By James Adams
There are times to take detailed notes in a meeting or class (or to base a writing piece on), and there are times to listen intently and learn from the person presenting material. Since most people spend much of our early years in classrooms, our reflex is to take notes whenever anyone is talking.
Here are some tips to help you get the most from your note-taking:
Prior to the gathering, consciously decide your personal reason for taking notes. Some individuals must take notes to maintain any concentration on the subject and prevent mental distractions.
Most information can be remembered in the adult mind and only action items and assignments must be written on the page. When learning new material, follow these steps to take effective notes that will enhance your learning and become effective reference material for future use.
- Do not attempt to be the “court recorder”–Attempting to record every word spoken distracts the participant from learning. When you realize that note taking is consuming all of your mental energy, stop and listen to the speaker. Listen for points that are new thoughts and important to the material, and write those on the page.
- Listening is more important than writing–Instead of taking notes from the outset of the meeting, listen for the speaker’s main points and speaking pace. Assess the density of information within each sentence and listen for the outline from which the speaker is delivering information. As you listen, write down the points as they are delivered. Most speakers will actively point to the outlined points to reveal the order of the material.
- Notes are memory triggers–Adult memory is well developed and capable of retaining large quantities of information when active listening skills are engaged. Writing the most important words on the page will transform the notes into triggers for the memory when the notes are reviewed later. Write down only the most important points and record a few words about any illustrations shared by the presenter.
- Use pictures to illustrate concepts–Engage both sides of the brain by drawing simple pictures within the notes. Instead of writing words, try to represent the concepts in diagrams that describe the points. If instructions are being given, draw pictures of the steps instead of taking notes in the form of dictation. Do not worry about how perfect the pictures are because your notes are for your personal use. If the information is to be summarized for someone else, you
can always make modifications to the copy you will send out.
- Write down keywords–Listen for keywords and write down only the most important words that describe the speaker’s topic. Omit adjectives and articles that make the spoken word understandable, but are not necessary in the notes taken during the presentation. Notice patterns of keywords that make each concept more understandable.
- Use multiple colors–Develop a personal system that includes use of multiple pen colors. Write action items in red. Write places you must go in green. Write meetings in blue. Take general notes in black that can be circled or underlined in a meaningful color. Add colors to the notes to add meaning without taking more time to write additional words.
- Write on one side of the paper–Conserving paper requires time and thought. Write on one side of the page to allow for easy review and allow room to write additional thoughts on the blank side of the page later. The other side of the page can be used to summarize thoughts as the concepts become clearer.
- Use the presenter’s pauses to enhance your notes–When the speaker pauses to address an individual or doubles back to explain something, add more information to your notes. Listen for questions asked by others and add that information to the appropriate section of the notes.
- Review and enhance the notes within 24 hours–Training time and some important meetings should always be followed by scheduled time to review the notes from the meeting. Note reviews are the most important activity to retaining most of the material presented. If the notes are not worth reviewing, serious consideration should be given to listening instead of taking notes.
- File notes in a meaningful system–Notes can be filed in the planner on the date the meeting took place for easy reference. Another way to file the notes is with the folder of information associated with the project or subject of study. Being able to refer to the notes will reinforce the learning experience and act as meaningful reminders and to do lists for the future.
Whenever the opportunity to take notes arises, make some specific choices concerning the type of notes required. Always have a pen and paper in front of you, but save the effort to write the most important information that will be useful later. If your mind wanders during the class or meeting, use the activity of writing or drawing to focus your thoughts on the subject being presented.
If writing distracts your thoughts, listen intently and write minimal words on the page. Use the buddy system for extremely detailed information and work with the person seated next to you to develop excellent notes. Trust your memory as the best note taker when you listen intently.
What are your best tips for taking notes?