The Secret to Note-taking for Busy People
Summary
TLDR本视频讨论了专业笔记技巧,特别是对于忙碌人士在会议后如何保持清晰下一步行动的重要性。介绍了一种称为“象限法”的系统,通过将笔记分为四个不同部分:一般笔记、问题、个人待办事项和他人的行动事项,帮助听众在会议中识别和组织重要信息。此外,还提供了关于如何记忆会议参与者姓名和角色的技巧,并建议用手写而非电子设备来提高注意力和记忆力。
Takeaways
- 📝 会议记录对于忙碌的人们来说非常重要,能帮助清晰地了解下一步行动。
- 🧠 依赖记忆是不可靠的,尤其是当你有繁忙且压力重重的一天时。
- 📋 有效的会议记录不仅仅是记录,而是需要有系统地记录重要事项。
- 🔢 会议中通常有三种人:不记笔记的、试图记录一切的和积极听取并快速记录重要事项的。
- 🔴 四象限法是一种有效的会议记录系统,将笔记分为四个不同部分:一般笔记、问题、个人待办事项和他人的行动项。
- 💡 一般笔记记录会议中突然想到的点子或见解,不一定要采取行动。
- ❓ 问题象限用于记录会议中出现的疑问,并确保在现场得到解答。
- 📆 个人待办事项象限记录会议后你需要负责的事项、截止日期、项目和里程碑。
- 👥 他人的行动项象限用于记录需要传达给其他人的信息,如分配给团队成员、客户或供应商的任务。
- 👀 会议结束前,总结关键要点和待办事项,确保每个人都在同一页面上,避免误解。
- 🎨 记住人名的一个小技巧是,在与外部人员开会时,将他们的名片按座位顺序排列,或绘制座位图并添加一些特征描述。
- ✍️ 用手写而不是在电脑上记录会议笔记,这有助于你专注于关键点并提高信息保留率。
Q & A
为什么会议后的清晰理解对于忙碌的人来说很重要?
-对于忙碌的人来说,会议后的清晰理解可以帮助他们快速明确自己的下一步行动以及他人的行动计划,从而提高工作效率和执行力。
在会议中通常会遇到哪三种类型的记录者?
-在会议中通常会遇到三种类型的记录者:不记录任何笔记的人、试图记录下所有内容的人以及积极听取并迅速记下重要事项的人。
为什么不应该依赖记忆力来记录会议内容?
-不应该依赖记忆力来记录会议内容,因为人的记忆力有限,特别是在日程繁忙、压力大的情况下,很容易遗忘重要信息。
什么是象限法(Quadrant Method)?
-象限法是一种笔记方法,将笔记分为四个不同的区域,每个区域用于不同的目的,包括一般笔记、问题、个人待办事项以及他人的行动事项。
在会议笔记中,一般笔记(General Notes)包括哪些内容?
-一般笔记包括在会议过程中突然想到的洞见或想法,这些内容不一定是行动项,但值得记录下来。
会议笔记中的个人待办事项应包含哪些内容?
-个人待办事项应包含会议中基于讨论结果分配给你自己的任务、截止日期、项目和里程碑等。
为什么建议在会议中用手写而不是在电脑上记录笔记?
-手写笔记可以迫使你专注于会议的关键点,因为无法记录下每一个字,同时手写笔记还有助于提高信息的保留率。
如何在会议中记住与会者的名字和责任?
-可以在会议中组织他们的名片或绘制座位图,并在图上标注一些特征,以便之后能记住谁负责什么。
为什么在会议结束前总结关键信息和待办事项是个好习惯?
-在会议结束前总结关键信息和待办事项可以确保每个人都在同一页上,避免误解,明确每个人的责任和下一步行动。
如果会议结束后没有任何重要内容记录在象限法的四个区域中,应该怎么办?
-如果会议结束后没有任何重要内容记录在象限法的四个区域中,应该考虑取消该会议,因为它可能没有产生任何有价值的输出。
如何使用数字工具来提高笔记的效率和可用性?
