Writing Meeting Notes That Support Decision Making

How I Structure My Meeting Notes as a Program Manager at Amazon One of the most underrated skills in program management is note-taking. With so many meetings, decisions, and action items flying around, having a solid system for capturing and organizing information is critical. Over the years, I’ve developed a structure that keeps me on top of things—and ensures nothing slips through the cracks. Here’s how I approach my meeting notes: 1️⃣ Start with the Basics I always document the essentials upfront: • Meeting Name & Date • Attendees • Objective or Agenda (Why are we here?) This helps me quickly orient myself when reviewing notes later. 2️⃣ Use Action-Driven Sections My notes are broken into three sections: • Decisions Made: Clear and concise. What was decided, and why? • Action Items: Each action includes an owner, due date, and a quick description of what’s expected. No ambiguity. • Key Discussions: I summarize important points—nothing overly detailed, just enough to provide context. 3️⃣ Keep Notes Digital and Searchable I use tools like OneNote to keep everything organized and searchable. By tagging projects, teams, or topics, I can quickly find past notes without digging through endless files. 4️⃣ Review and Share Afterward After the meeting, I do a quick review of my notes, clean them up if needed, and share them with attendees. It’s a great way to confirm alignment and ensure everyone is clear on next steps. This system helps me stay organized, track progress, and reduce the chances of things falling through the cracks. How do you structure your meeting notes? #ProgramManagement #Leadership #Amazon #Productivity #Meetings

The note taking feature in the ChatGPT Mac app has way more potential than the built-in prompt captures. Copy and paste this prompt after it creates the first round of notes, and it gets 10x better: TASK Create full meeting notes from the available transcript. # Summary - 3–6 bullets on outcomes, decisions, and any dates/numbers. # Key Takeaways - 5–10 bullets anyone skimming should know. # Action Items - Table: Task | Owner | Due (YYYY-MM-DD, America/Chicago) | Notes - Map “I/I’ll” to the speaker’s name. If Owner/Due missing, use TBD (suggest one in parentheses). # Full Notes — Categorized - Group everything said into clear topics you infer (e.g., Goals, Scope, Timeline, Budget, Risks, Ideas, Blockers, Parking Lot). - Under each topic, list short bullets: - [Speaker]: fact/claim/ask/decision/number/date. Include timestamps if present [hh:mm:ss]. - Keep duplicates only if they add new nuance; otherwise, dedupe. - Include ALL concrete details relevant to work. If in doubt, include it here. RULES - Plain English. Short lines. No fluff. - Use real names consistently; resolve pronouns (“I,” “they”) to speakers when clear. - Pull exact figures, dates, commitments; convert relative time to dates in America/Chicago when possible. - Don’t invent facts. Mark unclear items as TBD and note the ambiguity.

To my fellow EAs - let's talk meeting minutes. A few tips below: 🛠 Before the Meeting: - Know the agenda: Get a copy ahead of time. You'll anticipate key points. - Set up a simple template: — saves you from scrambling. - Clarify roles: Know who’s leading the meeting and who the key decision-makers are. 🗒 During the Meeting: - Capture major points, not every word: Focus on decisions made, key discussions, and assigned tasks — not side conversations or exact quotes. - Use bullet points: They're faster to write and easier to read later. - Identify action items clearly: Write what needs to happen, who’s responsible, and by when. - Mark follow-ups: If something is undecided, flag it for next time. - Stay neutral: Don’t add personal opinions or interpretations. 🛠 After the Meeting: - Clean up right away: Don’t wait — fresh memory = better notes. - Summarize clearly: Reword any messy notes into clean, short sentences. - Send it out quickly: Ideally the same day or the next morning, while things are still fresh for everyone. - Highlight key decisions and tasks: Bold or bullet them so people can skim easily. 🧠 Bonus Quick Tips: - Bring a laptop if you type faster than you write (I prefer writing) - If you’re unsure about something (like a decision), ask during the meeting: "Just to confirm, are we agreeing to [this decision]?" - Develop shorthand: "AI" for Action Item, "D" for Decision, "F/U" for Follow-Up. What would you add?

Over the years, I've found that effective meeting minutes are not just a record but a tool for better productivity and communication. So, how do you get the minutes to work for you and your team? Here's what's worked for me: Choose the Right Tools: It might be tempting to grab a piece of paper and a pen, but using a digital tool can make your minutes more accessible and easier to edit. Apps like OneNote or Google Docs work well for this. Prepare in Advance: Know the agenda before the meeting starts. That helps you anticipate the kind of information you'll need to capture. Designate a Minute Taker: If you’re running the meeting, it might be tough to take minutes too. So, have someone else take on this responsibility, and then review the minutes afterward to ensure accuracy. Record Only What’s Necessary: You don’t need to write a transcript. Focus on decisions made, action items, and deadlines. Keep it concise but clear. Use Bullet Points: Makes it easier to read and understand. Straight to the point is the way to go. Include Action Items: Note down what needs to be done, by whom, and by when. This way, nobody leaves the meeting wondering, “Now what?” Review In-Meeting: Before the meeting closes, do a quick review of the minutes and ask for any corrections or additions. This ensures everyone leaves with the same understanding. Distribute Quickly: Don't wait for days to send out the minutes. The quicker you get them out, the fresher the meeting is in people’s minds, making it easier to get started on action items. Follow-Up: Use the minutes as a tool for follow-up. Check off completed items and carry forward the ones that are pending. Effective meeting minutes are more than a record, they're a productivity tool. Peter Drucker - "Efficiency is doing things right; effectiveness is doing the right things." Use your minutes to make sure you're doing both. #Productivity #EffectiveMeetings #LeadershipTips