Tips for Effective Note-Taking at Your Next Meeting

Looking to learn about effective note-taking at meetings? You’ve come to the right place! At Ink Factory we’re huge fans of taking your own visual notes during meetings. For visual learners, there’s no more creative and effective way to take notes!


An artist demonstrates effective note-taking at meetings


Taking notes is essential to a successful meeting. However, writing up notes that fully capture all the important details discussed can be a challenge. Plus, going back to read notes from previous meetings can be a huge headache! Drawing your meeting content (aka visual note-taking) allows you to engage your brain (as well as your colleagues’) with the power of visual communication. 

Be the star of your next meeting. Master three core skills and you’ll be well on your way to creating much more organized, useful, and inspiring notes.


Digital Visual Notes during a meeting


Core Skill 1 for Effective Note-Taking at Meetings

Listening & Drawing Live

Visual notes are both useful and impactful because they’re drawn as the content is said. However, even for people with good drawing skills, listening and drawing live can be a challenge. And in meetings, you don’t want to miss important action items or updates.

Visual note-taking isn’t a one-to-one ratio of drawing and talking. We’re drawing content anywhere from 3-5 minutes behind what is being said. That’s because we’re listening, filtering, and synthesizing information before we draw it (plus the physical act of drawing takes time, too!).


Visual Notes from Dear World



A finished visual note highlights the key points of a conversation, as well as includes some supporting details that give context. Our goal is almost never to capture every piece of information that was said in a meeting–that’s pretty much impossible! Instead, we have to filter what we hear and visualize the most important information. 

This requires the listener to be actively listening to the conversation so they understand the content. The note-taker must use their critical thinking skills and cues from the speaker to determine what content is most important to record. Our goal is to reflect the dialog with as little bias from ourselves as possible. 


Brainstorming Visual Note


To help determine key content, visual note-takers listen for “cue” words from people to let us know when something important is about to be said. Words and phrases that we listen for in meetings include things like:

  • In summary…
  • To drive this point home…
  • I don’t want to lose this point…
  • Let’s put this in the parking lot

Agendas can also help you determine key content. Always relate what you’re hearing back to the topic of your meeting. If you’re struggling, agendas will help you determine which ideas are the most important.


Synthesizing Content


In addition to filtering out content, we also synthesize what we hear. That means pairing similar ideas together in visual ways. For example, if in a brainstorming meeting, two people contribute the same general idea in slightly different ways, we might draw a large icon to represent the main idea, with two arrows coming off that icon to represent each subtle variation of the idea. Or, if the discussion circles back around to a topic mentioned earlier, the visual note-taker will often draw additions to those original notes and visuals rather than creating a new section. This kind of critical thinking and synthesis is key to creating effective notes.


Example for creative note-taking 101 showing visual hierarchy

Core Skill 2 for Effective Note-Taking at Meetings

Visual Hierarchy

Now that you know how to listen for the most important content in a meeting, it’s time to take that content and arrange it in an organized way that reflects how important each piece of content is. At Ink Factory, we use visual hierarchy to clue the viewer into the importance of each point. 

To establish key points, we use visual cues like size (making a point large), color (making a point very vibrant), and contrast (making a point bold). To establish supporting points, we basically do the opposite, writing and drawing those smaller, less colorful, and less bold. 

In the above example, you can see the range of content hierarchy, and how artists cue that visually using the scale on the right of the image.


Core Skill 3 for Effective Note-Taking at Meetings

Connectors & Containers

Visual note-takers use connectors and containers to visually organize the information they capture. Connectors are the lines, arrows, dots, or any form of eye-guiding elements that go from one point on the page to another, causing your brain to connect the two points. Containers are anything that acts as an outline around the text on the page, like speech bubbles, thought bubbles, shapes, or even objects.


Understanding visual hierarchy is a core still for creative note-taking 101


For beginners, it’s helpful to stick to putting key ideas in containers, and connecting them to their supporting points with connectors. Check out this blog for more in-depth explanations on when and how to use connectors and containers.

Curious to learn more?

Dive deeper with a workshop!

Ink Factory's Drawing for Visual Notes Workshop

$149 | recorded workshop

Visual Notes for (Virtual) Meetings

This 3-hour workshop will cover composition, handwriting, listening, and basic visuals for visual note-taking, and how you should apply that to taking notes in meetings.