Whether recording instructions or jotting seminar notes, whether using pen or PC, every assistant needs a system—an organized method of arranging information so it can be retrieved and used as needed. Most notes are, after all, taken not just for the sake of getting words on paper, but for the purpose of recording data or ideas to be referred to later. We need notes that do more than sit on a page; we need notes that work.

• Get ready

These instructions are written from a pencil and paper point of view, but can be adapted for use on a tablet or laptop. The first step in this system is simple, but essential: Use light lines to divide your note page into three columns. The left column can be narrow, 1 or 2 inches. Make another narrow column on the right. That leaves 4 inches or so in the middle column. Just right!

The first column is used to note major ideas or topics. The middle column is for points that develop and support the key facts noted in column one. Use the third column to jot down how you will personally apply the information. This is the place to record your “memos to self.”

• Actively listen

In attending a meeting, your primary objective is to comprehend what is being said so you can put information into practice later. Taking notes should never detract from your reason for being there, to listen, and learn. So, first, get in sync with the speaker and grasp the intention of the message. This allows you to know what you want to take from this meeting. Be sure to note the date, the topic, and the name of the speaker at the top of your page. This information can be very handy later.

• Organize as you note

As you listen, jot major ideas in the first column of your page. As these ideas are developed, either by the speaker or by your own thoughts, note these points in the middle column. Make an effort to enter your notes in outline form. Organization makes notes easier to use later.

• Be stingy

Effective notes are as much a result of knowing what to leave out as of knowing what to put in. Use as few words as possible to nail down what you want to retain. Capture thoughts with phrases, not sentences. Some note takers use texting “shorthand” for notes. Some develop their own code—initials and numbers that denote actions to take or people to notify. Ease into this practice so, though concise, your cold notes will not leave you wondering, “What did I mean by this?”

• Make the application

Use lulls in the speaker’s message to build on the outlined points in your middle column. As thoughts occur to you on how you can personalize concepts and apply them in your own situation, record these important revelations in column three.

As soon as possible after the note taking session, go over all three columns and clarify any points that are fuzzy; expand on the ideas most relevant to you. Use a colored pen to underline or highlight ideas to implement.

• Use what you've learned

Even the most organized and insightful notes are worthless unless they are used. Based on the information they contain, keep your notes where you can refer to them as needed. If you didn't originally take digital notes, you may want to get them on your computer. In some cases, the good ol' file folder or a notebook is your best choice for accessibility. Do what works for you—no apologies.