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Last Updated on July 8, 2020

How to Take Good Notes at Work: 6 Effective Ways

How to Take Good Notes at Work: 6 Effective Ways

It’s important to be able to take good notes because these notes can become your inspirations and ideas later. If your notes are messy, you may not be able to just recall what you’ve learned.

Author Tim Ferriss has his entire shelves containing nothing but notebooks filled with his daily scribblings. Not one to mince words, the self-optimization guru once wrote:[1]

“I take notes like some people take drugs.”

Virgin Group founder Richard Branson is another avid note-taker:[2]

“Some of Virgin’s most successful companies have been born from random moments – if we hadn’t opened our notebooks, they would never have happened.”

In college, there was such a strong emphasis on effective note-taking — I still have a few stacks of my own spiral notebooks, filled with furiously scribbled lecture notes. Once we embark on our professional careers, however, many of us lose that habit. But keeping a written log of all new content — during meetings, brainstorms and while reading — remains an essential productivity and learning tool.

As CEO of my own company, I’m seldom caught without a notepad. Time is my most precious resource and note-taking lets me extract the most value from how I choose to spend mine. It also signals to my employees to do the same.

If you’re wondering how to optimize this simple habit, here are some expert-backed tips on how to take good notes.

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1. Be Old-School — and Use Your Own Words

Like the chicken or the egg, it’s a fundamental question: should I use a paper notebook or a digital note-taking app?

Writing for the Harvard Business Review, Alexandra Samuel strongly advocates for digital note-taking. She argues that taking notes with an app like Evernote is the most efficient use of time and makes later retrieval quick and easy.[3]

Not everyone agrees though. According to Maggy McGloin, another Harvard Business Review contributor, research has found that analog note-taking has concrete benefits. In one study, researchers found that digital note-takers took lengthier “transcription-like” notes, as compared to hand-writers, and did significantly worse on later conceptual questions.[4]

Even when participants were explicitly instructed to not take notes verbatim, typers continued to write in a “transcription-like” manner. While typing encourages mindless transcription, handwriting pushes us to create more succinct notes and distill information for increased comprehension.

Using a laptop or tablet opens you up to more distractions, too, like checking your Twitter feed or seeing what’s new on Facebook. Surprisingly, one person’s web browsing can negatively affect the learning of her neighbors. In one study, student participants who could see the screen of a multitasker’s laptop — in this case, looking up movie times — scored 17 percent lower on comprehension tests than students who had no such distraction.[5]

Personally, I’m an analog notebook user — I find it much easier to focus and it forces me to translate information into my own shorthand. Other old-school note-takers include Bill Gates, who prefers a yellow notebook, and George Lucas, who carries a pocket notebook.

But even if you can’t part with your laptop or tablet, avoid transcribing verbatim. Practice not just listening, but processing what’s being said and using your own words.

2. Be Meticulous with Structure

Another matter to consider before you jot anything down: how to structure your notes. Utilizing a consistent organization method is key for referring back to your notes later.

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The Journal of Reading compared different methods and found that the most rigorously structured notes — with hierarchal ordering and numbered subsections — scored highest in terms of quality and accuracy. The second best was a two-column method, wherein writers used the left column for new information and the right column for follow-up points and key themes.[6]

Tim Ferriss swears by indexing, which involves manually numbering the pages of a book or notebook and creating a quick and easy-to-scan index of topics inside the front or back cover.

Maria Popova, creator of the hugely popular Brainpickings.org, tears through many books each week and incorporates her learning into daily blog posts.

She’s able to grasp the concept of an entire book at breakneck speed using an indexing method. As explained to Tim Ferriss, Popova creates an alternate index on the (typically blank) last page, where she notes important ideas as she reads. Next to those ideas, she’ll list the pages where they pop up. Then, Popova uses these analog notes, based on ideas rather than keywords, to synthesize a book once she’s ready to write about it.[7]

I use as many organizational techniques as I can — indexing, headlines, numbering and bulleting. I also leave a margin for my questions, observations and action steps — which leads to my next strategy.

3. Jot Down Your Questions and Insights

Whichever structure you choose, always leave room for your personal reflections. Global CEO Coach Sabina Nawaz recommends using wide margins, where you can jot down “your ideas, judgments, rebuttals, and questions to each of the points you’ve written down.” Nawaz explains,[8]

“By marking them to the side, you separate your own thoughts from what others say.”

This technique not only forces you to continually engage with and analyze the information you’re receiving — assisting with learning and comprehension, rather than rote transcription — it also enables you to organize future follow-up questions and courses of action.

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As soon as I finish a meeting or conference, I review my margins and email myself a list of any next steps — like an email to draft, an appointment to make or inspiration for an article to write. That way I make sure I’m translating new ideas into actionable plans.

4. Record Non-Verbal Behavior

A colleague tells you: “We’re ready to share our new product with the company next week.” But his body language — nervous fidgeting and a worried look — isn’t communicating much confidence. In that situation, note your observations and make a point to bring them up later.

“Hey Neil, you said you were ready earlier, but I was wondering if you’d like to run the presentation by me and iron out any kinks.”

We communicate a great deal with non-verbal behaviors, including our body language, demeanor, and affect. According to Patti Wood, a body language expert and author of Snap: Making the Most of First Impressions, Body Language, and Charisma, in a face-to-face interaction with just one person, you can exchange up to 10,000 nonverbal cues in less than a minute — probably more than our words alone.[9]

Sometimes, what’s not said is just as valuable as what is. For example, if I give a presentation and get crickets when I ask for questions, that might signal that I’ve done a bang-up job. But it also could mean that my colleagues are unwilling to challenge my perspective. And as I’ve written before, healthy conflict is essential for an organization’s growth and innovation.

