Work
Meeting notes that turn into actions
5 min read · Updated
KEY TAKEAWAYS
- Meeting notes get lost when they mix ideas and decisions and actions have no owner.
- Keep only decisions, actions with a name and date, and open questions.
- Read the actions out loud in the last two minutes of the meeting.
- Put actions on the project they belong to, and start the next meeting with them.
Great meeting. Lots of ideas. Everyone nodded. A week later, nobody remembers who was going to do what.
"Wait, who was doing that?"
The problem isn't the meeting. It's the notes, or the lack of them.
Why do meeting notes get lost?
- They're written for nobody. Long paragraphs nobody reads again.
- Decisions and ideas are mixed up. You can't see what was actually agreed.
- Actions have no owner. "We should" means nobody will.
- They live in a document nobody opens.
What should meeting notes contain?
Only three things:
- Decisions: what was agreed, one line each
- Actions: what, who, by when
- Open questions: what still needs an answer
Everything else is optional.
Everything in sight. On one board.
Tasks, notes, photos and plans as cards on one calm board. No charge today. Cancel anytime.
Start 7 days freeOr see all templates →How do I take notes during the meeting?
Keep it short and live:
- Before: write the agenda as three questions you want answered.
- During: only write decisions, actions and questions. Nothing else.
- Last two minutes: read the actions out loud. Every action gets a name and a date.
What happens after the meeting?
This is where most notes die. Make them travel:
- Actions go to the board, on the card of the project they belong to
- Decisions go on one decisions card, with the date
- Share the notes with everyone who was there, the same day
Then next week, you start the meeting by looking at last week's actions.
Why keep meeting notes on a board?
Because a meeting is never alone. It belongs to a project, a client or a team.
On a board, the meeting card sits right next to that project: the next steps, who you're waiting on, the decisions so far. You don't search a folder. You look at the project.
More on running a small project this way: launch a small project with a tiny team.
The full board
Your meeting notes format
Screenshot this:
- Before: three questions you want answered
- During: decisions, actions, open questions
- Last two minutes: every action gets a name and a date
- After: actions to the project, decisions to one card
- Next meeting: start with last week's actions
At your next meeting, write only decisions and actions. Nothing else. See what changes.
Questions
What should meeting notes include?
Decisions, actions with an owner and a date, and open questions. Everything else is optional.
How do I take good meeting notes?
Write the agenda as three questions, note only decisions, actions and questions during the meeting, and read the actions out loud at the end.
How do I make sure meeting actions get done?
Give every action a name and a date, put it on the project it belongs to and start the next meeting by checking last week's actions.
Where should I keep meeting notes?
Next to the project, client or team they belong to, so you do not have to search a folder.
Should I share meeting notes?
Yes, with everyone who attended, on the same day.
Try it on your own board.
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