{"id":4389,"date":"2016-11-29T00:00:00","date_gmt":"2016-11-29T00:00:00","guid":{"rendered":"https:\/\/sasugacommunications.com\/ja\/how-to-take-notes-for-more-meaningful-meetings-2\/"},"modified":"2026-02-23T13:44:54","modified_gmt":"2026-02-23T04:44:54","slug":"how-to-take-notes-for-more-meaningful-meetings-2","status":"publish","type":"post","link":"https:\/\/sasugacommunications.com\/ja\/how-to-take-notes-for-more-meaningful-meetings-2\/","title":{"rendered":"How To Take Notes For More Meaningful Meetings"},"content":{"rendered":"

\u3053\u306e\u8a18\u4e8b\u3067\u306f\u3001\u4f1a\u8b70\u3067\u8aa4\u89e3\u3092\u56de\u907f\u3057\u3001\u51fa\u5e2d\u8005\u304c\u540c\u3058\u7406\u89e3\u3092\u5f97\u3089\u308c\u308b\u305f\u3081\u306e\u30e1\u30e2\u53d6\u308a\u306e\u30b3\u30c4\u3092\u7d39\u4ecb\u3057\u3066\u3044\u307e\u3059\u3002
\n\u8a18\u4e8b\u306f\u82f1\u8a9e\u3067\u3059\u3002\u3069\u3046\u305e\u304a\u5f79\u7acb\u3066\u304f\u3060\u3055\u3044\uff01<\/span><\/p>\n

As human beings, we\u2019re selective about what we remember. And in a global workplace, our interpretations vary about what\u2019s been said or agreed on due to different backgrounds, beliefs, and values.<\/b> This makes meeting notes mighty important to avoid inefficiency and unnecessary tension from misunderstandings.<\/p>\n

Once client told me, \u201cThe manager of another department didn\u2019t say anything against a proposal in the meeting, but after we started the project, he raised\u00a0objections in every meeting.\u201d<\/p>\n

Asking for more information, I learned that employees at that company weren\u2019t in the habit of creating, sharing, and confirming meeting notes.<\/p>\n

Even when minutes are part of the organization\u2019s culture, people often write notes by hand or type them on an electronic device. But then the first time everyone sees the minutes might be\u00a0when they\u2019re sent out several days after the meeting. People read them and say, \u201cThat\u2019s not what I meant,\u201d \u201cI don\u2019t remember agreeing to that,\u201d \u201cThat\u2019s wrong.\u201d<\/p>\n

Or they don\u2019t read them at all. \ud83d\ude41<\/p>\n

How can I reduce misunderstandings?<\/strong><\/h2>\n

Make notes visible to everyone during<\/em> the meeting. Here are two approaches<\/b>:<\/p>\n

1. \u00a0Project what you\u2019re typing onto a screen or wall.<\/b> The downside is that this can be difficult for participants to read and may distract them from contributing fully to the meeting.<\/p>\n

So if you do project what you\u2019re typing, use a big font that\u2019s easy to read and keep sentences short.<\/p>\n

2. \u00a0Handwrite notes on a whiteboard, flip chart, or easel pad.<\/b> This is my preferred approach.<\/p>\n

I love flip charts and easel pads because you can stick the paper up around the room \u2013 very useful if you have lots\u00a0of content to cover.<\/p>\n

You can also bring what you wrote to subsequent related meetings to help everyone remember what was said and agreed on and build on that.<\/p>\n

Should the facilitator take notes?<\/strong><\/h2>\n

When the number of meeting participants is small, the facilitator may also serve as the note taker by writing on a whiteboard, flip chart, or easel pad while keeping everyone engaged.<\/p>\n

But with a larger number, I recommend having a separate facilitator<\/a><\/span> and note taker.<\/b> Instead of giving attention to writing, the facilitator can focus on facilitation \u2013 making it easier for everyone to achieve the meeting objectives.<\/p>\n

Even though the note taker writes, the facilitator should guide the note taker in what to write.<\/p>\n

As well as helping the note taker, this has the added benefit of\u00a0encouraging the facilitator to be more disciplined in confirming agreement on each point, so that the note taker knows what to write.<\/p>\n

If you\u2019re the facilitator and someone else is the note taker, don\u2019t forget to encourage the note taker to contribute ideas or questions to the meeting.<\/p>\n

What’s the best way to\u00a0share meeting notes with colleagues?\u00a0<\/strong><\/h2>\n

After writing the notes on a whiteboard, flip chart, or easel pad, so that they\u2019re visible to everyone and confirming agreement, it\u2019s easy to capture them by using the printer function (if your whiteboard has one) or\u00a0taking a photo.<\/p>\n

