How to Take Meeting Notes (with Templates and Examples)

How to take meeting notes? Everyone will tell you different ways to do it.

Taking meeting notes is challenging—so much information to process and capture simultaneously. Mostly, we madly scribble down every word trying to jot down every detail, only to end up with a jumbled mess of notes that make no sense later.

Sounds relatable? Read on as we explore more about how to take meeting notes and discuss:

  • What are meeting notes
  • How to take notes in a meeting
  • Templates you can use for taking good meeting notes and more!
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What are meeting notes?

Source: Learning guild

In his research on the forgetting curve, Professor Art Kohn found that people will forget an average of 50% of the information presented to them within an hour.

So, without meeting notes, you will likely forget half the things.

Meeting notes are informal records of discussions, decisions, and actions taken during a meeting. You can later refer back to these notes to recollect this information.

Unlike meeting minutes, meeting notes need not follow any typical structure, are for personal use, and are created by each individual in their style.

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How to take meeting notes?

Though it doesn’t demand you to follow any strict template or format, there’s some etiquette you should consider while taking meeting notes, so it makes sense even 100 days after the meeting.

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How to take effective meeting notes (a step-by-step guide)

Step 1: Set up your note-taking system

The first step is to set up your note-taking system. You can use a simple notepad, note-taking software, or a Google Doc, whichever works best for you.

Ensure you have everything you need, such as pens, pencils, highlighters, or a charged laptop or tablet.

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Step 2: Choose a note-taking method that fits the meeting type and your role best.

Here are four common note-taking you can follow:

  • Cornell Method
  • Outline Method
  • Mind Mapping Method
  • Charting Method

1. Cornell Method

Meeting note with the Cornell Method

The Cornell note-taking method is a structured system developed by Walter Pauk, an education professor at Cornell University.

It involves dividing a sheet of paper or document into three sections: main points, the note-taking column, and the summary section.

The Cornell Method is an effective way to take organized, comprehensive notes, and it has the added benefit of facilitating review and retention of the material. The cue column allows for quick review and self-testing, while the summary section helps you review the main points and refresh your memory.

2. Outline Method

A meeting note 

This method uses a hierarchical structure to organize your notes, with main topics at the top and subtopics/key points listed below.

3. Mind Mapping Method

A mind map

The Mind Mapping Method of note-taking is a visual technique for organizing information in a non-linear way. It involves creating a diagram or map that connects ideas and concepts using branches and sub-branches, often starting from a central idea or topic.

This method will fit perfectly if the meeting aims to brainstorm ideas or discuss complex topics.

4. Charting Method

Chart for taking meeting notes

This method involves creating a table with columns and rows to organize information.

This method is best when comparing and contrasting different ideas or concepts.

Step 3: Write the meeting details

The next step is to write the meeting details. Include the date, time, and location of the meeting, as well as the names of attendees, the meeting's objective, and the agenda on top of the document.

Step 4: Listen and take notes

Actively listen to the discussion and take notes during the meeting. Write down

  • key points,
  • action items,
  • decisions,
  • questions, and
  • other important information.

Use bullet points, shorthands, and symbols to make concise notes and keep up with the meeting pace.

Write any action items that are assigned or agreed upon. Write down who is responsible for each task, the deadline, and other relevant details.

Step 5: Review the notes

After the meeting, review your notes and make any necessary corrections or additions while the session is still fresh in your mind. If necessary, share your notes with other attendees and confirm that everyone clearly understands what was discussed and agreed upon.

Step 7: Organize your notes

Organize your meeting notes according to the agenda or topics and save them, making it easier for future reference.

Manually taking meeting notes is a lot of work that demands undivided attention and multitasking. And most people aren't good at it. Studies show only an estimated 2% of the population is proficient at multitasking. When you listen and write, you may misunderstand important details or, worse still, miss them altogether.

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💡 Fireflies Tip

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Ready to get started with us? Try Fireflies for free!

Example of how to take meeting notes (templates)

When manually taking meeting notes, following a template can ease your efforts and result in outstanding outputs.

So, here are a few templates and examples based on the four note-taking methods mentioned above.

1. How to take meeting notes using the Cornell Method of note-taking

Here’s how to take notes in a meeting using this method:

1. Draw a vertical line about 2.5 inches from the left-hand side of your paper/document, creating a "main ideas/cue column."

