{"id":42410,"date":"2020-04-02T00:00:00","date_gmt":"2020-04-02T00:00:00","guid":{"rendered":"https:\/\/newrcblog.wpengine.com\/how-to-take-meeting-notes\/"},"modified":"2025-03-13T06:28:12","modified_gmt":"2025-03-13T13:28:12","slug":"how-to-take-meeting-notes","status":"publish","type":"post","link":"\/us\/en\/blog\/how-to-take-meeting-notes\/","title":{"rendered":"How to take better meeting notes (yes, they&#8217;re still useful)"},"content":{"rendered":"<p>Meeting notes. Nobody likes taking them (okay, maybe if you\u2019re that one person with 20 different pen colors and impeccable handwriting), but everyone has to have them.<\/p>\n<p>Therefore, everyone should know how to do them. And that means everyone, from the newest intern to the CEO themself (more on that later).<\/p>\n<p>Whether your meeting is internal, with clients, or something else, it\u2019s important to have documentation of what was discussed and what was agreed upon. Meeting notes create a tangible record that can be referred back to whenever it\u2019s needed.<\/p>\n<p>In this article, we\u2019ll cover:<\/p>\n<ul class=\"table-of-content\">\n<li><a href=\"#What exactly \u201cmeeting notes\u201d are\">What exactly \u201cmeeting notes\u201d are<\/a><\/li>\n<li><a href=\"#Why we should take meeting notes\">Why we should take meeting notes<\/a><\/li>\n<li><a href=\"#What should be included in meeting notes\">What should be included in meeting notes<\/a><\/li>\n<li><a href=\"#How to take better meeting notes in 6 steps\">How to take better meeting notes in 6 steps<\/a><\/li>\n<li><a href=\"#Examples of meeting minutes\/meeting notes, along with a handy template\">Examples of meeting minutes\/meeting notes, along with a handy template<\/a><\/li>\n<\/ul>\n<hr \/>\n<p class=\"p1\">Use these free meeting agenda templates to have more productive meetings. \ud83d\udc47<\/p>\n<p class=\"p1\">\n<div class=\"download-form-widget standart-download-form\" data-url=\"https:\/\/netstorage.ringcentral.com\/documents\/meeting_agenda_templates.pdf\" data-id=\"69d0041ebf420\" id=\"69d0041ebf420\">\n\t\t<button tabindex=\"on\"  on=\"tap:69d0041ebf420.toggleClass(class='open')\" class=\"open-modal-download-action download-form-button\" type=\"submit\">\ud83c\udf1f Ready to have more productive meetings?<\/button><\/p>\n<div class=\"download-form-modal\">\n<div class=\"download-form-modal-body\">\n<div class=\"download-form-modal-content\">\n<div class=\"download-form-modal-title\">\ud83d\udc40 Download your free customizable meeting agenda templates <\/div>\n<form class=\"download-form SMB\" method=\"post\">\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Full Name\" aria-required=\"true\" aria-invalid=\"false\" type=\"text\" name=\"fullname\" placeholder=\"Full Name\" data-dl-events-hover=\"true\" data-dl-element=\"text\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Email (please enter a work email address)\" aria-required=\"true\" aria-invalid=\"false\" type=\"email\" autocomplete=\"on\" name=\"email\" placeholder=\"Email (please enter a work email address)\" data-dl-events-hover=\"true\" data-dl-element=\"email\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"popup_form\" value=\"1\">\n\t\t\t\t\t\t<\/div>\n<div><input type=\"hidden\" name=\"Asset_ID__c\" value=\"ODAM-01493\" class=\"download-form-input\"><\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"Lead_Entry_Source__c\" value=\"RC Blog\" class=\"download-form-input\"\/>\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<button class=\"download-form-submit\" type=\"submit\" data-dl-element=\"button\" data-no-auto-dl=\"true\" data-dl-additional-info=\"download form\" data-dl-name=\"Get them now\">Get them now<\/button>\n\t\t\t\t\t\t<\/div>\n<\/p><\/form>\n<p> \t\t\t\t\t<button on=\"tap:69d0041ebf420.toggleClass(class='open')\" role=\"button\" tabindex=\"0\"  class=\"download-form-modal-close\"><\/button>\n\t\t\t\t<\/div>\n<div class=\"download-form-modal-thank\">Here's to more organized and productive meetings!<\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p>\n<hr \/>\n<p><a name=\"What exactly \u201cmeeting notes\u201d are\"><\/a><\/p>\n<h2>What are meeting notes?<\/h2>\n<p>Meeting notes, also known as meeting minutes or simply minutes, are a record of what\u2019s happened in a meeting.<\/p>\n<p>They don\u2019t have to cover every single little thing that happened. Nobody needs to know that John coughed loudly at the 12-minute mark. But anything important that people might need to refer back to should be recorded, such as proposed ideas for a charity event or the final budget decision.<br \/>\n<a name=\"Why we should take meeting notes\"><\/a><\/p>\n<h2>Why should we take meeting notes?