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Note Taking Done Right Is Like Having a Memory Filing Cabinet (part 2)

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In Addition to Expanded Memory, it Can Also Serve as Meeting Preparation

Over the past few weeks, we’ve been discussing the issues of note taking and how this can be an overwhelming and daunting thing.

We started out with the importance of determining the why before the how. Next, we discussed the struggle of deciding whether to do digital or use paper. Last week we talked about the additional memory storage that is available with notes and storing them in a way so they can be found.

Last week’s focus was on taking notes for learning – lectures, classes, webinars, podcasts, books, etc.

This week we’re going to look at meeting notes and how they differ from learning notes. Meeting notes are more about actions than learning notes.

They are about discussions during the meeting, decisions made in the meeting, actions that need to be taken, when these actions need to be completed, etc. Meetings should have an agenda. An agenda is a form of note taking prior to the meeting. If you’re responsible for the meeting, you’re responsible for the agenda.

There are two different motivations for meeting notes

  • Preparation of a meeting that you’re responsible for organizing
  • Taking notes in a meeting that someone else has organized

An agenda is a form of “preparation” note taking.

Like learning notes, I prefer OneNote for my meeting notes. This is a Microsoft note-taking program for information gathering and multi-user collaboration. It can gather notes, drawings, screen clippings, and audio commentaries.

Notes can be shared with other OneNote users over the Internet or a network. OneNote is available as part of the Microsoft Office suite; it is also available as a free, stand-alone app via the website and the app stores of: Windows 10, MacOS, iOS and Android.

If you’d like to know more about why and how I use it, you can open my toolbox and look at OneNote.

On some occasions I will use a Word document. This may be because some people in the group need it in this format or it is an agenda that someone else has prepared previously.

The most important thing to remember when preparing a meeting agenda is…WHY are we having this meeting?

Here’s an example of a simple meeting agenda in OneNote.

Just like last week, if you look at the upper left corner to see what notebook we’re in, you can see that we’re in the Business & Organization Notebook. The Section is the second one from the left, the Team tab. Looking at the right side of the screen you can see we’re in Sunny’s subpage entitled Daily Meeting.

Below the heading of Daily Meeting in the upper left, you can see the date and time of the meeting. This is created automatically when a new page is started. These can be changed at any time.

You will also see another date on the left side above the agenda. This is because in this format I take notes during the meetings and keep each one in the same OneNote page so that that can be reviewed later.

In this view you’ll see the previous day’s agenda with notes. There are two additional colors on this agenda. The blue is notes I make to myself as reminders prior to the meeting. The red are notes made during the meeting.

Here is an excerpt from a Word document meeting agenda/notes. This was prepared by the church secretary and sent out to people on the committee ahead of time.

If I am responsible for reports or if there are things I want to remember during the meeting, I will add notes prior to the meeting – blue. During the meeting I take notes on my tablet, these are in red.

This can seem like a lot of work, but for me it’s worth the effort.

There was a time years ago when I was a young chairman of a committee at the church and was asked a question.

I couldn’t answer it because…I forgot what was discussed in the previous meeting.

This was a traumatic experience for a young man just out of high school.

Situations like this are, in part, what has led to me being the note taking nerd that I am. For me it’s about being accountable to those who have given me the responsibility, whatever that responsibility is.

Next week we’ll look at note taking as a way to sort our thoughts.

Note Taking Done Right Is Like Having a Memory Filing Cabinet (part 1)

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It’s Up to You to Determine If You Need the Additional Storage or Not

Last week I promised that we would look at my note taking system and how you can have a system that works for you.

Previously, we discussed the how’s and whys of note taking and the pros and cons of different systems. We talked about the fact that most people want a simple, “one size fits all” fix for note taking and there simply is no such thing.

But that doesn’t mean it has to be complicated either.

Note taking is relative to the level of organization and detail that you want to accomplish.

It can be as simple as writing it on a piece of paper or as complicated as you choose to make it.

The important thing to remember is…it’s your system!

I have been asking “note taking” questions of family and friends over the past few weeks. The answers I got were as wide ranging as the number of people asked.

The one thing that I don’t understand is why some people don’t take any notes.

All I can say is that either they have a lot better memory recall than I do or it’s just not important enough to put forth the effort.

There is just so much information that I want to remember or review later that I need a way to store it and then be able to find it when I need or want it.

Of the four different whys that I listed in the previous two posts…

  • Learning – lectures, classes, webinars, podcasts, books, etc.
  • Meeting notes – decisions made, actions to take, etc.
  • Sorting thoughts – pros and cons, cost comparisons, getting clarity, etc.
  • Preparation – outlines for presentations, ideas for sharing, agendas for meetings, etc.

We will look at learning today:

The foundation of my note taking system is OneNote. This is a Microsoft note-taking program for information gathering and multi-user collaboration. It can gather notes, drawings, screen clippings, and audio commentaries.

Notes can be shared with other OneNote users over the Internet or a network. OneNote is available as part of the Microsoft Office suite; it is also available as a free, stand-alone app via the website and the app stores of: Windows 10, MacOS, iOS and Android.

If you’d like to know more about why and how I use it, you can find that by following this link to open my toolbox and look at OneNote. There are a wide variety of similar systems, but this works the best for me.

Keep in mind that I’m a bit of a detailed organizational geek. I do love me some note taking.

Don’t let my system scare you off.

Here is an example of note from a Thrivable You course I took.

You can see in the upper left corner we’re in my Education Notebook. The tabs across the top are the different Sections in the notebook. We’re in the fourth Section from the left, Thrivable You. Looking at the right side of the screen you can see we’re in Session 23.

Below the Session 23 in the upper left, you can see the date and time of the class. This is created automatically when a new page is started. These can be changed if they need to be.

I usually take notes in an outline format, but this is just me. One of the things I like about OneNote is the ability to hide content (see the plus signs). This means there is more information there and I can open it by double clicking on the plus sign.

The Notes and Questions on the right side are things I think of during the learning and don’t want to forget but was not something that was presented as a direct part of the learning.

A great thing about OneNote and most digital systems is being able to search.

Notice the Search box in the upper right corner. Searching can be done by Page, Section, Notebook or the complete OneNote.

There is so much more about OneNote note taking that we could go into…but not today. If you would like more information and options about my learning note taking or OneNote in general, let me know in the contacts below.

Next week we’ll look at meeting notes.