Last updated: 

August 4, 2021

How to Keep Meeting Notes Organized: 3 Simple Tips

Monica Fidele

Monica Fidele

The future is here and manual note taking is a thing of the past. 

Keeping your meeting notes organized can increase productivity and efficiency in the workplace. In recent years, major technological advancements in audio/video transcription have fundamentally changed the way meeting notes are documented and organized. Moreover, in light of the COVID-19 pandemic, video conferencing has become commonplace. In most cases, these advanced transcription tools sync automatically with your favorite meeting tools. Today, capturing and organizing meeting notes is as simple as pressing “record” – it’s that easy!

Of course, there are a few other optimizations that you can make to improve meeting note organization. In this article, we’ll give you a list of the top three tactics to immediately improve meeting note organization. As a result, you’ll have all the tools and resources to orchestrate effective note taking for your team, business, or enterprise.

How to Keep Meeting Notes Organized?

The problem with manual note taking is complex. For some of us, jotting down meeting notes by hand feels most natural, but for most of us, manual note taking is a highly laborious process.

Grain was created to improve collaboration, communication, and listening between team members. We quickly identified two major technology trends in the workplace, including the synchronous world of video calls where information is shared in real-time, as well as the asynchronous world of messaging and emails. We paired these two trends to create a product that allows you to record, transcribe, and share video highlights in seconds. For this reason, we are routinely a go-to resource for note taking, meeting documentation, and more. To streamline your note taking and organization, we recommend creating an account to get started for free.

Beyond investing in our free audio/video transcription tool, here is a list of the top three tactics that you should follow to improve meeting note organization.

1. Create a Meeting Agenda

To start, we recommend preparing a meeting agenda. In this way, the meeting’s purpose is identified from the outset. Additionally, a meeting agenda will help to ensure that nothing is missed, including meeting minutes, action items, and more.

According to recent studies, meeting agendas can decrease total meeting time by 80%. However, only 37% of businesses and organizations repeatedly leverage agendas during meetings or internal events.

Here is a list of the steps you can take to create an effective meeting agenda

1. Create a draft document and carefully list your topics as questions

2. Share and disseminate the draft document to your colleagues and ask for inputs

3. During the meeting, make sure all questions are answered

4. After the meeting, identify major takeaways and/or action items

To maximize the effectiveness of your meeting agenda, we recommend investing in Grain to automatically record video meetings and capture highlights. Grain makes it simple and easy to automatically document meeting notes. Additionally, our video highlighting allows you to capture post-meeting action items and share with team members in just a few clicks.

Related: How to take notes during a Zoom meeting like a pro?

2. Create A Simple Notion Board

Creating a simple Notion board is another fantastic strategy for improving meeting note organization. For the uninitiated, Notion is an all-in-one workspace purpose-built for teams interested in improving documentation and organization. From product design to marketing, Notion’s powerful wiki, project dashboard, and notes space enables teams to improve collaboration and clarity.

Notion offers powerful templates or “boards” for meeting note documentation and organization. In this way, you can easily insert and store meeting notes and agendas within one simple and organized view. As a bonus, for every meeting capture, use Grain to document meeting highlights and simply copy/paste those highlights into Notion. As a result, you’ll have a one-stop resource for meeting notes, recordings, and transcriptions.

3. Google Calendar Meeting Notes

Google Calendar can serve as a central hub for meeting notes, agendas, invites, and more. For all meetings – internal or external – we recommend creating a Google Calendar event. Additionally, adding a meeting agenda to the event will ensure that event attendees have access to meeting information before, during, and after the event. Moreover, those that were absent can easily reference the calendar event for post-meeting action items and takeaways.

Use Grain to timestamp recordings and capture video highlights. In this way, links to recorded minutes or action items can be easily inserted into the Google Calendar event, giving attendees access to the most important information – no manual note taking required! 

Try Grain for Free Today

Keeping your meeting notes organized is easy with Grain. Grain is a powerful, go-to resource for product teams, customer success, education, marketing, and many other user groups. We’ve helped teams move from highly manual and laborious note taking to automated, streamlined, and organized note taking.

See how easily Grain captures the moments that matter.

“I have heard from team members in the last few months that we’ve been using Grain that they’ve never seen something like this at another company,” said Kristen Gallagher, CEO at Edify. “They’ve never seen a company try to be inclusive for their needs.”

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