<\/h2>\n<p>Very few people have perfect memories. If everyone did, then meeting notes would be totally obsolete\u2014but that\u2019s not the kind of world we live in.<\/p>\n<p>If a meeting is especially long and complicated, it\u2019ll be easy to forget all the details. Hey, if you can\u2019t even remember what you had for breakfast or if you even ate breakfast, it\u2019s not hard to believe you\u2019ll forget to do things you\u2019ve agreed to. This is why we need meeting notes.<\/p>\n<p>Meeting notes keep track of attendance, decisions, and future plans. They\u2019re useful for referring back to and an important resource for anyone who couldn\u2019t attend the meeting but needs to know what happened.<\/p>\n<p>Meeting notes are also important for accountability\u2014if there\u2019s any confusion about who\u2019s responsible for a task, meeting notes are there to set the record straight.<\/p>\n<p>Finally, sometimes, you might look back on meeting notes and realize that the meeting wasn\u2019t strictly necessary\u2014yeah, that could\u2019ve been an email or a <a href=\"https:\/\/www.ringcentral.com\/teams\/overview.html\" target=\"_blank\" rel=\"noopener noreferrer\">message<\/a>. This happens, so don\u2019t beat yourself up over it. But maybe it can help you and your team ensure that future meetings are both needed and productive.<br \/>\n<a name=\"What should be included in meeting notes\"><\/a><\/p>\n<h2>What to include in meeting notes<\/h2>\n<p>If you\u2019re taking meeting notes, and you\u2019re able to get a copy of the meeting agenda beforehand, then do it! This will help you prepare for note-taking. If you want to <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/how-to-stay-organized-at-work\/\" target=\"_blank\" rel=\"noopener noreferrer\">stay organized<\/a>, we\u2019d recommend sorting the meeting notes by agenda item, as it\u2019ll give the notes more structure and make them easier to follow.<\/p>\n<p>Even if you don\u2019t get the agenda in advance\u2014<a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/virtual-meeting-etiquette\/#Set%20an%20agenda\" target=\"_blank\" rel=\"noopener noreferrer\">which you should still insist on for effective time management<\/a>\u2014your meeting notes should always include the following:<\/p>\n<ol>\n<li>Date, time, location, and subject of the meeting<\/li>\n<li>Attendees<br \/>\nRecord the full names of every attendee, along with their title if necessary. Also note down any invited attendees that weren\u2019t present.<\/li>\n<li>Follow up on any outstanding items from the previous meeting<\/li>\n<li style=\"padding-bottom: 0px !important;\">Main items<br \/>\nFor each main topic of discussion, be sure to include:<\/p>\n<ul style=\"padding-bottom: 0px !important;\">\n<li>Proposed actions (note acceptance or rejection of actions)<\/li>\n<li>Next steps to be taken, along with a timeline, if agreed upon<\/li>\n<li style=\"padding-bottom: 0px !important;\">Who is responsible for each task in the next steps<\/li>\n<\/ul>\n<\/li>\n<li>A record of any documents or files mentioned or passed around during the meeting and where to find them<\/li>\n<li>Date, time, and location of the next meeting<\/li>\n<\/ol>\n<p><a name=\"How to take better meeting notes in 6 steps\"><\/a><\/p>\n<h2>How to take better meeting notes in 6 steps<\/h2>\n<p>Apart from the must-haves above, there are lots of ways to improve your note-taking ability.<\/p>\n<h3>1. Use the right software<\/h3>\n<p><a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/virtual-meetings\/\" target=\"_blank\" rel=\"noopener noreferrer\">Virtual meetings<\/a> are all the rage these days, and for good reason.<\/p>\n<p>If you\u2019re setting up an online meeting with remote or distributed teammates, make sure to use the right <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/remote-working-tools\/\" target=\"_blank\" rel=\"noopener noreferrer\">remote working tool<\/a> for the job.<\/p>\n<p>For example, don\u2019t use a buggy program that your attendees aren\u2019t familiar with\u2014it\u2019ll just cut into valuable time.<\/p>\n<p>Use a tool like <a href=\"https:\/\/www.ringcentral.com\/video\" target=\"_blank\" rel=\"noopener noreferrer\">RingCentral Video<\/a>, which comes equipped with instant conference call options across devices: participants can join from anywhere just by clicking a link in their browser, with no need to install additional software.