2. Take notes in a linear, bullet-point format on the right-hand side of the page.

3. After the lecture or presentation, summarize the main points and concepts in the summary section at the bottom of the page.

4. Review your notes and add questions or keywords in the cue column to help you quickly identify and review the main ideas.

The template for taking meeting notes using this method:

Date: 

Time: 

Location: 

Attendees: 


Agenda:


Agenda item 1

Agenda item 2

Agenda item 3


Notes:

Cue Column

Notes Column

Main questions

Keynotes

Summary:


Summary of the meeting



Example:

Date: March 10, 2023

Time: 12:30 pm - 1:30 pm

Location: Zoom conference call

Attendees: John, Mark, Silvia 


Agenda: 

  • Develop a marketing strategy for the launch of the new product line–XYZ.


Notes:

Cue Column

Notes Column

What is the new target audience?


What marketing channels should we use to promote the product line?


What is the marketing budget for XYZ?


What is the differentiating factor for XYZ from other products in the market?


What is the timeline for the launch?


  • Target audience: affluent young professionals aged 25-35 interested in health and wellness.

  • Key features and benefits: organic and sustainably sourced ingredients, cruelty-free, and environmentally friendly packaging.

  • Marketing channels: Instagram, Facebook, email marketing, influencer marketing, and targeted ads.

  • Budget: $50,000.

  • Differentiation: emphasize our eco-friendly and cruelty-free approach, highlight the quality and efficacy of our products, and use engaging and visually appealing content.

  • Timeline: launch in 3 months.


Summary: We had a productive brainstorming session and developed a marketing strategy for the product line XYZ. Our target audience is 20-25-year-old professionals interested in health and wellness. We will emphasize our eco-friendly and cruelty-free approach through Instagram, Facebook, email marketing, influencer marketing, and targeted ads. Our budget is $50,000, and we plan to launch in 3 months. We will differentiate ourselves by highlighting the quality and efficacy of our products and using engaging and visually appealing content.





2. How to take meeting notes using the Outline Method of note-taking

Follow these steps to take good meeting notes using the Outline Method:

1. Write the main topic or idea at the top of the page, centered and underlined.

2. Indent to the right and write subtopics or supporting ideas underneath the main topic, using a bullet point or numbering system.

3. Indent further to the right and write additional details or examples of each subtopic, if needed.

4. Repeat the process for each new main topic or subtopic.

Use this method for both handwritten and digital note-taking. It's easy to revise and reorganize the information as needed.

Here's the template:

I. Heading


Date:

Time:

Location:

Attendees:


II. Objective


State the objective of the meeting.


III. Meeting outline


List the main points of the meeting.

Elaborate on the main points.

Use bullet points or numbered lists for clarity.


V. Summary


Summarize the main points and action items.

Identify who is responsible for each action item and the deadline.


VI. Next Steps


Discuss what needs to happen next.

Identify follow-up actions or meetings.


Example:

I. XYZ Product launch and marketing discussion


Date: March 10, 2023

Time: 10:00 AM - 11:30 AM

Location: Zoom Conference Call

Attendees: John, Sarah, Lisa, and Sam


II. Objective


To discuss the marketing strategy for the new product line XYZ launch.


III. Meeting outline


  • Target audience

  • Affluent young professionals aged 25-35 interested in health and wellness.

  • Key features and benefits

  • Organic and sustainably sourced ingredients. 

  • Cruelty-free and environmentally friendly packaging.

  • Marketing channels

  • Instagram, Facebook, 

  • email marketing, influencer marketing, and 

  • targeted ads.

  • Budget

  • Budget: $50,000.

  • Differentiation

  • Emphasize eco-friendly and cruelty-free approach. 

  • Highlight the quality and efficacy. 

  • Use engaging and visually appealing content.

  • Timeline

  • Launch in 3 months.


V. Summary


  • We discussed the marketing strategy for the launch of our new product line.

  • Our target audience is affluent young professionals interested in health and wellness.

  • Our key features and benefits include organic and sustainably sourced ingredients and cruelty-free and environmentally friendly packaging.

  • Our marketing channels include Instagram, Facebook, email marketing, influencer marketing, and targeted ads.

  • Our budget is $50,000, and we plan to launch in 3 months.

