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Produce texts from notes

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Taking notes

• Before you take notes, you must be aware of the organisation's requirements and procedures for note taking• You must also be aware of any codes of practice and WHS laws

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Note taking

• Note taking is an essential business skill and is used by all levels of staff within organisations• Check with your manager on how the notes need to be written,

presented and where you need to store your notes and the final document• If you ask your manager after you have taken the notes – it will be too

late – you may have to rewrite them which will make it more difficult – so know the correct format beforehand

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Meeting notes

If you have to take notes at a meeting, request an agenda so you can plan ahead on what is needed

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Note style

Be aware of the style of note taking that is required• Formal – you may be required to write down

comprehensive details and it could include confidential information

• Informal – you may only need to summarise the main points

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Note presentation

• Before you take your notes, check with your manager on the required presentation

• This will help you structure your notes appropriately and will make note taking easier

• You may be able to prepare headings and topics in advance

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Methods of note taking

• Note taking may be with:⁻ Pen and paper⁻ Computer⁻ Tablet

• You may need to provide the notes as:⁻ Printed copies⁻ Electronic files

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Spelling and grammar

• When transcribing your hand written notes, check spelling, grammar, punctuation and content

• If typing directly onto a finished document, ensure you check spelling, grammar, punctuation and content

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Document storage

• Ensure you store your notes safely and securely so you can access them when needed

• Remember privacy and confidentiality so ensure your notes are locked away or pass-worded

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Document purpose

• Check the purpose of the document you are taking notes for.⁻ Is it formal or informal⁻ What will your notes contain⁻ How will they be used

• Check with the appropriate person:⁻ Author⁻ Speaker⁻ Manager⁻ Contact person

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Purpose of notes

May include:• Agendas• Formal or informal letters• Meeting notes• Memos• Reports

Check with the appropriate person how much information they want written down

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Details required

Some documents need specific details noted

For example:• Minutes of meetings• Record of meetings• Summary of verbal instructions

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Prepare your environment

• When taking notes, sit comfortably in a chair adjusted to the correct posture for you

• Request a table if necessary

• Be prepared

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Notetaking methods

• Writing/typing in full• Shorthand• Use visual aids or symbols• Mind mapping

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Recording communication

• Can you take a recording of the communication to ensure accuracy?

• Use correct terminology

• Be sensitive to others if your notes involve other people

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Legislation

Legislation, regulations and policies and procedures that affect note taking:

• WHS laws• Ethical principles• Codes of conduct• Anti-discrimination laws• Applicable codes of practice• Privacy act• Confidentiality policies

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Sources of note taking

May include:• Formal board meeting• Informal group discussion• Dictation• Telephone• Multiple speakers• Audio tapes• From printed matter• In person• Those taken via• Teleconference• Videoconference

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Spell checking

• Check the meaning of words you don’t know

• Are there technical industry related words that you are unsure of?

•Make sure the industry related words are used in the correct context

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Accuracy

Self check notes for accuracy:• After you have taken notes, read through them• Check for accuracy• Check while fresh in your mind• Do you need to verify your notes with your manager?• Check grammar, spelling, punctuation and context• Check use of technical vocabulary

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Document creation

• After you have taken notes, you will need to type a final copy

• Use your spell check on your computer

• Use a dictionary or thesaurus

• Gain approval of final copy from your manager

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Timeline

• Check your timeline with your manager

• Know when your final text is required

• Allow yourself enough time to produce your text

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Time management

• Know when your final text is required

• Allow yourself enough time to produce your text

• Once you have completed your final text, check again for accuracy

• Check the syntax to ensure it reads correctly

• Check the meaning to ensure it is clear and understandable

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Presentation

• Ensure you have captured the intended meaning of the final text

• Ensure you have formatted the text in the correct way

• Is there a style guide for your organisation?

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Style guide

• A style guide is a set of standards and instructions for writing and designing documents

• For example:

Learning Partnerships style guide: a PowerPoint must have;⁻ LP strip down left hand side⁻ LP logo in any corner⁻ Dark blue font⁻ Font Calibri 32

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Naming conventions

• Ensure you name your document according to the organisation’s conventions

• You will need to save it in a location according to the document

• You may need to circulate a copy to other personnel

• Check with your manager for the end requirements

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Summary and Feedback

• Did we meet our objectives?• How did you find this session?• Any questions?

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Thank you!

It doesn’t matter where you are It matters where you end

Run your own raceLet us help you get there

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Ph 07 4728 1555www.learningpartnerships.com.au

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