You settle into your seat, alert and excited for the upcoming presentation. You have a cup of coffee in hand and a notebook on your lap, open and waiting to be filled with all of the latest updates in your field.
To your right and left are coworkers and new connections, all there for the same purpose: to learn, network, and improve their workflow.
Whether it’s a company meeting, an industry conference, or an annual gathering of teams working remotely, the conference room offers precious time to network with like-minded and ambitious people.
Of course, you want to make the most of this experience.
On one level, that means being friendly and making the most of this shared space by approaching other attendees and building relationships.
On another level, this means taking part in any discussions that occur and engaging with the new content being presented by the various speakers.
But there is one thing you could be doing that could make all the difference — a simple, seemingly inconsequential thing: taking effective notes.
What if I told you that taking notes could single-handedly turn a mediocre conference into a fantastic success?
Don’t believe me? Well, my dear reader, let me take you on a journey. First, we’re going to look at the benefits of taking meeting notes, including how they can improve your conference experience and skyrocket your success.
Then, we’ll look at tips to make your notes as effective as possible, diving into five key things to keep in mind while wielding your pen at your next conference. Implementing these practices will boost your productivity, help you absorb all of the new information, and make you stand out from your colleagues.
Let’s get started!
The Benefits of Taking Effective Meeting Notes
In virtually every scenario, taking good meeting notes will improve your experience at a conference.
First of all, you’ll be able to keep track of what is being said. This is particularly relevant at a conference where you’re transitioning from speaker to speaker and room to room.
With upwards of a couple handfuls of presentations to attend per day, there’s plenty of space for information overload.
Presentations may start to blend in your mind’s eye, and you will undoubtedly lose many of the important details that you learned. Writing meeting notes will prevent that from happening and keep the content clear in your mind.
You’ll also be better able to keep the speakers clear in your memory, which is important since conferences bring together people who share space, be it intellectually in academia or through relationships in the corporate world.
Secondly, taking notes during a conference will give you something you can refer back to if need be at a later date. Conferences are often where the latest breakthroughs are shared and discussed, making them hotbeds for cutting-edge new ideas and techniques.
It would be a downright shame for you to spend time there amongst such treasure troves of information, only to walk away with vague recollections of what was discussed. Capture the important points to reflect on and potentially use in your own work.
Third, taking your own notes may actually be a networking opportunity. Meeting participants are all invested in the conference in some manner, meaning that they are all potential points of contact that you might want to make.
As you document your key insights in your notes, you can then use them to strike up conversations with others and be better able to respond to their perspective on the material. If there’s a shared event app, you can start digital threads on discussion points.
Valuable Conference Takeaways
Keep in mind that there are three basic things that you can take away from each speaker and use to your benefit:
- Knowledge and wisdom. You get the joy of hearing about the latest research and developments being made, as well as any tips, tricks, processes, and hacks that the experts are using in their work.
- Recommendations. You get an inside look at each speaker’s resources. The books they refer to, the websites they use as sources, the people they follow on their social media accounts, the way they set up their theses, and more.
- Inspiration. Conference presentations can be very motivating, as each speaker spends hours of time preparing to do the best they can. You can glean quotes, new concepts, and inspiring ideas.
Of course, you don’t have to take notes for every speaker you listen to at the conference.
But keep in mind that these are benefits you can glean from your experience, and that note-taking techniques will help you capture them more fully.
Tips for Effective Note-Taking
Before we dive into the specifics of how to take better conference notes, let’s go over some of the basics of taking good notes in general. You might think there’s not much for note-takers to consider when jotting down content, but it’s actually quite a complex art. Let’s take a look.
Avoid Verbatim
A common mistake rookie note-takers make is writing down whatever the speaker says exactly as they say it. Contrary to popular opinion, notes are not the same thing as transcripts.
It’s much more effective to use your own words to describe what you’re hearing. Not only is it more space- and time-efficient, but you’ll better understand your own words than a stranger’s, even if the stranger is an expert in their field.