<\/p>\n<p><center><iframe src=\"https:\/\/www.youtube.com\/embed\/r09vPFM0RVM\" width=\"560\" height=\"315\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\" sandbox=\"allow-same-origin allow-scripts allow-presentation\"><\/iframe><\/center>Sometimes meetings might have too many people talking at once, someone talking at auctioneer speed, or just chaos. With RingCentral Video, you can record calls so that you can go back later to fill in any blanks in your meeting notes. (Just be sure to alert participants that the meeting is being recorded.)<\/p>\n<h3>2. Be objective<\/h3>\n<p>Meeting notes aren\u2019t the place to show off your personal opinions. Ideally, everyone who reads your meeting notes will have the same takeaways. Whether or not you agree with decisions made during the meeting, make sure that you\u2019re only recording the facts.<\/p>\n<p>Also, any kind of statement that might make someone look bad should be left out unless absolutely necessary.<\/p>\n<p>For example,\u00a0 \u201cKenneth joined late because he took a long lunch break\u201d might be true, but it\u2019s not very constructive.<\/p>\n<h3>3. Don\u2019t try to write down everything<\/h3>\n<p>You only need to write down what\u2019s useful. Irrelevant or minor details don\u2019t need to be included.<\/p>\n<h3>4. Review and edit your notes<\/h3>\n<p>This ties in to the previous point. During a meeting, you\u2019ll often be trying to note down everything that seems useful. Afterwards, you\u2019ll have a chance to review and condense your notes before distributing them.<\/p>\n<p>While condensing, you may find some sections that you\u2019re not sure are necessary. If you find yourself in this situation, try to think about it from the perspectives of other attendees. Was there anyone on this call (or anyone who wanted to attend but couldn\u2019t) that would like to have this information?<\/p>\n<p>If you go through the list of names and can\u2019t find anyone who would be interested\u2014yeah, no one probably cares what Frank did last weekend\u2014then it doesn\u2019t need to be in there. You can leave it out.<\/p>\n<h3>5. Send out your notes to participants<\/h3>\n<p>After laboring away to create perfectly concise and useful meeting notes, don\u2019t forget to share that <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/team-knowledge\/\" target=\"_blank\" rel=\"noopener noreferrer\">team knowledge<\/a>. Send them out to attendees, as well as anybody who was supposed to attend but couldn\u2019t be there.<\/p>\n<p>Notes are often emailed to participants. But to avoid cluttering up inboxes, you could take a different approach.<\/p>\n<p>A <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/communication-tools\/\" target=\"_blank\" rel=\"noopener noreferrer\">communication tool<\/a> like <a href=\"https:\/\/www.ringcentral.com\/rcapp.html\" target=\"_blank\" rel=\"noopener noreferrer\">RingCentral\u2019s desktop or mobile app<\/a> allows for file sharing within team chats, so everyone will always have access to meeting notes past and present\u2014plus the files are easy to find via the platform\u2019s search function:<\/p>\n<p><a href=\"https:\/\/www.ringcentral.com\/rcapp.html\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"aligncenter wp-image-6721 size-large\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image2-164-1024x601.png\" alt=\" RingCentral\u2019s desktop and mobile app\" width=\"840\" height=\"493\" \/><\/a><\/p>\n<p>Or, for even easier access, you can even create a dedicated group chat just for that meeting.<\/p>\n<div class=\"tip\">\n<div class=\"tip-heading\"><b>Pro-tip:<\/b><\/div>\n<p>If you\u2019ve recorded your meeting with RingCentral Video, the recording can also be shared with teams in case anyone wants to watch or listen to the whole event.<\/p>\n<\/div>\n<h3>6. Distribute the responsibility<\/h3>\n<p>Our last tip might be somewhat controversial.<\/p>\n<p>Note-taking responsibilities are sometimes given to the most junior person at the meeting. Because of this, they\u2019re viewed as a responsibility that nobody wants.<\/p>\n<p>If you have junior staffers on the call, try a different approach: make meeting notes a rotating responsibility so that everyone\u2014high-ranked or not\u2014has to do them at some point.<\/p>\n<p>This will help shift your team\u2019s attitude towards notes, especially if they see their boss willingly taking their turn. Meeting notes are important, so treat them as such! Newer employees will be happier to work in a team where responsibilities like this are shared instead of just passed down the ladder. And on the other hand, they\u2019ll see how experienced employees take meeting notes, which they can then learn from. Everybody will benefit.