George MARKProject Manager| myProNotes.comLane Cove, Nsw, Australia
I was wondering how you keep the best notes. I have used all kinds of notebooks and I have developed a system for it, but I have struggle of keeping effective notes earlier on.
How did you do it? Saving Changes...
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Elizabeth HarrinDirector| RebelsGuideToPM.comLondon, England, United Kingdom
I use paper most of the time, and then type up anything that needs longer term storage, storing them online with the rest of my project files, with the title File Note and the date.
I've never really got on with electronic note taking systems. I can't break away from paper and typing up my own notes. Saving Changes...
Mike FrenetteManager, IT PMO| Halifax Water (retired)Halifax, Nova Scotia, Canada
I have for years scribbled notes in a hardcover notebook, always starting with the date, meeting topic and attendees. If I have a large project or initiative on the go, I often use a completely separate notebook and keep the notes related to that project there.
During meetings where I am the chair, I often display my screen and take notes, mainly important or action items, in a word processor that everyone can see. That way they can be sent immediately after the meeting, and there is seldom disagreement since everyone has already seen them. Granted, not everyone can do this as it requires one to chair the meeting and type at the same time, a skill I have developed over the years. I have seen others do this successfully, though, so it is not uncommon.
Whichever approach you use, notes/minutes/action items are useless if you don't publicize them for the meeting attendees. Email is OK if it's all you have, but I highly recommend such items be posted to a collaborative portal that has been set up for the subject area so that everyone can always go back to that area to see the last set of notes, and those from past meetings too.
If you have such a portal, an action item list that is use as the list of record and that is dynamically updated by everyone on the team with current state and/or comments is a great tool for both communication and accountability. Saving Changes...
Michael AdamsSolutions Architect| LANLLos Alamos, Nm, United States
My handwriting is horrible. When I write on a white-board, people make fun of me. When my youngest child was five, his handwriting was much ore legible than mine.
In short, I don't typically take important notes on paper. I use my laptop, as I can type about 90 wpm.
I have a template (attached), which I use, and I take bullet point notes, along with action items, as Mike F. indicated. I do this whether I'm facilitating the meeting or not.
Usually, at the meeting's end, I ask if we can take a few minutes to review my notes. I then send them to the meeting facilitator, who can merge them with her notes, or disregard them. So far, everyone has been appreciative of my notes and I've received high praise for them.
When I am the meeting facilitator, I use the attached document as the agenda, and fill in the details from the meeting around the pre-filled topics.
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1 reply by Sarah Johnson
Mar 02, 2017 11:15 AM
Sarah Johnson
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Thanks for the attachment.
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George MARKProject Manager| myProNotes.comLane Cove, Nsw, Australia
All very interesting and much in-line with what I do.
Agreed with Elizabeth here, I personally can't take notes on electronic systems not because I can't type, but because I have found for traceability purpose paper is king. I can "search" more easily on paper and I can "control" much better on paper. When I write them on paper I require special attention to what I write and where the meeting is going.
And Mike I agree with you, notes are for personal use and what you do with the notes is super important... I guess the advantage of technology is the immediate availability of the notes straight after the meeting and consensus from others. I have found however that once I go through the minutes and copy them from paper to an electronic system I tend to discover maybe one or two things that may require extra clarification or things that generate extra ideas.
Michael thanks for your feedback also.
Would be interesting to see what others are doing. Saving Changes...
I use both analog and digital methods for note-taking.
Analog for my personal notes. I have a notepad I carry with me, in which I keep meeting prep notes (issues and questions I want to make sure we address) and questions that arise during the meeting that I want to ask. Each item has a check mark against it and I check them off when covered to make sure nothing gets missed. Each meeting is recorded on a fresh page, and the meeting title and date recorded at the top of the page for easy navigation.
Digital notes are for notes shared with the team. I set up a OneNote folder for every project where all of the project information is collated, and record meeting notes in a 'Meetings' tab using one of the meeting notes templates. Once the meeting is complete, I'll email the project team with a link to the notes. I refer back to these during one-on-one meetings, again checking off any action items recorded in the notes as they're done. Saving Changes...
Michael AdamsSolutions Architect| LANLLos Alamos, Nm, United States
I just realized I answered a very narrow use of notes. I also take notes when I'm reading something that I really need to learn, either for implementation purposes, or for a certification test.
I have a specific method for note taking, when I read too. I start by skimming the whole chapter that I'll be taking notes on. I look for bold or italicized portions, and as I find them, I write a question about those portions. Maybe from the PMBOK, I might write:
"PP. 10 & 11 - What is a Project Management Office (PMO)
(3 blank lines for my answer)
"PP 11 - What organizational structures are typical for PMOs"
(3 blank lines for my answer)
"PP11 - What are some ways that PMOs support PMs"
(3 blank lines for my answer)
After skimming the chapter and writing a lot of questions, I read the chapter carefully and take the time to digest the information enough that I can answer each question in my own words.
I find that with this method of studying, I have never had to re-read a chapter, and studying, involves reviewing my notes. But by the time I've completed my notes, I've engaged with the material twice, and forced myself to comprehend it well enough that I could explain it to someone else.
Saving Changes...
Prasad JalduDelivery Partner| Tata Consultancy ServicesChennai, Tamilnadu, India
My style of taking notes is very simple and it works either on paper or digital (ipad or tabs). Split each page into 3 areas as shown in attached file
Area 1: This is for taking all meeting notes (all general stuff)
Area 2: This is for noting down any questions or points to be discussed during meetings. Some times, we may need to wait to ask questions till presenter completes his session and we tend to forget. Dedicating this area will help to note down any questions or pointers to be discussed during that meeting
Area 3: This is for Action items. After ending all your meetings for the day, just need to refer to this area to keep a note of all action items.
Tip: If you are going for meeting with your subordinates, keep bigger Area 2 and if you are going for meeting with your boss, keep bigger Area 3 : -)
Meeting notes are a challenge when you do not have a BA on your team. The PM is responsible for running the meeting and taking notes, Was hoping to find a good template or small training session that could provide guidance. Saving Changes...
My handwriting is horrible. When I write on a white-board, people make fun of me. When my youngest child was five, his handwriting was much ore legible than mine.
In short, I don't typically take important notes on paper. I use my laptop, as I can type about 90 wpm.
I have a template (attached), which I use, and I take bullet point notes, along with action items, as Mike F. indicated. I do this whether I'm facilitating the meeting or not.
Usually, at the meeting's end, I ask if we can take a few minutes to review my notes. I then send them to the meeting facilitator, who can merge them with her notes, or disregard them. So far, everyone has been appreciative of my notes and I've received high praise for them.
When I am the meeting facilitator, I use the attached document as the agenda, and fill in the details from the meeting around the pre-filled topics.
"Nearly every great advance in science arises from a crisis in the old theory, through an endeavor to find a way out of the difficulties created. We must examine old ideas, old theories, although they belong to the past, for this is the only way to understand the importance of the new ones and the extent of their validity."
