Meeting Notes: 10 Tips and Tricks For More Efficiency

These Meeting Notes Tips Save You Time and Bring Clarity

Meetings are part of everyday work life, but what really counts are the results. Good meeting notes help you stay organized, document decisions, and assign tasks clearly. Yet they're often neglected or poorly structured. The good news? It doesn’t take much: With the right method, some structure, and the right tool, you can turn any meeting into a real productivity booster.

In this article, you'll find research-based, hands-on tips for taking better meeting notes – whether it's just for you or for your whole team.

10 Meeting Notes Tips for More Efficiency

1. Choose the right method – what note-taking technique fits you best?

Not every method works for everyone or every type of meeting. Here’s a quick overview of proven techniques:

• Cornell method: The page is split into two columns – keywords or questions on the left, notes on the right. A summary goes at the bottom.
• Outline method: Great for structured meetings. Follow the agenda and use headings and indents.
• Mind map: Best for creative meetings and brainstorming. Visually branch out ideas to better understand connections.
• Zettelkasten: Better suited for follow-up. Individual ideas or tasks are recorded on separate cards (or digitally) and linked later.

Try different techniques – often, a mix works best.

2. Structure is everything – use templates to stay organized

Templates are a lifesaver, especially for recurring meetings. They provide structure and save time. A simple but effective format could include:

• Date, topic, attendees
• Agenda items (with space for notes per point)
• Key points or outcomes
• Decisions
• Tasks/to-dos (with owner and deadline)

Use the same template consistently – whether in Word, Notion, or a dedicated app – so everyone on the team can follow easily. (Here you can find meeting templates)

3. Listen actively instead of writing everything down

The most common mistake in note-taking: writing too much. Instead, focus on active listening:

• Pay attention to key points and decisions.
• Write in your own words – not verbatim.
• Ask yourself: Will this matter later?

Good notes capture the essence, not every word. Trying to record everything often means missing the big picture.

4. Clarity comes first – keep meeting notes short, clear, and useful

Use bullet points instead of long paragraphs. Write so that even someone who wasn’t there can understand what was discussed. Helpful tricks:

• Abbreviations ("e.g.", "Deadline: Jul 15", "! Decision")
• Symbols (✓ for done, ! for important, ? for open)
• Consistent formatting (e.g., bold for to-dos)

Example:
Marketing: New landing page by July 31 (Anna) – ! Align with IT on design

5. Digital or handwritten? Choosing your note-taking medium

What’s better – pen and paper or a keyboard? Studies suggest that handwriting helps with retention. Why? Because you automatically filter information and write more slowly, which boosts focus.

Laptops are faster and more convenient for digital follow-up. A great compromise: tablets with stylus (e.g., iPad + GoodNotes) – combining handwriting with digital storage.

Use whichever medium distracts you the least – and fits your workflow.

6. Don’t do it all yourself – clarify roles in the meeting

If you're running the meeting, don’t take notes at the same time. Clarify upfront who’ll be taking notes – and rotate this role in the team regularly.

Many tools also allow shared note-taking or commenting during meetings. This spreads responsibility and often leads to a more complete record.

7. Focus on outcomes – decisions, tasks, ownership

Your notes should include:

• Decisions made
• Tasks with owners and deadlines
• Key statements with context

Example:
To-do: Send proposal to client by Aug 10 (Max)
Decision: 10% budget cut approved – ! All departments to implement

That way, your notes become a real working document.

8. Adapt to the setting: in-person, remote, or hybrid?

Different meeting types require different approaches:

• In-person: Use whiteboards or flipcharts. Consider taking notes on paper, then digitizing them.
• Remote: Share your screen and take notes live (e.g., in Google Docs or Notion) so everyone can follow along.
• Hybrid: Ensure good audio. Consider having one person in the room and one remote to coordinate the notes.

Goal: Everyone stays in the loop, no matter where they are.

9. Let tech do the work – taking notes with AI

Want to fully focus on the conversation? An AI tool can help. Take Sally, for example: The platform automatically identifies what’s important in the meeting and creates structured notes, including:

• Decisions
• Tasks (with asignees, and even automated syncing to your CRM or tool of choice)
• Transcript
• Summary

And much more.

Sally is fully GDPR-compliant, hosts all data in Germany, and is ideal for teams that care about data protection.

You save time and still get high-quality notes – fully automated, zero effort.

10. After the meeting is before the action: follow up on your notes

Don’t let your notes gather dust. Instead:

• Review and polish them right after the meeting
• Add open questions or missing context
• Share them with your team – via email or a project tool (or let Sally handle it)
• Turn to-dos into tasks in Asana, Trello, etc. (or let Sally handle that too)

The sooner you do this, the fresher the content – and the faster your team moves into action.

Get More Done with Better Meeting Notes

Meeting notes aren’t just a formality – they’re your tool for clarity, accountability, and real follow-through. With the right structure, a bit of practice, and a smart assistant like Sally, it’s easy to improve them.

A meeting is only successful when the outcomes are implemented – and good notes help you make that happen.

P.S.: You can test Sally for free and without commitment. Customers report saving several hours of work each week.