: What metrics will we use to measure success?
Why It Works: A template keeps your notes organized and ensures you don’t miss anything important.
Step 3: Focus on the Big Picture (Because Not Everything Is Worth Writing Down)
Here’s a hard truth: not everything said in a meeting is worth noting. Top consultants are masters at filtering out the noise and focusing on the big picture.
How to Focus:
- Listen for key themes. What are the main ideas or takeaways?
- Capture decisions and action items. These are the most important parts of any meeting.
- Ignore the fluff. Small talk, tangents, and repetitive points don’t need to be recorded.
Example: During the meeting, someone goes on a 10-minute tangent about their favorite ad campaign from 2005. You don’t need to write that down. But when they finally get to the point about the budget? That’s gold.
Why It Works: Focusing on the big picture saves time and makes your notes more useful.
Step 4: Use Shorthand and Symbols (Because Speed Matters)
Taking notes doesn’t mean writing down every word. Top consultants use shorthand and symbols to capture information quickly and efficiently.
Some Examples:
- → for action items (e.g., Sarah → draft proposal by 10/20)
- ? for follow-up questions (e.g., Metrics for success?)
- ★ for key points (e.g., ★ Budget: $50K)
Why It Works: Shorthand lets you keep up with the conversation without missing important details.
Step 5: Summarize and Share (Because Notes Are Useless If No One Sees Them)
The meeting’s over, but your job isn’t done. Top consultants always summarize their notes and share them with the team. This ensures everyone is on the same page and knows what to do next.
How to Summarize:
- Highlight the key points, decisions, and action items.
- Keep it concise. No one wants to read a novel.
- Send it out ASAP. The sooner you share, the better.
Example:
Meeting Summary – Marketing Campaign Kickoff
- Key Points: Budget is $50K, target audience is millennials, timeline is 3 months.
- Decisions Made: Priya will handle social media, John will manage the budget.
- Action Items: Sarah to draft campaign proposal by 10/20.
- Follow-Up Questions: What metrics will we use to measure success?
Why It Works: Sharing notes ensures accountability and keeps the momentum going.
Step 6: Review and Reflect (Because Learning Is the Real Win)
Finally, top consultants don’t just take notes—they learn from them. After the meeting, take a few minutes to review your notes and reflect on what you’ve learned.
How to Reflect:
- What were the key takeaways?
- What could have gone better?
- What do you need to follow up on?
Example: After the marketing meeting, you realize you didn’t get a clear answer on the metrics for success. You make a note to follow up with the team later.
Why It Works: Reflection helps you improve and ensures nothing falls through the cracks.
Final Thoughts: Notes That Actually Work
Taking meeting notes doesn’t have to be a chore. With a little preparation, a structured template, and a focus on what matters, you can take notes like a top strategy consultant—notes that are clear, actionable, and actually useful.
So, the next time you’re in a meeting, try this system. Prepare beforehand, use a template, focus on the big picture, and share your notes with the team. And who knows? You might just become the person everyone turns to for the meeting summary. (Pro tip: Bring cookies to the next meeting. It’ll seal the deal.)
Now go out there and take notes like a pro. You’ve got this. 🚀