  • We will differentiate ourselves by emphasizing our eco-friendly and cruelty-free approach, highlighting the quality and efficacy of our products, and using engaging and visually appealing content.

  • John is responsible for coordinating the marketing campaign, Sarah is responsible for social media, Lisa is responsible for content creation, and Sam is responsible for tracking and analyzing the results.

  • The deadline for the launch is June 10, 2023.


VI. Next Steps


  • John will schedule a follow-up meeting in two weeks to check progress.

  • Sarah will provide weekly updates on social media engagement.

  • Lisa will create content for the marketing channels.

  • Sam will track and analyze the results and present a report after the launch.

3. How to take meeting notes using the Mind Mapping Method of note-taking

The Mind Mapping Method is simple, crisp, and engaging.

When following this method, keep the main objective of the meeting at the center of attention and map the other agenda items to it. You can attach all the key points discussed against these items in separate boxes.

Also, add colors to make it more interesting and easily digestible.

Here’s how to take notes in a meeting using the Mind-Mapping Method:

1. Start with a central idea or topic, and write it in the center of the page.

2. Draw branches out from the central idea, and write related sub-topics on the branches.

3. Draw further branches from the subtopics, and write additional details, examples, or sub-ideas.

4. Use color, symbols, and images to make your Mind Map more engaging and easier to remember.

Template - Mind Mapping Method of note-taking

Example:

Example of a meeting note using mind maps

4. How to take meeting notes using the Charting Method of note-taking

Follow these steps to take meeting notes using the Charting Method:

1. Create a table with columns and rows based on the type of information you want to record.

2. Label each column and row with headings corresponding to the information you want to capture.

3. Fill in the table with information, ensuring each entry is relevant to the appropriate heading.

4. Use color or symbols to highlight key information and make it stand out.

The template for making meeting notes using the Charting Method:

Meeting Title/Topic:

Date:

Attendees:

Agenda Item

Key points

Action items

Agenda item 1



Agenda item 2



Example:

Meeting Title/Topic: Marketing strategy for the new product line XYZ launch

Date: March 10, 2023

Attendees: John, Sarah, Lisa, Sam

Agenda Item

Key points

Action items

Target audience

  • affluent young professionals aged 25-35 interested in health and wellness.

Focused marketing

Key features and benefits

  • Organic and sustainably sourced ingredients 

  • cruelty-free and environmentally friendly packaging.

Add key features in marketing campaigns

Marketing channels

  • Instagram, Facebook, 

  • email marketing, influencer marketing, and 

  • targeted ads.

Sarah to start campaigns before March 14, 2023

Budget

$50,000

Sam in charge of budgets

Timeline

Release within 3 months

John to follow up on progress weekly

Remember, meeting notes are primarily intended for your personal use. So, select and follow the template that works best for you.

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Bonus: 3 tips on taking good meeting notes

Well, that isn’t all. We also have three exclusive tips to help you take good meeting notes like a pro!

Here are those:

  • Go prepared
  • Use shorthands
  • Be selective

1. Go prepared

Finalize the format or template for taking the meeting notes beforehand, and based on that, prepare the document in advance. Ensure you’ve added the meeting title, date, time, venue, attendees, and agenda.

Also, carry an additional pen and a notepad, even if you’re taking meeting notes on a laptop. It will come in handy if your laptop runs out of charge or any other technical issues arise.

2. Use shorthand

Example of shorthand meeting notes

Shorthands help you write faster, keep up with the pace of the meeting, and capture more information in less time.

So, follow shorthand that is easy for you to read and understand. You can use symbols, abbreviations, etc., for it. For example, instead of “development process,” write “dev. Process”.

3. Be selective

Don’t write everything that was said in the meeting. Focus only on the most important information. This might include key decisions, action items, and other information relevant to the meeting's purpose.

This selective information-gathering approach will make staying focused easier and make your notes more useful later on.

Bonus tip: Automate note-taking

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Final thoughts

So there you have it: the ultimate guide on how to take meeting notes like a pro—the different note-taking methods with templates and examples, some tips to ace the process, and more.

Remember, taking good meeting notes is not just about writing everything down; it's about distilling important information and making it easily accessible for future reference.

So next time you're in a meeting, put these note-taking tips to the test. You might just be surprised at how much of a difference it can make!