Be Selective
Since you can’t possibly write or type as quickly as the speaker talks, you’re going to have to prioritize the material that you write down. Focus on the key concepts and talking points while leaving out any unnecessary details.
When recording information, the key items are simply more important than the miscellaneous details, interesting though they may be. Irrelevant information will only clutter your notes and make them harder to review.
You want to be able to read the page and immediately understand the structure of the presentation.
Engage With the Content
Writing in your own words is one way to engage with the content, but there’s more to it than that.
Effective note-taking starts with thinking for yourself about the content being presented. Doing so will help you develop a clear understanding of the subject material, which in turn will help you retain information.
Don’t be a passive listener on your own learning journey. Engage with the material to make it your own.
Shorten Sentences
Keep in mind that you really don’t have to write complete sentences for every line. Keep your sentences short — as short as possible without losing coherence.
You’re not writing a dissertation here. Complete grammar is a nice touch, but if it slows you down and hinders your ability to take complete notes, then, perhaps ironically, the solution may be incomplete sentences.
Use Abbreviations and Symbols
Any sort of shorthand is going to help you record as much content as possible. Abbreviations and symbols are some of the easiest ways to cut down on writing time.
Feel free to make your notes more efficient with any assortment of bullet points, dashes, arrows, texting lingo, stars, circles, or whatever strikes your fancy.
Conquering Conferences: What to Remember to Take Better Meeting Notes
Walking into a conference is always a bit exciting, don’t you think? There’s a hum in the air as people plan the presentations they want to attend, meet with old or new friends, and prepare themselves to be receptive.
You want to make the most of this opportunity and take the best notes possible. Here are five ways to do it.
Bring the Right Tools
Of course, if you don’t bring the correct tools to take notes, then you won’t be able to. When choosing the best materials to bring, there are a few things to consider.
Keep it simple. Remember that whatever you bring, you’re going to have to carry.
Since most conferences involve switching rooms frequently to catch the next presentation, you’re going to want to minimize what you have to carry around all day. You also want to avoid having an elaborate set up that takes time to get out and put away.
When it comes to the medium of your notes, you have two basic options: analog or digital. Personal preference counts for a lot here, as does the subject material you’re going to be taking notes on; some topics are better suited for one or the other.
But if you’re wondering which is objectively better, most experts will suggest a physical notebook. Not only does handwriting increase your recall of the material, but it’s more appropriate for a conference setting.
Laptops are large, bulky, and more likely to distract your fellow conference-goers. And since most conferences have audience seating rather than tables, a laptop or tablet won’t be the most comfortable medium to use.
Notebooks are light, super portable, socially acceptable, and come in different sizes. Choose an appropriate size for your needs, making sure it’s large enough for everything you’ll be writing down.
Bring a comfortable pen or pencil that works well with your notebook. You can bring highlighters if you want, but just remember that the more you have, the more you complicate things for yourself.
You could also use a phone app. There are plenty to choose from, with options like Evernote and Dropbox Paper being among the more compatible with conference notes.
Have a Plan: Use the Right Note-Taking Method
There are some basic ways to prepare your notebook for the conference.
First, designate a page for your main takeaways during the entire conference. This could be the first page or pages in the notebook. Conferences often have major themes that all speakers will touch on, and it’s helpful to summarize them all in one place.
Instead of having a running stream of notes for the entire conference, each speaker should get their own set of pages. Start the process over again with each new presentation.
Most importantly, devise a plan for what you want your notes to look like. In other words, choose an effective meeting notes template with which to structure your notes.
Doing so will streamline your process and guarantee that you walk into each presentation with a valid action plan. Your notes will be more consistent and valuable than if you decided to just wing it.
But even as you do that and set up your pages in preparation, keep in mind that even this is just a guideline. Don’t stick to it too rigidly; be flexible and change your approach if a presentation calls for it.