-可以使用平板电脑和手写笔记应用(如OneNote)来记录笔记,利用页面的规则线和Ink to Text功能将手写笔记转换为打印文本,提高笔记的整理和检索效率。
Outlines
📝 专业笔记技巧:忙碌人士的会议记录
本段介绍了专业笔记的重要性,特别是在会议后能够清晰地了解自己和他人的下一步行动。作者分享了自己在公司工作时的经历,指出仅依赖记忆是不够的,需要有一套良好的笔记系统。介绍了“象限法”这一笔记技巧,通过将笔记分为四个不同象限来组织会议内容,包括通用笔记、问题、个人待办事项以及他人行动项。这种方法有助于在会议中集中注意力,明确会议目标和责任分配,避免会议后的混乱和误解。
🖋️ 手写笔记与数字笔记的比较
这一部分讨论了手写笔记与使用笔记本电脑或数字设备记录笔记的优劣。研究表明,手写笔记能迫使人们聆听并提炼关键信息,同时促进记忆的保持。作者提到,手写笔记时更容易集中注意力,不会被数字设备的通知分散注意力,同时在会议中也不会形成视觉障碍。尽管手写笔记可能需要后续打字整理,但作者建议可以尝试结合数字工具,如使用平板电脑和OneNote应用,通过手写输入再转换为文本,以提高效率。
Mindmap
Keywords
💡专业笔记
💡会议效率
💡象限法
💡行动事项
💡记忆依赖
💡积极参与
💡信息整理
💡手写笔记
💡数字工具
💡会议取消
Highlights
专业笔记对于忙碌人士的重要性,尤其是在会议后能够清晰地了解自己和他人的下一步行动。
记忆力不可靠,尤其是在忙碌且压力大的一天结束后,需要有良好的笔记来帮助回忆会议内容。
会议中通常会遇到三种人:不记笔记的人、试图记录每一件事的人和积极听取并快速记下重要事项的人。
作者曾尝试记录会议中的每一个细节,但最终发现这样做并不便于总结和回顾。
介绍了一种名为“象限法”的笔记系统,通过将笔记分为四个不同的目的区域来提高效率。
象限法中的“一般笔记”象限用于记录会议中产生的非行动项的见解或想法。
“问题”象限用于记录会议中产生的任何问题,并确保在会议中得到答案。
“个人待办事项”象限用于记录个人负责的截止日期、项目和里程碑。
“他人行动项”象限用于记录需要传达给其他人的信息,如分配给团队成员、客户或供应商的任务。
通过象限法,所有重要的信息都能在一个页面上清晰地组织起来。
在会议结束前总结主要收获和待办事项是一种良好的实践,以确保每个人都在同一页上,避免误解。
对于记不住名字的人,可以在会议中组织名片或绘制座位图以帮助记忆。
建议用手写笔记而非在电脑上记录,因为手写可以促进更高的认知和记忆保留。
尽管手写笔记有其优势,但也可以采用非数字和数字结合的方式,例如使用平板和OneNote。
有效的会议笔记可以避免会议后的混乱和无效率,确保每个会议都是有成效的。
Transcripts
Okay, so today we're going to be talking about professional note-taking for busy people. So,
this is for you if the moment you leave a meeting, you want to be crystal clear on your next steps
and everyone else's next steps. Clarity after a meeting comes down to good note-taking. So,
I remember in my corporate job when I had meetings with our consultants, I'd often
leave feeling I'd accomplished something. But then, at the end of the day, I'd look back at
my notes and I'd be like, "What did we decide about changing that account number in the system?
Was it me that I had to look up something, or is it them who are going to do a feasibility test?"
So, my great feeling didn't last that long. You can't rely on your memory,
especially if you have a packed, stressful day. You need to have notes, and not just notes,
but good notes. I'll show you in a second how you can take proper notes during a meeting.
When you go to a meeting, you usually come across three types of people:
the person who doesn't take any notes, the one who tries to write everything down,
and the one who actively listens and quickly jots down the important stuff. Okay, so we can ignore
the one who doesn't take any notes because they're doomed. Let's focus on the other two.
So, I've been the one who tries to write everything down. I do it because I think
everything might be important. So, remember this one meeting with our consultants about a
business intelligence system that we were going to implement. It was a long meeting, and we discussed
different scenarios, we discussed a timeline, the required resources, the budget, and so on. I tried to
write everything down that seemed important, and I ended up with at least six pages full of notes.
