Executive Assistants: 5 Tips to Take Better Notes During Meetings



Executive assistants take notes during meetings to retain information from the meeting. Taking effective notes during meetings is an underrated skill that executive assistants must be able to do well. Below, we have listed 5 crucial tips for how to take better notes during meetings.

1. Prepare by taking notes before the meeting.

A good note-taking habit is to write down essential facts about the meeting before it has even begun. Create an outline that describes the purpose of the meeting, the date and time, who will be at the meeting, and deadlines involved. This will make sure that you are on the same page as everyone else at the meeting. Be sure to mention the purpose of the particular meeting in your notes.

2. Be an active listener.

Active listening is the key to taking good notes in any setting, especially in the meeting room. Stay focused on the speaker and avoid distractions. Listen for verbal and nonverbal cues from the speaker. These cues are telltale signs that something important is being discussed. If the speaker considers it an important point, record it in your notes.

At the appropriate time, it is acceptable to ask the speaker questions. A meeting is where people discuss things, and an executive assistant is part of the discussion. If you need clarification, do not be afraid to ask. You do not want inaccuracies in your personal notes.

3. Record the main ideas.

Don’t write down every word that is spoken during the meeting. This is unnecessary and could cause you to fall behind. Instead, write down the central points of the meeting. You must be an active listener to be able to discern what is important. Crucial details and deadlines are important details to record in your notes.

4. Review and evaluate your notes strategically.

Review your notes after each meeting. Did you write down all the essential facts and trends that were discussed? Are deadlines properly organized? Structure your meeting notes in a way where you can easily find any information you need.

Personal notes taken by an executive assistant at a meeting are different from meeting minutes. Meeting minutes describe every action and discussion had, along with who was speaking. The record of these minutes are available to all in the company. On the other hand, you are the only viewer of your personal notes. You are welcome to discuss your notes with executive assistants that were at the meeting. Some collaboration with others will verify that all your information is accurate.

You will become a better note-taker by evaluating what you could have done better in previous notes. Keep workshopping until you find a consistent and successful note-taking strategy.

Explore what the next step is.

Include in your meeting notes what is going to happen after the meeting. During the meeting, a plethora of suggestions and decisions are made. What happened during the meeting? What direction is the company headed? Answer those questions in your notes. Forward-thinking notes will ensure that you are prepared for the next meeting.

Consider what note-taking platforms you like to use. If you are considering a switch away from traditional pen and paper note-taking, look into the Lightmap app. The Lightmap app is known by many to be the best way to take notes during the digital age. It is the modern way to manage your ideas, with simplistic layouts and rich nested documents. On Lightmap, you can generate your own personal knowledge base and collaborate with co-workers. Visit our website, create your free account, and start taking smarter notes today.