Whether you're attending a quick catch-up or a lengthy strategy session, taking effective meeting notes is essential to stay organised and ensure that important details don't get forgotten. However, with so many ways to capture information, it can be difficult to know which method works best for you. Should you stick to the traditional pen and paper approach, or embrace the convenience of digital tools? What about voice recording or collaborative notes with your team?

In this blog, we'll explore five different ways to take meeting notes, each with its own set of benefits. We’ll help you to decide which approach might be the best for your style and meeting type, helping to make your meetings more productive and your follow-ups more efficient.

Traditional pen and paper

In the digital age, it may seem like traditional pen and paper are outdated methods for taking meeting notes. However, this is a classic technique that many people choose to implement, and for good reason. There are many benefits to taking down notes the old-fashioned way, especially when it comes to engagement and retention.

Benefits of writing by hand

Research shows that writing by hand helps improve memory retention and comprehension. When you take notes with pen and paper, you're more likely to process the information you're writing, rather than simply transcribing it. The act of physically writing something down requires more cognitive effort, which can lead to a deeper understanding of the material that’s been discussed in the meeting.

In addition, many people find that writing by hand allows them to focus better. Pen and paper provides a simple method for taking notes, free of distractions like emails or notifications.

When this method might work best

Taking notes with pen and paper can be especially beneficial for smaller, more intimate meetings. This method will allow you to stay fully engaged without the distractions of a laptop or phone.

Another meeting type where taking notes by hand can be best is in creative brainstorming sessions. Writing by hand gives you the freedom to quickly sketch diagrams or jot down ideas without worrying about formatting or having to organise them immediately.

Short or informal meetings can also be good for taking notes by hand. This method can be faster and more efficient than other methods, especially if you don’t need to worry about organising your notes immediately.

Typed notes

Typing your notes on a laptop or phone can make your note-taking much faster, more organised and easily accessible. You can use apps like Evernote, OneNote or a simple word processor, and all offer various benefits.

Benefits of typing your notes

One of the biggest advantages of typing your notes digitally is organisation. You’ll be able to easily create, edit and categorise your notes into different folders, and ensure everything is neatly organised and easy to retrieve when you need it. You can also utilise cloud storage, which allows you to sync your notes across multiple devices, so you can access them from wherever you are. This can be especially helpful if you’re hybrid or remote working.

Typing your notes digitally also provides greater flexibility. You’ll have the option to add images, links and even audio recordings directly to your notes, which can be helpful if your meeting involves visual aids or presentations. For example, if someone is sharing a slide deck during the meeting, you can take a photo or insert a screenshot of an important slide directly into your notes.

Another benefit of typing your notes digitally is the ability to search them. You’ll be able to quickly search for specific details, keywords or ideas, which can save you a lot of time compared to manually looking through pages of handwritten notes.

When this method might work best

Typing your notes digitally can work best if your team is particularly tech-savvy and frequently utilises digital tools. Typing can help streamline the process of not only taking notes, but also sharing them with the rest of the team, especially if your team members work remotely or on a hybrid basis.

Typing your notes can also work great for meetings that include complex content. This might involve detailed discussions, data or media – digital notes will allow you to easily capture and organise everything, including text, graphs and even videos.

Digital note-taking is also good when you need to share your notes with the rest of the team after the meeting. You’ll be able to quickly organise and distribute your notes, either by email or by sharing a link to a cloud-based document. This can be especially beneficial when the meeting involves a project that has a short timeframe or upcoming deadline.

Voice recording

Voice recording is becoming a popular method for capturing meeting notes, especially for those who prefer speaking over writing. Thanks to smartphones, tablets and voice memo apps, it's easier than ever to record meetings, discussions or even your own thoughts without needing to manually write things down. Voice recording is especially helpful when you need to capture large amounts of information quickly or when you’re unable to type or write during the meeting.

Benefits of voice recording

One of the main benefits of voice recording meeting notes is efficiency. You won’t have to worry about having to keep up with fast-paced discussions, as you can simply record the entire conversation or important segments. This will allow you to stay engaged in the meeting without the risk of missing key details. In addition, you’ll be able to capture nuances like tone and emphasis which might otherwise be missed if you’re typing or writing your notes.

Another benefit of voice recording a meeting is that it can be less intrusive. Typing on a laptop can potentially be disruptive, whereas recording allows you to focus entirely on the conversation without having to break your flow by writing things down.

