Take Better Notes
Practical ways to take better notes, so your memory of each conversation stays sharp and useful.
Good notes are a gift to your future self. Capture what you will need.
10 tips that really help
These ideas come from Never Split the Difference (Chris Voss), You’re Not Listening (Kate Murphy), The Lost Art of Listening (Michael Nichols), and everyday practice. The first six help the most. Pick one and try it today.
Notes extend your memory
Good notes let you recall details and show customers that you care about what they said.
Build a method.
Choose one system you will use
Paper or digital does not matter, as long as you use it every time.
Decide today.
Write simple headings
Date, person, topics and next steps keep notes tidy and easy to search.
Use a template.
Capture key phrases, not sentences
Short quotes and keywords are faster to write and easier to review.
Abbreviate sensibly.
Mark action items clearly
Highlighting promises you made ensures nothing is forgotten.
Use a star or box.
Note the emotion you sensed
A word like worried or excited reminds you how the customer felt.
Add a tag.
Review and tidy within a day
Cleaning your notes while the memory is fresh prevents confusion later.
Spend five minutes.
Link notes to your tracker
Copying key facts into your system keeps all information together.
Update it daily.
Keep notes private and safe
Customer information deserves care, so protect it appropriately.
Use secure storage.
Read notes before the next meeting
A quick review lets you open with a warm reference to the last conversation.
Prepare in two minutes.
Easy things to say
When you are stuck, pick one of these. They work in many sales conversations.
“May I take a few notes?”
“Could you spell that name for me?”
“Let me read back what I have.”
“I will send you a summary today.”
“Thank you, that was clear.”
“My notes show we agreed on Thursday.”
Your first week
One small action a day. Each day is only a little bigger than the last.
Choose a note format
Use headings for people, needs, timing, next steps
Write keywords only
Mark action items
Review within an hour
Send a summary
File your notes
Further reading
- Never Split the Difference (Chris Voss)
- You’re Not Listening (Kate Murphy)
- The Lost Art of Listening (Michael Nichols)
The tips above are written in our own words and are general guidance. The books are suggestions for further reading.
More lessons in “Hear What They Really Mean”
Keep going. Small steps every day make a big change.
← Previous: The One-Question-Per-Topic RuleNext: Become the Best Listener in the Room →
- Why Listening Sells More Than Talking
- Give Full Attention, Every Time
- Put Your Phone Away
- Stop Planning Your Reply
- Let Them Finish
- Listen for the Feeling Underneath
- Make Silence Work for You
- Label the Emotion: "It Sounds Like..."
- Mirror Their Last Words
- Say "That Seems Hard" and Mean It
- Use a Calm, Slow Voice
- Say "How Am I Supposed to Do That?"
- Get to "That Is Right"
- Why Empathy Is Not Weakness
- Tone Tells More Than Words
- Watch for Hesitation
- What a Long Pause Means
- Spot Buying Signals
- Spot Warning Signs Early
- Ask the Question Behind the Question
- Notice What They Keep Repeating
- Summarise in Your Own Words
- Ask "Did I Get That Right?"
- Write Down Their Exact Phrases
- Use Their Words in Your Proposal
- Clear Up Confusion Kindly
- Confirm Priorities Before Moving On
- Ask "What Else?" One More Time
- Let an Angry Customer Vent
- Stay Calm When They Attack
- Acknowledge Before You Answer
- Handle Interruptions Gracefully
- Listen to a Rambler Without Getting Lost
- When the Customer Is Quiet
- Practise With Friends and Family
- Record and Review a Call
- Count Your Talk Time
- The One-Question-Per-Topic Rule
- Take Better Notes
- Become the Best Listener in the Room
