Actionable note-taking

September 19, 2024

⁠I’ve been waiting to film this one for a while. The flow of value is evident in my note-taking. I don’t take notes for the sake of it. They’re enablers for the doing. In this show, I will show you how I keep it intentional and simple.

I have always loved taking notes, and over the years, my note-taking habits have become more essential, not just to do my job better but also to add more intention and meaning to my work. I’ve wanted to create this video for a while, but I waited intentionally because I wanted to ensure I had a system that consistently adds value. In this video, I’ll cover three main things: what app I use for note-taking, how I manage my notes, and how I make it sustainable for the long term.

Hi, if you’re new here, I’m Jill, and this channel is all about finding ways to do life better, with a particular focus on work-life balance. If you’re enjoying the vibe and content, why not hit the like button and subscribe? Let’s get into it.

First, this video isn’t about a super complex system that throws a ton of information at you. My note-taking system is simple, sustainable, and centered around providing value. I don’t take notes just for the sake of it; my notes act as an enabler for the next task, whether it’s preparing for a meeting, writing an email, drafting a report, or just capturing thoughts that I’ll revisit later to turn into something actionable. I want to enjoy taking notes, not treat it as a chore, because if I do, I won’t do it properly.

Over time, I’ve switched between analog and digital note-taking systems, but since June, after upgrading my iPad, I’ve fully transitioned to digital note-taking, and I think this is the longest I’ve stayed digital. I’m going to explain why it has been so successful this time around.

Apple Notes never worked for me, and I now happily use Microsoft OneNote. I’m not disappointed that Apple Notes isn’t an option, mainly because my company provides me with a Windows laptop, so using a Microsoft product just makes sense. Besides, Apple Notes isn’t approved by my IT department, and accessing it via iCloud on a browser isn’t a pleasant experience. Despite that, I’ve really come to enjoy using OneNote, and I’ll take you through how I use it in more detail.

I’ve divided my notes into three main categories: Business, Delivery, and People. The Business category includes everything related to revenue performance, KPIs, business objectives, and improvements. Delivery focuses on customers and projects, big and small. In my role as a Customer Services Director, I handle everything post-contract, so most of my notes end up in the Delivery section. Lastly, the People category is where I record notes from my one-on-one sessions and thoughts that might evolve into a project or task later on.

As I mentioned earlier, my notes are intentional; they enable the next action. Most of the time, my notes are action-oriented with some added context. To keep track of actions, I draw a checkbox and highlight it in green. This simple checkbox system is the core of my note-taking process—it’s what makes my notes valuable. During a meeting or while working, I want to stay focused, and when an action pops up, I quickly jot it down using the green-highlighted checkbox and move on, so I don’t get distracted.

At the end of each week, particularly on Fridays, I perform a task called a “Weekly Notes Review.” During this review, I go through all my notes from the week, which are categorized under Business, Delivery, and People. To make it easy to find these notes, I use a pointing-finger emoji for the notes taken that week. Once I’ve reviewed the notes, I change the emoji to an archived notebook icon to indicate that I’ve processed that section. My weekly notes review aligns with my planning process, allowing me to schedule time for any outstanding tasks. If I’ve already completed a task, I tick the checkbox, but if it’s planned for later, I simply strike through it.

Sustaining my note-taking habit has become effortless because OneNote makes it easy to build upon, review, and organize my notes. The actions highlighted throughout the week naturally feed into my weekly planning sessions, keeping everything aligned and manageable.

The key factor that made my digital note-taking system stick this time is my iPad upgrade. I previously used an iPad Air, but the lighter, more efficient M4 iPad Pro has made a significant difference. The iPad Pro, combined with a folio case and an Apple Pencil, makes digital note-taking a breeze, and I don’t think I’ll go back to analog anytime soon. It has become such an effortless part of my routine that even my colleagues are noticing the benefits and considering switching to digital themselves.

I hope you found this video valuable, and if you did, I look forward to seeing you in the next one. Thanks for watching, and goodbye!