Comparison: The 6 Best Ways To Take Meeting Notes Electronically

In recent years, workplaces have embraced digital tools more than ever. Advances in technology and the rise of remote work have pushed businesses to go digital. This change has particularly affected how we hold meetings. 

Digital tools have the potential to revolutionise meetings, boosting productivity and flexibility. However, the reality is that a significant number of boards have not adopted such solutions. For example, iBabs’ State of Meeting Management report found that only 43% of participants in board meetings used document management systems and even fewer, 29%, used board portals. 

Electronic note taking is an integral part of meeting documentation. Unlike traditional pen-and-paper notes, digital note taking tools enable real-time collaboration, simplify record-keeping and provide instant access to key information. So, it is essential for organisations to adopt it nowadays. 

This article explores several digital note taking solutions to help you find the best way to take meeting notes electronically. 

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The best ways to take meeting notes electronically

Board portal

A board portal is a comprehensive solution that goes beyond digital note taking. It facilitates the entire corporate governance process, offering a secure space for board collaboration, document management and meeting organisation.

Most portals enable directors to collaborate online and ensure everyone has the latest version of a document. This includes the meeting minutes, of course.

With iBabs' board portal, for example, you can create meeting minutes and notes within the platform. Board members can then annotate them, add comments and edit online. The built-in version control and secure sharing enable members to access the latest draft effortlessly. And when you decide to export the minutes, the platform saves your time by auto-formatting them. iBabs ensures that all your records are in one place, where they can be accessed and referenced easily.

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Simple note taking apps

Simple note taking apps, such as Google Keep, offer a lightweight solution that allows you to take quick notes and sync them across devices. They provide a number of features to help you manage and organise information.

You can use tagging and colour-coding to effectively structure your notes. Some of these tools allow you to highlight important information and use keywords to retrieve it when needed. In most cases, you can set deadlines for specific notes and add supporting documents. This helps in managing tasks and ensuring important follow-ups are not missed. 

For online or hybrid meetings, it’s best to choose software that allows you to take notes within the platform you use. This eliminates the need to switch between apps and mitigates the security risk of switching between screens or using a piece of software that is not designed to protect your sensitive information. 

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Collaboration platforms

Collaboration tools like Google Docs and Sharepoint also enable real-time editing of notes. Multiple people can comment and edit at the same time to make sure all points are recorded. They can add suggestions, track changes and revert to a previous version if needed. These features are helpful when you want to enable directors and other meeting participants to collaborate and contribute.

In terms of security, there are often custom permission features that allow control over who can view, edit or comment. Members can access documents easily from any device with an internet connection. They can search through past notes using keywords and access important information quickly. 

The downside is, again, security. These platforms rarely encrypt their content and may be subject to hacker attacks.

Database tools

These tools allow note takers to create relationships between different items. Notion is a good example of a versatile note taking database tool. It is essentially an online workspace where you can collaborate on tasks and documents.

Organising your notes in a database form makes it easier to connect different pieces of information. Different stakeholders are also able to collaborate online, which improves their productivity. You can even link notes to tasks, assign roles and track progress. Compared to board portals, database tools still have their downsides — security, compliance and lack of a single view on your meeting process, to name a few.

Project management software

Project management platforms, such as Asana, can help you turn your notes into tasks or projects. These can be assigned to relevant members with due dates and a progress tracker. As a result, fewer details will be overlooked and action items are likely to be addressed on time. Members can also add context to tasks by attaching files or links. 

With project management software, you can monitor specific tasks, adjust priorities and keep project timelines on track. This can help enhance accountability, however, project management software is normally aimed at managing tasks and this is only a part of the meeting process. While it can be useful, it is not a comprehensive solution. You may need to use it in conjunction with other tools. 

Audio and voice transcription tools

Audio transcription tools are not exactly note taking tools but they can speed up your process. Solutions like Otter.ai help you transcribe the conversation from a meeting recording, which makes it easier to extract meeting notes. 

The transcribed text is searchable, which enables you to identify key points quickly. It is especially helpful for reviewing long discussions and saves you from sifting through hours of audio. If you are not using a board portal, which encapsulates all the functionality you need for note taking, audio and voice transcription tools can be a useful addition to your workflow. 

How to choose the best meeting note taking tool for your needs

Choosing the right note taking tool requires a thorough look at your style and needs. Here are the key points to consider. 