<\/p>\n<h2><b><a href=\"https:\/\/ringcentral.valuestoryapp.com\/meeting-value-calculator\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"aligncenter size-full wp-image-48150\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2021\/03\/meetingvaluecalculator.png\" alt=\"meeting value calculator\" width=\"2000\" height=\"880\" \/><\/a><\/b><\/h2>\n<p><a name=\"Examples of meeting minutes\/meeting notes, along with a handy template\"><\/a><\/p>\n<h2>Meeting note templates and examples<\/h2>\n<p>Meeting notes formats vary\u2014depending on your business, your meetings could take many forms. To help you set up effective notes, we\u2019ve collected some meeting note templates here for your use.<\/p>\n<h3>Google Docs<\/h3>\n<p>Google docs has a bunch of handing meeting notes templates. One of the most-used is \u201cTropic,\u201d which is both easy on the eyes and easy to modify:<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-6722\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image1-192.png\" alt=\"Tropic, meeting notes template\" width=\"817\" height=\"692\" \/><\/p>\n<p>Tropic is quite simple, and suitable for a wide range of meetings, but you may need to add sub-headings to make it more specific to you.<\/p>\n<h3>Microsoft Office<\/h3>\n<p>Microsoft Office offers a variety of meeting note templates on their site, found <a href=\"https:\/\/templates.office.com\/en-us\/meeting-notes-tm00002119\" target=\"_blank\" rel=\"noopener noreferrer\">here<\/a>. They\u2019ve got you covered for informal meetings, educational meetings, and more. Their templates can be downloaded, or edited directly in your browser.<\/p>\n<h3>A copy &amp; paste template<\/h3>\n<p>If you\u2019re on the fence about those examples, then we\u2019ve got you covered: copy and paste these headers into a doc for the next time you need to take meeting notes:<\/p>\n<div class=\"box\">\n<p><b>Meeting Notes<\/b><b>&#8211;<\/b><\/p>\n<p><b>&#8211;<\/b><\/p>\n<p><b>&#8211;<\/b><\/p>\n<p><b>&#8211;<\/b><\/p>\n<p><b>&#8211;<\/b><\/p>\n<p><b>Date<\/b><br \/>\n(DD\/MM\/YY)<\/p>\n<p><b>Attendees <\/b><b><br \/>\n<\/b>(Name \/ Title)<\/p>\n<p><b>Agenda<\/b><b><br \/>\n<\/b>(Under each agenda item, add: decisions made, next steps, responsible party)<\/p>\n<p><b>Date of next meeting<\/b><br \/>\n(DD\/MM\/YY)<\/p>\n<\/div>\n<h2>Meeting notes are a record of your team\u2019s collaboration\u2014use them wisely<\/h2>\n<p>Hopefully, this advice (and those templates) will help you and your team master the art of meeting minutes and documenting your team\u2019s collaboration.<\/p>\n<p>Remember, meeting notes don\u2019t need to be fancy or encyclopedic\u2014they just need to be useful!<\/p>\n<p>(And if, after all this advice, they\u2019re still not useful, then hopefully they can help you avoid redundant meetings in the future.) Happy note-taking!<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Meeting notes. Nobody likes taking them (okay, maybe if you\u2019re that one person with 20 different pen colors and impeccable handwriting), but everyone has to have them. Therefore, everyone should know how to do them. And that means everyone, from the newest intern to the CEO themself (more on that later). Whether your meeting is &#8230;<\/p>\n","protected":false},"author":29,"featured_media":46691,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[17901],"tags":[18528,18529,16702,778],"class_list":["post-42410","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-leadership","tag-better-meeting-notes","tag-how-to-take-meeting-notes","tag-meeting-notes","tag-meetings"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v19.3 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>How to take better meeting notes (yes, they&#039;re still useful) | RingCentral Blog<\/title>\n<meta name=\"description\" content=\"Learn how to take better meeting notes, an often-overlooked task that\u2019s actually useful and will help keep everyone accountable.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/how-to-take-meeting-notes\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to take better meeting notes (yes, they&#039;re still useful)\" \/>\n<meta property=\"og:description\" content=\"Learn how to take better meeting notes, an often-overlooked task that\u2019s actually useful and will help keep everyone accountable.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/how-to-take-meeting-notes\/\" \/>\n<meta property=\"og:site_name\" content=\"RingCentral Blog\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/ringcentral\" \/>\n<meta property=\"article:published_time\" content=\"2020-04-02T00:00:00+00:00\" \/>\n<meta property=\"article:modified_time\" 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