Meeting Notes

Brian Park
Oct 2 '17 · 4 min read · 415 views
Taking detailed notes in meetings is a best practice, but you can make them even more productive by creating a central base for notes across your whole team. This creates transparency and keeps everyone up to speed whether they were at a meeting or not.
Read on to build a best-in-class meeting notes database.
In this tutorial, you will:

1. Create a new list

  • Add a new page to your workspace, and select List from the grayscale menu.
  • Give your meeting notes a title. Choose an icon if you want! ✨

2. Add notes

This database makes creating a new set of notes as easy as adding a page to your list.
  • Click the blue New button to add a new set of notes and open it in preview mode.
  • Or, click the + New button at the bottom of your list.
  • Every new list you create will include 3 empty pages that you can delete or convert into notes by clicking on them.

3. Add properties

Add properties based on what you want to know about each set of notes you take. In our example, we've included properties for:
  • Type of notes - Select property
  • Meeting participants - Person property
  • Time the notes were created - Created Time property
  • Who the notes were created by - Created By property
  • Time the notes were last edited - Last Edited Time property
To add a new property:
  • Click on Properties at the top of your list.
  • Choose + Add a Property, give it a name, and choose what type you want it to be.
  • Add as many properties as you need to give you context about your notes.
To define values for each property:
  • Open a page of notes and click on the property fields to edit them.
  • Type of notes - Create a tag for each category of notes you might add here, i.e. Weekly Sync, Standup, Post-mortem. Type these choices in and press enter after each.
  • Meeting participants - Type the names of people in your workspace and press enter after each to tag them to your meeting. They will be notified of the page!
  • Created time, created by, and last edited time properties will be generated automatically.
Choose which properties to show in your list:
  • Click Properties.
  • Switch on the toggle next to each of the properties you want to have actually show up on the right side of your list. The others will be hidden.

4. Add views

You can view the meeting notes in this database a number of different ways — organized by type or create on a board, plotted on a calendar, in a table, etc. Whatever helps you most.
  • Click + Add a View at the top left of your list.
  • Give your view a name based on what you want it to show, and choose what type you want it to be: table, board, calendar, list or gallery.
  • You'll see your new visualization of your notes pop up. You can switch between it and your original list view by clicking on the view's name at the top left.
  • Add as many views as you want.
Create filtered views:
You can create views that are still lists, but show your notes filtered in some way. For example, create a view so you only see weekly sync notes.
  • Click + Add a View, name it, and choose its type.
  • Click Filter at the top right of your list, choose which property you want to filter by and set the criteria you want.
  • Switch between this filtered notes set and your full list of notes using the views menu.

5. Make meeting templates

You probably have the same kind of meeting a lot. Don't start from scratch for each. Create a template to use every time you have a certain type of meeting, like a standup or weekly sync.
  • Click the down arrow to the right of the blue New button.
  • Select + New Template, and give your template a name in the title slot.
  • Add property values that you want to generate automatically every time you have this type of meeting - i.e. the Standup tag for daily standup meetings.
  • In the body of the page, add any text you want to have appear every time - i.e. prompts for notes or action items.
  • Now, whenever you want to capture notes for a specific meeting type, create a new page in your meeting notes database (Click the blue New button) and select the template from the grayscale menu that appears in the body of your new page.
  • The properties and page structure you put in the template will immediately appear.
  • Create as many different templates as you want.

6. Share your meeting notes

This meeting notes setup is most powerful when its shared across teams and companies. That way, information circulates freely, and everyone can benefit from what was discussed. Here are a few ways to share your meeting notes:
  • Click Share at the top right of the page and switch on Workspace Access. This shares meeting notes with all members of your workspace.
  • Click Share and Invite a Person to give access to only one or a few other members of your workspace, like your immediate team.
Something we didn't cover? Message us in the app by clicking ? at the bottom right on desktop (or in your sidebar on mobile). Or email us at ✌️

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