Meeting notes are an essential part of academic life, particularly when you’re meeting with your supervisor, tutor, or academic advisor. Whether you’re discussing your dissertation, a course project, or any other academic work, taking effective meeting notes ensures you capture important information, deadlines, and guidance. In this blog post, we’ll explore how to write meeting notes, tips for taking good meeting notes, and provide examples to help you streamline this process.
What Are Meeting Notes?
Meeting notes, sometimes referred to as meeting minutes, are written records of the discussions, decisions, and action points that occur during a meeting. In academic settings, meeting notes are crucial because they help students track progress, recall key discussions, and ensure follow-up actions are completed. Unlike more formal meeting minutes, meeting notes can be more concise and focused on capturing key takeaways rather than a detailed account of every discussion point.
How to Write Meeting Notes: A Step-by-Step Process
When you meet with your supervisor or tutor, the goal of your meeting notes is to provide an organised summary of what was discussed, what decisions were made, and what tasks you need to complete. Here’s a process to follow to ensure your notes are effective and useful:
1. Prepare Before the Meeting
Before the meeting begins, it’s essential to be prepared. Review any prior notes, documents, or tasks that are relevant to the upcoming discussion. Here’s how you can prepare:
- Review your progress: Have a clear idea of what you’ve accomplished since your last meeting.
- Prepare questions or topics: List any questions or issues you’d like to address with your tutor or supervisor.
- Choose your note-taking method: Whether you prefer to write by hand or use a laptop, decide on the best method for you. Some students prefer writing by hand for better focus, while others find typing quicker.
2. Use a Clear Format
When you start writing your meeting notes, use a clear format to ensure you capture the essential details. Here’s a suggested structure for your notes:
- Heading: Start with the date, time, and location of the meeting, as well as the names of attendees. This is especially helpful when you look back at your notes for future reference.
- Example:
Date: 15th October 2024
Time: 10:00 AM
Location: Zoom Meeting
Attendees: Dr. Smith (Supervisor), Jane Doe (Student)
- Example:
- Agenda Items: List the main topics discussed. These should be the key points you and your supervisor or tutor planned to cover. This helps you stay organised and ensures no important points are missed.
- Key Discussion Points: Write down the main points of the conversation. Focus on the important advice, feedback, and decisions that are relevant to your academic work.
- Action Points: List any tasks, deadlines, or follow-up actions. This is crucial, as it helps you remember what you need to do after the meeting.
- Next Meeting: If applicable, include the date or any preliminary agenda items for the next meeting.
3. Take Notes During the Meeting
While the meeting is in progress, make sure to take notes in real-time. This will help you stay engaged and ensure that you don’t miss anything important. Some tips for effective note-taking include:
- Be concise: Write down key points, rather than trying to capture every single word. If something is unclear, ask for clarification during the meeting.
- Use bullet points: Bullet points make it easier to read and quickly locate key information.
- Use abbreviations: Shorten common words or phrases to save time (e.g., “wk” for week, “re:” for regarding, “rev” for revision).
- Note any questions: If you need to ask for clarification or further details, jot it down so you can ask after the meeting.
4. Review and Finalise Your Notes
After the meeting ends, take some time to review and finalise your meeting notes. Add any additional details that you may have missed during the meeting and clarify any points that might seem unclear.
You should also organise your notes so they’re easy to read and understand. If you were taking notes by hand, consider typing them up soon after the meeting while the information is fresh. This can also help you organise your thoughts more clearly. Alternatively keep a notebook or a diary and use it exclusively for your supervisory notes.
How to Take Good Meeting Notes
Taking good meeting notes goes beyond simply writing down everything that’s said. Effective meeting notes should be clear, concise, and easy to refer to later. Here are some tips to improve your note-taking skills:
- Focus on Key Points: Don’t try to write everything down. Focus on the most important points, such as decisions, action items, and feedback that directly relate to your academic work.
- Be Organised: Structure your notes with headings, subheadings, and bullet points. This will make your notes easier to navigate.
- Use Actionable Language: Use clear, actionable language when noting tasks or deadlines. For example, instead of writing “review draft,” note “send draft to supervisor by 20th October.” This way, you’ll find your notes easier to understand when going over them in the future.
- Stay Objective: Keep your notes factual and objective. Avoid writing personal opinions or tangential details. Stick to the topics discussed and the decisions made.
- Ask for Clarification: If you don’t understand something, ask for clarification during the meeting. Don’t leave the meeting with doubts that may affect your progress.
What Are Meeting Minutes?
Meeting minutes are a more formal version of meeting notes, typically used for official records. They’re a written summary of the discussions, decisions, and actions taken during a meeting. The minutes are usually distributed to attendees and are archived for future reference.
While meeting minutes tend to be more structured and detailed than meeting notes, they often include the following elements:
- A list of attendees
- A detailed record of discussions and decisions
- Action points and responsible individuals
- The next meeting’s date or agenda
In the context of university meetings with supervisors or tutors, meeting minutes might not be necessary unless required by your department. However, it’s still a good idea to use a formal structure for your meeting notes to ensure organisation and to have a clear idea of your next action points.
How to Type Meeting Minutes: Format
When you need to type meeting minutes, especially for more formal meetings, it’s important to follow a clear format. A typical format for typed meeting minutes includes:
- Heading: Include the meeting’s date, time, location, and attendees.
- Agenda: List the main topics discussed.
- Minutes of the Meeting: Write a summary of the discussion, decisions, and actions.
- Action Items: List tasks, deadlines, and responsible individuals.
- Next Meeting: Note the date and potential agenda items for the next meeting.
Conclusion
Writing effective meeting notes is an essential skill for university students, especially when working closely with supervisors or tutors on academic projects. By using a structured approach, focusing on key points, and reviewing your notes after the meeting, you can stay on top of your tasks, deadlines, and academic requirements.
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