Structuring Discussion Notes

Good discussion notes make your catchups far more valuable over time. They create a searchable record you can refer back to when preparing reviews, spotting patterns, or following up on commitments. This article covers practical approaches to writing useful notes quickly.

Keep It Brief but Specific

You do not need to transcribe the entire conversation. Focus on capturing decisions, commitments, concerns raised, and anything that might need follow-up. A few clear bullet points per topic are better than paragraphs of detail you will never re-read.

Suggested Structures

There is no single correct format, but here are three approaches that work well:

Topic-Based

Organise notes under topic headings. This works well when your catchups cover multiple distinct subjects.

• Project Alpha - On track for next milestone. Blocker with the API team resolved.
• Career development - Interested in leading the next sprint demo. Agreed to shadow Sarah first.
• Wellbeing - Feeling stretched this week due to on-call. Will revisit workload next catchup.

Action-Oriented

Focus each note on what was agreed or what needs to happen next. This is useful if your catchups are heavily task-focused.

Timeline

Simply note what was discussed in order. This is the quickest approach and works when conversations flow naturally without a rigid agenda.

What to Capture

• Decisions made during the conversation
• Concerns or frustrations raised by the team member
• Commitments from either side (these should also become actions)
• Updates on previously discussed topics
• Changes in circumstances (new project, team change, personal situation)

What to Skip

• Small talk or social conversation (unless it is relevant context)
• Information already captured elsewhere (such as in a meeting note or target update)
• Verbatim quotes unless the exact wording matters

Link to Key Themes

If a topic connects to a broader pattern, link it to a key theme. For example, if "workload concerns" comes up in multiple catchups across different team members, having it linked to a theme makes the pattern visible on your dashboard.

Speed Tips

• Use bullet points rather than full sentences
• Write notes during the catchup rather than afterwards - you will capture more detail
• Use the AI generation feature to tidy up rough notes after the conversation