Voice recordings also provide flexibility. After the meeting, you can replay the recording when you need to, and transcribe it at your own pace. You’ll also have the option to have it automatically transcribed using speech-to-text tools. This flexibility allows you to make accurate, detailed records of the meeting without the pressure of having to write everything down during the meeting itself.

When this method might work best

Voice recording can be especially beneficial in meetings that include technical jargon or complex concepts. Recording will ensure you don’t miss any important details that might be difficult to write down quickly, especially if you’re not familiar with the terms.

Another meeting where recording can be beneficial is in long meetings or presentations. In these meetings, it can be difficult to capture everything as it happens. Recording it will let you go back and review the entire session, so you can pick out the important points and ensure nothing gets forgotten or left out.

Voice recording can also be helpful for recording your own reflections after the meeting. It provides a quick and easy method for recording to capture your own thoughts as you have them, without needing to take time to write everything out.

Mind mapping

Mind mapping is a visual method of note-taking that helps you to organise information in a way that reflects how your brain will naturally process ideas. Instead of linear notes, a mind map allows you to capture ideas and concepts in a web-like structure.

You’ll start with a central topic, which should be the main topic of the meeting. Write this in the centre of the page, or you can use a digital tool. You can then draw branches from the central topic to subtopics, that should represent the themes, ideas, of sections that are discussed throughout the meeting. From these, you might add more branches and smaller subtopics.

Benefits of mind mapping

One of the main benefits of mind mapping is that it encourages you to think creatively. You’ll be able to visualise complex relationships between different topics, and see how they’re connected. This can be particularly useful for topics that involve multiple themes or require structured problem-solving.

Mind mapping can also be good for memory retention. As a mind map is more visual, it can be easier to recall information, as you’ll be able to picture the layout in your mind and better retrieve the details you need.

Mind maps are also flexible. You can draw them by hand or create a digital version, which will allow you to modify and expand it as the discussion develops in the meeting. The framework of a mind map allows you to choose the best ways to capture and organise the flow of the information, depending on what’s being discussed.

When this method might work best

Mind mapping can be especially helpful in brainstorming sessions. These meetings will typically involve a lot of idea generation, and mind mapping will allow you to quickly capture thoughts as they are discussed.

Mind mapping can also be beneficial for complex problem-solving. A mind map can break down the main problem into smaller sections, which could be more manageable. The mind map can also make it easier to identify patterns and relationships, as well as challenges and potential solutions.

Mind maps also work great in project planning or strategy meetings where you’ll be discussing interconnected topics. You’ll be able to visually organise the tasks, deadlines, resources and responsibilities, making the task more manageable.

Collaborative note-taking

Collaborative note-taking by using shared documents is a great method for teams who want to work together to capture, refine and store meeting notes in real-time. This approach is especially when teams are remote or working across different time zones. You can use cloud-based tools like Google Docs, Microsoft OneNote or Notion to allow multiple people to contribute to the same set of notes during a meeting. This can help to ensure all perspectives are captured and nothing is missed.

Benefits of collaborative note-taking

One of the biggest benefits of using shared documents to take notes is real-time collaboration. Everyone is able to add their own thoughts during the meeting, add action items and clarification points. This reduces the risk of important information being left out, and results in a more comprehensive set of notes.

Another benefit is that shared documents will be easily accessed by the entire team. The notes will be stored in the cloud, where everyone should be able to access them at any time and from any device. This can be great for teams who work in different locations and need to refer back to meeting notes quickly. A shared document will also be easy to update and edit after the meeting, so you can add any missing details and track action items.

When this method might work best

Collaborative notes work especially well when your team works remotely or on a hybrid basis. When everyone is spread out geographically, collaborative note-taking will ensure everyone can contribute to and access the meeting notes.

Collaborative notes are also great for team meetings or brainstorming sessions where multiple people might need to contribute ideas, feedback and details. The shared document will allow everyone to participate in real-time and ensure everyone’s suggestions are captured and recorded.

Using a shared document for meeting notes can also be beneficial for meetings about ongoing projects. The document can act as a central source for information that everyone can refer to and update as needed.

Host effective meetings with Nobo

Nobo has a range of tools and workplace solutions to help you conduct effective, productive meetings. From projection screens to whiteboards, we have what you need to improve communication in the workplace and keep your team engaged.