Part 1 of this series on note-taking covered the three key questions to answer in preparing to listen at a meeting or to read a book. This part covers tips for listening with a purpose, and part 3 will cover reading with a purpose because each demands different focuses, skills, and approaches.
1. Look and listen for the key words and phrases. For each agenda item of business meetings, I search for four points: issue discussed, action item, owner, and timeline. For conference sessions, I search for six: issue discussed, critical challenge, strategy used, business result, lesson learned, and business applicability.
But there's more to it than that. Assume you are preparing to write meeting minutes. You have come to this session with a plan by answering the key questions I raised in part 1 of this series. Now that you are at the meeting, you should be prepared to capture the key words and phrases the presenters discuss. If they mention the problem (e.g., the system went down), capture its impact ($50,000 of lost revenue); without an impact, there is no problem. If they analyze the options, create a checklist of their advantages and disadvantages; options without advantages and disadvantages are not real options. It they offer a recommendation from among those options, look for its unique benefits; recommendations are hollow without those benefits.
Make notes by simply bulleting the points and creating tables for which you must complete all columns and rows. Using this techniques ensures you capture all the key points and their supporting points. For instance, say you plug into your table for agenda item 1 the impact of the problem and just the recommendation 1, and agenda item 2 just the problem and the recommendation and benefits. You will see blank boxes for the benefits of the recommendation in the agenda item 1 and for impact of the problem in agenda item 2. Fill in those blank spaces. These key words or phrases, or numbers for that matter, might appear on the presenter's slides, so keep an eye on them as well.
As for using a tape recorder at meetings, I would advise against it unless you are reporting for a publication where precise direct quotes are necessary. Reviewing the tape recorder can defer focusing at the meeting and will take more time than the verbatim value it brings.
2. Ask for clarification. Of course, the practice of looking and listening for key words and phrases assumes that the speakers are on point. Too often they are not, so you'll have to be bold by asking for the business impact, suggested resolution, or action plan. Those who ask shall receive.
I will apply similar tips but with a different spin to reading with a purpose, the theme of part 3.
1. Look and listen for the key words and phrases. For each agenda item of business meetings, I search for four points: issue discussed, action item, owner, and timeline. For conference sessions, I search for six: issue discussed, critical challenge, strategy used, business result, lesson learned, and business applicability.
But there's more to it than that. Assume you are preparing to write meeting minutes. You have come to this session with a plan by answering the key questions I raised in part 1 of this series. Now that you are at the meeting, you should be prepared to capture the key words and phrases the presenters discuss. If they mention the problem (e.g., the system went down), capture its impact ($50,000 of lost revenue); without an impact, there is no problem. If they analyze the options, create a checklist of their advantages and disadvantages; options without advantages and disadvantages are not real options. It they offer a recommendation from among those options, look for its unique benefits; recommendations are hollow without those benefits.
Make notes by simply bulleting the points and creating tables for which you must complete all columns and rows. Using this techniques ensures you capture all the key points and their supporting points. For instance, say you plug into your table for agenda item 1 the impact of the problem and just the recommendation 1, and agenda item 2 just the problem and the recommendation and benefits. You will see blank boxes for the benefits of the recommendation in the agenda item 1 and for impact of the problem in agenda item 2. Fill in those blank spaces. These key words or phrases, or numbers for that matter, might appear on the presenter's slides, so keep an eye on them as well.
As for using a tape recorder at meetings, I would advise against it unless you are reporting for a publication where precise direct quotes are necessary. Reviewing the tape recorder can defer focusing at the meeting and will take more time than the verbatim value it brings.
2. Ask for clarification. Of course, the practice of looking and listening for key words and phrases assumes that the speakers are on point. Too often they are not, so you'll have to be bold by asking for the business impact, suggested resolution, or action plan. Those who ask shall receive.
I will apply similar tips but with a different spin to reading with a purpose, the theme of part 3.