Understand that the entire point of a note taking method is to provide a means of organizing information in a way that creates value.
If you choose a method and it doesn’t provide the optimal amount of value for every speaker’s talk, then feel free to deviate as needed to maintain your notes’ value.
So with that being said, here are some of the most common options for note-taking methods.
Cornell Method
A professor at Cornell University developed this method in the 1940s to help students get the most out of their lectures. It’s still one of the most popular methods today.
The page is split into three sections. Create a 33%-wide column on the left side of the page for keywords. The 66% of the page to the right is for the bulk of the notes. Create another column at the bottom of the page for a summary of the talk.
This method is excellent for most subjects and is also ideal for conferences. The keywords serve as a recall for the main topics, while the general notes section fills in the gaps with more detailed information.
The Cornell method can be a bit time-consuming, though, and some find its structure rigid.
Box Method
This is a visual note-taking technique that consists of grouping related notes into boxes. Each box represents a main topic or key concept. It’s easy to navigate the page and find quick references for the agenda items.
To make things more complex, boxes can be placed inside other boxes to indicate subtopics. It might take some practice to judge how large each box should be; it’s hard to make a box bigger after it’s been drawn.
But this method is ideal in that it can easily incorporate visual elements into various boxes, if desired. You can add sketches or diagrams to a box and still keep your page neat and tidy.
Mind Mapping
Mind maps create a visual representation of the information and all of its relationships. It focuses on context, which is ideal for conferences since presentations pack a lot of information quickly into a relatively small time slot.
The talk’s subject belongs at the center of the page. From there, create branches extending outward and connecting to the talk’s main ideas. Subbranches further explore each main idea with supporting details.
There isn’t a lot of room for extensive descriptions; mind maps are more about capturing a couple words for each idea. These serve as memory recall devices, jotting down the basics while allowing the note-taker to concentrate on the presentation.
Outline Method
This is a classic method of note-taking and very ideal for conferences thanks to its structure and efficiency. Built for speed, it’s easy to use and logically coherent.
The page is marked by headings, subheadings, and supporting details. Each is given a new line on the page, indicated by bullet points, arrows, dashes, numbers, or Roman numerals.
Points are laid out in a hierarchical manner, with small details indented to the right of the margin to indicate their status as supporting details.
Outlines are good for breaking down large amounts of information into logical chunks. However, it can be hard to find places to put information that doesn’t clearly fit into the sequence.
Quadrant Method
This method is something of a hybrid of several of the previous templates, particularly the box method and the Cornell method.
The page should be separated into four sections, each labeled as a major topic of the presentation. Alternatively, one could be dedicated to general notes, another to action items, a third to personal takeaways, and the fourth to questions.
Quadrants create a clear format for notes that is easy to navigate. It may sometimes be difficult to fit all of the information neatly into the quadrants, and the general notes section may end up needing a disproportionate amount of space.
Focus on the Material, Not the Speaker
A huge benefit of conferences is that you have the opportunity to network.
You get to hear some of the newest research, innovations, or techniques practiced by experts in your field. The opportunity to make connections with these people is enticing, valuable, and very real.
However, don’t let your opinion of the speaker distract you from their presentation. Don’t let yourself be starstruck, even if the speaker is a superstar in your field! You’re not there to fangirl over the speaker; instead, you are there to learn from them.
Instead of focusing on the speaker, focus on understanding the content.
You can network with the speaker after the talk is complete, and the more you pay attention to their words, the more valuable your feedback will be to them!
The same goes if you don’t like the speaker. If you let yourself be bothered by your dislike of the person, you may find yourself falling into a logical fallacy called the ad hominem fallacy.
Ad hominem means “against man,” and it occurs when you discredit an argument because of the person who is making it. If you decide that a statement is false solely because of the person making it, then you’re committing the ad hominem fallacy.
So as you’re sitting in the audience listening to the speaker, don’t let your opinion of them sway your evaluation of their presentation, either positively or negatively.
