How do you document a phone conversation with a client or colleague?

1 Prepare before the call

Before you make or receive a phone call, you should have a clear purpose and agenda for the conversation. You should also have a pen and paper, a computer, or a recording device ready to take notes. If you are using a recording device, make sure you have the consent of the other party and comply with any legal or ethical requirements. You should also check your phone settings, signal, and battery level to avoid any interruptions or distractions.

2 Listen actively and ask questions

During the phone call, you should listen actively and attentively to the other party. You should avoid multitasking, interrupting, or making assumptions. You should also ask relevant and open-ended questions to clarify any doubts, confirm any agreements, or elicit any feedback. You should also use verbal cues, such as "I see", "I understand", or "That makes sense", to show your interest and engagement.

3 Summarize and confirm the key points

At the end of the phone call, you should summarize and confirm the key points of the conversation. You should restate the main objectives, outcomes, actions, deadlines, and responsibilities that were discussed. You should also ask the other party if they have any questions, concerns, or suggestions. You should also thank them for their time and cooperation and express your appreciation and confidence.

4 Write down your notes as soon as possible

After the phone call, you should write down your notes as soon as possible, while the information is still fresh in your mind. You should use clear and concise language, avoid jargon and slang, and use bullet points or headings to organize your notes. You should also include the date, time, duration, names, and contact details of the participants, as well as any relevant documents or references.

5 Review and edit your notes

Before you send or file your notes, you should review and edit them for accuracy, completeness, and consistency. You should check for any spelling, grammar, or punctuation errors, as well as any missing or unclear information. You should also make sure that your notes reflect the tone and intention of the conversation and that they are respectful and professional.

6 Share and follow up on your notes

Depending on the purpose and context of the phone call, you may need to share your notes with the other party or with other stakeholders. You should do so in a timely and appropriate manner, using email, chat, or a shared platform. You should also include a brief introduction, a summary, and a call to action in your message. You should also follow up on your notes by checking the progress, providing feedback, or reminding of any deadlines or tasks.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?