Note to Self: Mastering Meeting Notes

Do you ever get to the end of a meeting and look down at your notes only to see a series of scribbles that mean very little? Here’s how to get your meeting notes in order

Notetaking might seem like one of those tasks that should be simple, but when you’ve got a group of people all talking at the same time, you can end up with a load of half-finished sentences, unconnected comments and a pile of notes that take longer to decipher than the meeting itself.

Meetings are more productive when they are organised, streamlined and efficient, and the same should go for your notes. But how can this be achieved without distracting you from the meeting itself?

Voice Notes, Recordings and AI

School meetings often cover a wide range of topics, from budget planning to safeguarding updates. It can be challenging to capture every important point, especially when discussions become fast-paced or involve multiple perspectives. Consider using voice recording tools to ensure that nothing significant is overlooked.

To make the most of recorded data, use AI transcription tools to convert audio into text efficiently. These tools can help break down lengthy discussions into manageable summaries, identifying key themes and actionable items. This is particularly useful when meetings need to be documented accurately for governance or stakeholder reviews.

Designated Notetakers

Assigning a designated notetaker who is not actively presenting or leading the discussion ensures that the responsibility for accurate documentation is not disrupted by other duties. Encourage notetakers to use structured templates and to periodically check in with meeting leaders to ensure that critical points are being correctly recorded. Rotating the notetaking responsibility among trained staff can also help build a versatile team proficient in accurate meeting documentation.

Use Templates

Using standardised meeting templates can greatly improve notetaking efficiency and consistency. Start by including fundamental sections such as the meeting objective, agenda items, key decisions made and specific action points. Ensure that the template has designated spaces for recording deadlines, responsible parties and follow-up actions.

In addition to basic meeting information, consider incorporating sections for comments or feedback from staff and areas for recording challenges or barriers identified during discussions.

Verification and Distribution

After the meeting, it is essential to verify the accuracy of the notes before they are officially shared. The designated notetaker should draft the minutes promptly while the discussion is still fresh, then circulate the draft to key participants for review. Encouraging prompt feedback ensures that any errors or omissions are identified early, particularly when handling sensitive topics like policy updates or funding decisions.

Efficient notetaking in school meetings isn’t just about writing everything down – it’s about capturing the right information in a way that stays clear and useful, whether you revisit your notes five minutes or five weeks later!