And this applies even if you’ve never heard of the person; we make countless assumptions upon first impression. As soon as you see the speaker, your brain starts making assumptions about them and their competency based on their appearance, speaking style, and levels of self-assurance.
Be aware that your mind is always running these evaluations, and be intentional about holding those beliefs loosely. Judge their content on its own merits, not on whatever merit you see in them as a person.
How do you judge the content on its own merits, you might ask?
The first thing may seem directly counterintuitive to what I just said, but hear me out: It’s important to know who the speaker is, because that tells you something about the source of their information.
Don’t overemphasize the speaker, but don’t completely leave them out of the picture, either. You absolutely do want to include the speaker and their details in your notes.
Add their name, occupation, company, and any significant accomplishments they may have to the top of your page. When you know something about where the speaker is coming from, you’re more able to spot potential biases or weaknesses in their presentation.
The nuance here is that you don’t want to correlate your perception of the speaker’s value with the value of their content, but at the same time, you must acknowledge that each speaker’s understanding of their content contains their own set of personal biases.
As a responsible note-taker and critical thinker, you should be aware of those biases so that you can remove their taint from your understanding of the content and, in so doing, understand it more accurately. While you’re at it, take note of your own potential biases as well!
The second requirement for judging information on its own merits is simply to pay attention. But don’t just pay attention; actively listen to what the speaker is saying. Engage with the topic. Turn it over in your mind. Write it down in your own words. Look for potential flaws. Form questions.
The more you engage with the topic, the more deeply you will be able to evaluate and understand it. Effort is a key ingredient when it comes to making note-taking an effective endeavor.
Understand the Structure of Conference Presentations
There’s a very clear upside to conferences that will help you stay organized and take great meeting notes: the majority of conference presentations have a very clear, obvious structure that is revealed as the presentation progresses.
These are not spontaneous talks; instead, each speaker has spent copious amounts of time preparing for their presentation. If they’ve done their work correctly, then they’ve isolated the important stuff, highlighted the key ideas, and focused on the key takeaways.
If you’ve ever heard a TedTalk, then you already have an idea of what to expect from a conference speaker. They should have a thesis, topic, or problem that they make very apparent, and the rest of the talk will be geared around giving clear support for their approach to that topic.
The most common formula is as follows:
- Introduction: The speaker will state the main topic of their presentation, highlighting the main theme or problem that they want to address.
- Exposition: The speaker will break down their approach to the problem or theme, point by point, with supporting material.
- Conclusion: The speaker will restate the theme or problem, succinctly reiterate their argument, and make suggestions for further research or exploration.
- Questions: The speaker will often end by opening the stage for questions from the audience.
Being aware of this common structure beforehand will help you identify each of these points in each talk, which in turn will help clarify your notes.
Organize a Follow-Up
One of the most important things you can do to take better meeting notes is to review them directly after each presentation.
A quick meeting recap will help you categorize insights. Highlight the important parts of your notes. Summarize the key points the speaker made. Jot down any thoughts or observations you have.
Write down any questions you can think of about the presentation or its ramifications. Follow up on these questions by either approaching the speaker directly, emailing them about them later, discussing them with other conference-goers, or doing your own research.
Also, take a moment to consider any new decisions the speaker suggests. Consider how you can put what you learned into action. Draft out potential action items and ways to incorporate your new knowledge into your approach.
Conferences are only useful to you if they add something to your life. Optimize your takeaways by doing a thorough review of what you learned and how you can apply it.
Conclusion
There you have it, folks: an in-depth look at how to optimize your conference experience.
Follow these five steps, and you will enhance your takeaways and create more meaningful connections with your fellow attendees. You’ll develop deeper insight into each session and be able to engage more fully with the solutions proposed.
Notes can capture the meeting agenda while being much more useful than meeting minutes. Infuse them with intentionality, and they can take on a life of their own, ready to assist you in your mental explorations as well as your career.
Put these tools in your toolbox and go conquer your next conference!