Then simply send\u00a0a scan of the printed notes or a photo to the meeting participants rather than spending time typing them up.<\/b> Not only is this more efficient, but seeing the notes as they were written in the meeting helps people to recall the meeting and its content.<\/p>\n

If I add any additional comments when I send meeting notes (or when I don\u2019t have a scan or photo, such as after a telephone conference), I usually write at the top, \u201cIf I\u2019ve misunderstood anything, please let me know.\u201d This gives people the opportunity to contact me if they disagree with anything in the minutes.<\/p>\n

Then, if someone disagrees in the next meeting, it\u2019s easier to say, \u201cMy understanding was that everyone agreed since no one questioned the minutes from the last meeting.\u201d<\/p>\n

What if people don\u2019t read the minutes?<\/strong><\/h2>\n

If people aren\u2019t in the habit of reading meeting minutes, help to create that habit.<\/p>\n

Get agreement at the end of the meeting:<\/b> \u201cCan we all agree to review the minutes by this Friday and let me know if I misunderstood anything? This will help us to confirm that we\u2019re aligned and help to avoid inefficiency or unnecessary tension from misunderstandings.\u201d<\/p>\n

*\u00a0\u00a0\u00a0\u00a0 *\u00a0\u00a0\u00a0\u00a0 *\u00a0\u00a0\u00a0\u00a0 *\u00a0\u00a0\u00a0\u00a0 *<\/p>\n

Test out these note taking techniques in your next meeting. Start\u00a0with smaller meetings with close colleagues. Then gradually introduce them in larger meetings as you’re more comfortable with the techniques. This will help you to create good communication habits for the global workplace. You can also improve communication between colleagues in meetings by asking any of these 25 questions<\/a><\/span>.<\/p>\n

Let us know what happens<\/b> in the\u00a0Sasuga! Community Facebook group<\/a><\/span>. We\u2019d love to hear from you!<\/p>\n

Thanks,\u00a0TopTia<\/a><\/span>, for the blog photo.<\/p>\n","protected":false},"excerpt":{"rendered":"

\u3053\u306e\u8a18\u4e8b\u3067\u306f\u3001\u4f1a\u8b70\u3067\u8aa4\u89e3\u3092\u56de\u907f\u3057\u3001\u51fa\u5e2d\u8005\u304c\u540c\u3058\u7406\u89e3\u3092\u5f97\u3089\u308c\u308b\u305f\u3081\u306e\u30e1\u30e2\u53d6\u308a\u306e\u30b3\u30c4\u3092\u7d39\u4ecb\u3057\u3066\u3044\u307e\u3059\u3002 \u8a18\u4e8b\u306f\u82f1\u8a9e\u3067\u3059\u3002\u3069\u3046\u305e\u304a\u5f79\u7acb\u3066\u304f\u3060\u3055\u3044\uff01 As human beings, we\u2019re selective about what we remember. And in a global workplace, our interpretations vary about what\u2019s been said or agreed on due to different backgrounds, beliefs, and values. This makes meeting notes mighty important to avoid inefficiency and unnecessary tension from misunderstandings. Once client told me, \u201cThe manager of another […]<\/p>\n","protected":false},"author":4,"featured_media":3574,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_et_pb_use_builder":"","_et_pb_old_content":"","_et_gb_content_width":"","inline_featured_image":false,"footnotes":""},"categories":[58],"tags":[],"class_list":["post-4389","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-meetings"],"_links":{"self":[{"href":"https:\/\/sasugacommunications.com\/ja\/wp-json\/wp\/v2\/posts\/4389","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/sasugacommunications.com\/ja\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/sasugacommunications.com\/ja\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/sasugacommunications.com\/ja\/wp-json\/wp\/v2\/users\/4"}],"replies":[{"embeddable":true,"href":"https:\/\/sasugacommunications.com\/ja\/wp-json\/wp\/v2\/comments?post=4389"}],"version-history":[{"count":3,"href":"https:\/\/sasugacommunications.com\/ja\/wp-json\/wp\/v2\/posts\/4389\/revisions"}],"predecessor-version":[{"id":18450,"href":"https:\/\/sasugacommunications.com\/ja\/wp-json\/wp\/v2\/posts\/4389\/revisions\/18450"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/sasugacommunications.com\/ja\/wp-json\/wp\/v2\/media\/3574"}],"wp:attachment":[{"href":"https:\/\/sasugacommunications.com\/ja\/wp-json\/wp\/v2\/media?parent=4389"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/sasugacommunications.com\/ja\/wp-json\/wp\/v2\/categories?post=4389"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/sasugacommunications.com\/ja\/wp-json\/wp\/v2\/tags?post=4389"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}