What Is a Note-Taker?

The note-taker is an important meeting role tasked with recording key decisions, talking points and additional comments in real time. The goal is to create a concise and comprehensive record that serves as a reliable reference for members and stakeholders. This record helps clarify follow-up actions and informs decision-making.

Role and responsibilities

The note-taker is responsible for capturing both the substance of discussions and the context in which decisions are made. They must ensure the accuracy and completeness of their notes, documenting any points of clarification and follow-up tasks identified during the meeting.

Key skills

Attention to detail

The note-taker must pay close attention to the conversation to distinguish key points and accurately capture important information, including agreements, deadlines and responsibilities.

Active listening

To truly understand the matters being discussed, the note-taker must fully engage with the speaker. It is important to focus on understanding the message, sentiments and intentions behind the words.

Listening and comprehension

Listening and comprehension skills are essential to capture all discussions, questions, responses and informal remarks in real time. Note-takers may raise questions to clarify points or seek further information to ensure an accurate record.

Writing and typing proficiency

Efficient typing and writing skills enable the note-taker to keep up with the pace of discussions. They must capture information without significant delays to ensure no key points remain undocumented.

Organisational skills

Note-takers must organise their notes in a structured manner that is easy to understand and can be referenced later by other meeting members and company stakeholders.

Tools for note-takers

Note-takers can utilise any of the following tools to ensure seamless record-keeping:

• Board portal: A board portal, such as iBabs, is a digital platform for managing board meetings and documents. It simplifies note and minute-taking by performing essential formatting for the note-taker. iBabs gives users access to time-saving templates, with the added feature of creating private and shared annotations to facilitate collaboration.
• Notepad: Notepads are tools for taking written notes. Note-takers can use either physical or digital versions for simple text entry and formatting. Notepads are easy to use and widely accessible, often including dividers for categorisation

Audio recorder: Audio recorders are devices or apps used to record conversations, useful for capturing the discussion in meetings and interviews. It’s essential to invest in high-quality audio recording solutions to gain a clear and precise record. Some recording apps also include transcription features, streamlining the documentation process.