Two days after that meeting, I met with my boss, and he asked me, "So, what are the
next steps?" And I was like, "Hmm, oh..."
I was trying to quickly scan all those pages I wrote.
I knew the answer was probably somewhere in there, but I couldn't summarize it for him.
And honestly, I was quite embarrassed because I thought I was prepared.
Most people write meeting notes the way I did, right? It's like the way we used to take notes
in school. It's incredibly long and detailed. And the thing is that it's not easy to actively listen
and take notes on just the important stuff. You need a system for that. A system that helps you
identify what are the important things and organize those properly. This is something
I learned after that meeting, and it had a major improvement in my note-taking at work.
This system has a fancy name. It's called the Quadrant Method. Basically,
instead of taking notes from top to bottom, the idea is to divide
your notes into four different quadrants. Each quadrant is reserved for a different
purpose. During the meeting, you add notes to the corresponding quadrant.
So, one of them is for General Notes. These aren't necessarily action items. They might be insights
that pop into your head. The other quadrant is for Questions. So, anything that comes to
mind during the meeting, just make sure you get an answer while you're there. Then, we have Personal
To-Do's, Deadlines, Projects, and Milestones that you are responsible for delivering. And finally,
we have the Action Items for Others. So, information you need to pass along to others. This
might include tasks that you assign to your team members, to your client, to a supplier, and so on.
Now, let's take a look at an example of how this might look like. We'll look at some
meeting notes that I took from my website redesign project. By the way, if you want to check it out,
it's XelPlus.com. Let me know what you think, I hope you like it. Anyway,
so this is how I took them, and please excuse my handwriting. I know it's awful.
Top left, I put the date, what the meeting was about, and who I was meeting with. Then,
in the first quadrant, I put anything that popped in my head during the meeting,
things to keep in mind. To the right of that, I added my questions. Here, I added
my own personal to-do's based on the meeting, and here I added the action items for my team,
things that they need to be aware of to move forward with the website.
This way, everything important is nicely organized on a single page. If you ever leave a meeting and
there is nothing in those quadrants, you should consider canceling that meeting altogether.
What's great about this system is that it makes you focus on the things you
should get out of every single meeting, what comes next, and who's doing what.
And before you wrap up the meeting, it's also good practice to summarize these main key takeaways
and to-dos so that everyone is on the same page and there are no misunderstandings. Now,
here's a bonus tip for people like me who can't remember names. When you
have meetings with externals, organize their business cards in front of you,
same way that they're sitting at the table. If they're too modern for business cards,
just draw out a seating chart and put in some characteristics about them so that later on,
you know who has to do what. This visual cue will help you remember.
Now, something may be a bit controversial: take your meeting notes by hand,
not on your laptop. Now, I know this might be counter-intuitive because how can it be efficient,
right? You're probably going to have to get everything typed up and distribute your notes,
like with email or some note-taking app. But studies showed that there are advantages to
writing by hand. For one, it forces you to listen and distill the essentials. You can't
capture every word by hand. I don't know anyone who writes that fast. So,
you're more likely to be present and focused on the key points because you're analyzing in the
moment. And second, taking notes by hand seems to promote higher retention of what you heard.
For me, this is important because I get easily distracted. If I'm working on my
laptop and I see a notification pop up, five minutes later, I'd be deep in some corner on
the web. With just some blank paper in front of me, that's not going to happen, and I'm
going to be more present in that meeting. Plus, you don't create this visual barrier with your
laptop screen when you're in a meeting. The whole environment feels more open without these devices.
Okay, so give it a try and see for yourself what works better.
You don't have to quit digital altogether, though. You can be digital non-digital.
For example, you could use a tablet and write your notes by hand in OneNote. If you add rules lines
to your page and turn your tablet around, it looks like a regular notepad. And with
OneNote's Ink to Text feature, you can even change your handwritten notes into typed text. Well,
maybe it will struggle with my handwriting, but it will probably work fine in yours.
Okay, that's it. So, I hope this was helpful. Having too many meetings may
be unproductive already, but then not having clear action items with proper
meeting notes after the meeting is just pure wasteful. Let's not do this. That's
it for today. Thank you for being here, and I'll catch you next time.
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