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How do you take effective notes while actively listening?

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Active listening is a skill that involves paying attention, showing interest, and responding appropriately to what someone is saying. It can help you build rapport, understand others' perspectives, and improve your communication effectiveness. But how do you take effective notes while actively listening, without losing focus or missing important details? Here are some tips to help you balance these two tasks.

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Joana Mensah

Monitoring and Evaluation of 9+ years of Experience//Organization Development Expert// Development Communication Expert
Sanyukta Pai

1 Prepare in advance

Before you engage in an active listening session, whether it's a meeting, a presentation, or a conversation, do some preparation. Review the purpose, the agenda, and the background information of the topic. Identify the main points or questions you want to focus on. Have a note-taking system ready, such as a notebook, a laptop, or a voice recorder. Choose a method that suits your preference and the situation.

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Joana Mensah

Monitoring and Evaluation of 9+ years of Experience//Organization Development Expert// Development Communication Expert
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Keeping Notes serves as a reminder to help you perform tasks and keeps records for future reference. it keeps you in remembrance.

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Sanyukta Pai
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If you are conducting the meeting or presentation then you can have a template ready where in you can add comments or questions raised during the presentation or meeting under the respective section. If you aren't the one conducting the meeting, you can reach out to the organizer to understand the agenda of the meeting and the expected outcome from the meeting. This will help you better prepare.

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2 Use a simple format

You don't need to write down everything that is said, but you do need to capture the key ideas, facts, and opinions. Use a simple format that helps you organize your notes and find them later. For example, you can use headings, subheadings, bullet points, symbols, abbreviations, or colors to structure your notes. You can also use a template, such as the Cornell method, which divides the page into four sections: cues, notes, summary, and action.

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Sanyukta Pai
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Headings, bullet points, writing in all caps are some of the ways you can use to write your notes. Your notes aren't supposed to be transcripts. The whole point of active listening is to understand what is being conveyed rather than learning rote learning the topic being discussed. Do not worry about the medium used for note taking at this moment. You will come back and refine the notes later.

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3 Write selectively

As you listen actively, write selectively. Don't try to transcribe every word, but focus on the main messages, the evidence, the examples, and the implications. Use your own words, unless you need to quote someone verbatim. Write in short sentences or phrases, and use keywords or symbols to highlight important points. Leave some space between your notes, so you can add more information later if needed.

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Sanyukta Pai
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What should your notes capture: 1. Key takeaways 2. Concerns to be addressed 3. Strategic Goals that were highlighted 4. Targeted outcomes and timelines Come back to these notes to elaborate further and write down your comments, queries, or suggestions under each of the points captured.

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4 Review and summarize

Every once in a while, pause and review your notes. Check if they are clear, accurate, and complete. If you notice any gaps, errors, or questions, mark them and ask for clarification or confirmation when appropriate. You can also summarize what you have heard so far, and check if you have understood correctly. This will help you reinforce your memory, show your interest, and confirm your comprehension.

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Sanyukta Pai
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When we write we are able to capture more than our memory can recall. This helps in clarifying gaps or issues you may notice during the course of the meeting itself or post the meeting upon reviewing notes. This shows your attention to the conversation and clarifies doubts, if any, early on to produce high quality outcomes.

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5 Respond and engage

Active listening is not only about taking notes, but also about responding and engaging with the speaker. You can use verbal and non-verbal cues to show that you are listening, such as nodding, smiling, or saying "uh-huh" or "I see". You can also ask open-ended questions, paraphrase what you have heard, give feedback, or express your opinions. This will help you build rapport, clarify misunderstandings, and exchange ideas.

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6 Reflect and follow up

After the active listening session, take some time to reflect on your notes and what you have learned. You can revise your notes, add more details, or organize them into categories. You can also write a summary or a reflection of the main points, the insights, and the actions you need to take. If necessary, follow up with the speaker or other participants, and thank them for their time and input.

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Sanyukta Pai
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Reviewing, elaborating and studying your notes is possibly the most crucial step as it enhances your understanding of the topic at hand. You can research parts of the conversation that you haven't understood, find parallels with your own experience and then follow-up with the speaker once you know more to ask specific questions. This leaves a lasting impression on the speaker as they know you were listening to them. Additionally, you were able to connect your experience to the knowledge that you have just gathered to ask specific questions that attracts the speakers attention as well. This way you can forge a bond with the speaker as well.

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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?

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How do you take effective notes while actively listening?

1

2

3

4

5

6

7

1 Prepare in advance

2 Use a simple format

3 Write selectively

4 Review and summarize

5 Respond and engage

6 Reflect and follow up

7 Here’s what else to consider

Interpersonal Communication

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感谢您的反馈

更多相关阅读内容

How do you take effective notes while actively listening?

1

2

3

4

5

6

7

1 Prepare in advance

2 Use a simple format

3 Write selectively

4 Review and summarize

5 Respond and engage

6 Reflect and follow up

7 Here’s what else to consider

Interpersonal Communication

给文章评分

感谢您的反馈

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