Non-verbal behavior can reveal an issue that needs to be addressed immediately. Investing a bit more to record and address these observations can save time down the line.

5. Review Later

Taking notes serves two functions: to organize and store new content and cognitively encode that content. In other words, it’s a means of storing and learning new information.[10] That physical storage function is useless unless you actually review your notes later and reflect on what you’ve written.

Research on student test performance highlights the importance of reviewing. One study from the 80s that was published in the Teaching of Psychology Journal found that students made mistakes on exams not because they’d taken bad notes, but because they weren’t re-reading them beforehand.[11]

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Though you’re probably beyond the days of cramming for exams, recalling what you learn is just as, if not more important, to your career — because it no longer pays to forget new information the moment we’re done being tested on it.

As Richard Branson writes:[12]

“Don’t just take notes for the sake of taking notes, go through your ideas and turn them into actionable and measurable goals.”

That’s why I block out time on my calendar at least once a week to read through my notes — from meetings, conferences, calls, you name it. As CEO, there’s rarely a moment in my day that hasn’t resulted in a few ideas jotted down.

6. Prepare Notes Before Meetings, Too

One final piece of advice: never walk into a meeting empty-handed. To maximize efficiency, always prepare notes ahead of time, including material to cover, questions and action items.

No one exemplifies this better than Facebook COO Sheryl Sandberg. In a profile for Fortune, Miguel Helft writes:[13]

“Her days are a flurry of meetings that she runs with the help of a decidedly undigital spiral-bound notebook. On it, she keeps lists of discussion points and action items. She crosses them off one by one, and once every item on a page is checked, she rips the page off and moves to the next. If every item is done 10 minutes into an hourlong meeting, the meeting is over.”

These might be the only kind of notes that you don’t need to keep for later review (unless you record more notes on the same page).

Together, these note-taking strategies can help you organize meetings and streamline your workday.

More Note-Taking Tips

Featured photo credit: Kaleidico via unsplash.com

Reference

More by this author

Aytekin Tank

Founder and CEO of JotForm, sharing entrepreneurship and productivity tips at Lifehack.

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Last Updated on March 23, 2021

Manage Your Energy so You Can Manage Your Time

Manage Your Energy so You Can Manage Your Time

One of the greatest ironies of this age is that while various gadgets like smartphones and netbooks allow you to multitask, it seems that you never manage to get things done. You are caught in the busyness trap. There’s just too much work to do in one day that sometimes you end up exhausted with half-finished tasks.

The problem lies in how to keep our energy level high to ensure that you finish at least one of your most important tasks for the day. There’s just not enough hours in a day and it’s not possible to be productive the whole time.

You need more than time management. You need energy management

1. Dispel the idea that you need to be a “morning person” to be productive

How many times have you heard (or read) this advice – wake up early so that you can do all the tasks at hand. There’s nothing wrong with that advice. It’s actually reeks of good common sense – start early, finish early. The thing is that technique alone won’t work with everyone. Especially not with people who are not morning larks.

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I should know because I was once deluded with the idea that I will be more productive if I get out of bed by 6 a.m. Like most of you Lifehackers, I’m always on the lookout for productivity hacks because I have a lot of things in my plate. I’m working full time as an editor for a news agency, while at the same time tending to my side business as a content marketing strategist. I’m also a travel blogger and oh yeah, I forgot, I also have a life.

I read a lot of productivity books and blogs looking for ways to make the most of my 24 hours. Most stories on productivity stress waking up early. So I did – and I was a major failure in that department – both in waking up early and finishing early.

2. Determine your “peak hours”

Energy management begins with looking for your most productive hours in a day. Getting attuned to your body clock won’t happen instantly but there’s a way around it.

Monitor your working habits for one week and list down the time when you managed to do the most work. Take note also of what you feel during those hours – do you feel energized or lethargic? Monitor this and you will find a pattern later on.

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My experiment with being a morning lark proved that ignoring my body clock and just doing it by disciplining myself to wake up before 8 a.m. will push me to be more productive. I thought that by writing blog posts and other reports in the morning that I would be finished by noon and use my lunch break for a quick gym session. That never happened. I was sleepy, distracted and couldn’t write jack before 10 a.m.

In fact that was one experiment that I shouldn’t have tried because I should know better. After all, I’ve been writing for a living for the last 15 years, and I have observed time and again that I write more –and better – in the afternoon and in evenings after supper. I’m a night owl. I might as well, accept it and work around it.

Just recently, I was so fired up by a certain idea that – even if I’m back home tired from work – I took out my netbook, wrote and published a 600-word blog post by 11 p.m. This is a bit extreme and one of my rare outbursts of energy, but it works for me.

3. Block those high-energy hours

Once you have a sense of that high-energy time, you can then mold your schedule so that your other less important tasks will be scheduled either before or after this designated productive time.

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Block them out in your calendar and use the high-energy hours for your high priority tasks – especially those that require more of your mental energy and focus. You also need to use these hours to any task that will bring you closer to you life’s goal.

If you are a morning person, you might want to schedule most business meetings before lunch time as it’s important to keep your mind sharp and focused. But nothing is set in stone. Sometimes you have to sacrifice those productive hours to attend to other personal stuff – like if you or your family members are sick or if you have to attend your son’s graduation.

That said, just remember to keep those productive times on your calendar. You may allow for some exemptions but stick to that schedule as much as possible.

There’s no right or wrong way of using this energy management technique because everything depends on your own personal circumstances. What you need to remember is that you have to accept what works for you – and not what other productivity gurus say you should do.

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Understanding your own body clock is the key to time management. Without it, you end up exhausted chasing a never-ending cycle of tasks and frustrations.

Featured photo credit: Collin Hardy via unsplash.com

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