Identify your note taking style and requirements

Start by understanding your note taking methods. How do you organise your notes? Do you need various formatting and exporting options? List your requirements, such as tagging, linking tasks or capturing audio. Then shortlist the solutions, depending on the features that are most important to you. 

Ensure compatibility across all devices

Select a tool that works seamlessly across your devices. It should let you access and edit your notes from your smartphone, laptop and tablet. Make sure all features work consistently regardless of the device you use. This is essential for efficient documentation and referencing, particularly when working remotely.

Check integration with existing productivity tools

Verify that the note taking tool integrates with other productivity tools you use. These include calendars, email applications, project management platforms and conferencing software. For instance, specific notes can link directly to tasks in a project management platform.

Evaluate ease of use and user interface

Opt for a tool with a user-friendly interface that suits your workflow. A complicated note taking app increases the chances of errors and disrupts efficiency. A well-designed, intuitive tool simplifies note taking and organisation. 

Assess security features and privacy controls

Ensure the tool offers strong security measures, including end-to-end encryption and multi-factor authentication. This is crucial in order to protect sensitive company information and maintain confidentiality. For example, documenting executive sessions requires a solution that can ensure the meeting minutes will only be available to authorised stakeholders. Assess the flexibility of the privacy controls in your note taking tool.

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Determine the level of customisation and flexibility

Assess the level of customisation offered by different solutions. You may decide to look for a tool that allows you to add tags, create custom templates or input various media types. High flexibility makes it easier to adapt the tool to your workflow. Balancing flexibility and complexity is also something to consider at this point. 

Look for features that support collaboration and sharing

Strong collaboration features include real-time editing, commenting and sharing. Stakeholders should be able to do this securely in the cloud, with access to the latest version at all times. These options ensure that all relevant parties can contribute.

Compare offline vs online capabilities

Consider whether you need offline access. Some tools offer full functionality offline, while others require an internet connection. Choose based on your need for constant connectivity and access to your notes.

Best practices for taking meeting notes electronically

Follow these best practices to optimise electronic note taking:

Best PracticesDetails
Use a structured formatOrganise your notes with headings, bullet points and sections to maintain clarity. Break down information into manageable parts to make it easier to understand.
Record key detailsCapture all action items, decisions and deadlines. Ensure all critical details are recorded accurately to maintain efficient follow-ups and accountability.
Review and reviseGo over your notes immediately after the meeting when the details are fresh in your mind. Consult with other members to fill in any gaps and correct errors. This practice ensures the completeness and accuracy of all meeting documents.
Share in a centralised locationCentralising notes helps maintain accurate records and keeps everyone on the same page. Use a collaboration tool or a board portal to ensure all relevant parties have access to the notes. Manage permission to control who has access.
Summarise lengthy discussionsAvoid writing down every word. Focus on capturing key points and summarising lengthy discussions to maintain brevity.
Try iBabs today

In this fast-paced world, you need a meeting management solution that is simple, efficient, and incredibly easy to use. With iBabs, you can manage the entire meeting process on a single platform.

FAQ

What’s the best way to take meeting notes electronically?

Board portals are among the most secure options for electronic note taking. They are designed specifically for managing the meeting process and the pertinent documents. Advanced encryption, compliance and access control protocols make them ideal for sensitive data.

Can I take notes electronically without Wi-Fi?

Yes, many board portals like iBabs support offline note taking. You can take and edit notes without an internet connection and access the documents that you created or were shared with you. Some database tools like Notion also allow you to access your content without an internet connection. 

Which meeting note taking tool works best for remote teams?

Board portals and collaboration software are highly effective tools for remote teams. They provide real-time collaboration, sharing and integration with other productivity tools.

Conclusion

Determining the best way to take meeting notes electronically demands a careful analysis of your workflows. From board portals to project management software, each tool offers unique benefits tailored to different needs and workflows. By carefully assessing your requirements and security concerns, you can choose the best solution that aligns with your team's objectives. 

With a board portal like iBabs, you can simplify your note taking process by providing a secure, centralised platform to capture, manage, share and edit your meeting notes. Request a demo of iBabs for your organisation today. 

References and further reading

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Date:
15 October 2024
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iBabs is a leader in paperless meetings and enables you to reduce these piles of documents to the thickness of your tablet. Thousands of organizations have been using this system for more than 15 years.

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