When and How to Take Notes Effectively

by Tom Hopkins

Taking notes is vital, but don't rush to get every word of vital information. Jot down things casually during a meeting; but ask for permission to take notes before you start. You might want to use an opening statement like this: "My memory isn't the best and I would like to a good job for you. So, do you mind if, while we chat, I could take a few notes?" It's easy to get permission to take notes. All you need to do is ask.

If your prospects might be nervous about you taking notes—give them a notepad to do the take their own notes (make sure it has your company name and phone number on it!).

Use a notepad that isn't large and threatening—small enough to fit into your pocket or purse, and rather nondescript.

To save yourself needlessly repeating questions, make written notes of a client's responses during the qualification sequence. It's okay to refer to your notes in order to remind yourself what question you already asked and what the client said his needs were.

Do not spend the entire meeting with your head focused on your notepad; be sure to focus on the customer. Then, jot down your impressions immediately after the meeting. These may include observations that you didn't have time to put in writing during the meeting as well as the general overview of the meeting. Refer back to your notes frequently to help understand your customer or future customer.

Keep thorough notes on all your follow-ups and the successes you have with your current follow-up methods. When you do something great that gets excellent response, write it down. When your customers tell you what you need to work on, put those comments down, too.

Adapted from Selling for Dummies © 1995 by Tom Hopkins International, Inc.