FACULTY OF BUSINESS AND LAW

Skill: Communication Guide: Taking Notes Skills

Version 1 8 May 2006

Contents

Topic 1: Topic 2: Conclusion

The Importance of Note Taking Effective Note Taking

Overview
Communication is about developing the ability to select and apply skills in ways that are appropriate to their particular context, audience and situation. Communication is a fundamental part of all our lives and the range of methods we can use to communicate with each other is growing. We can communicate using everything from a note stuck on the fridge door to video-conferencing. But no matter which medium we choose, the underlying structure or communication cycle remains the same. If we are unsure of what we wish to communicate, or transmit it badly, we run the risk of not being understood by other people. During your time undertaking your university course, there will be many occasions when you have to make notes. You will greatly reduce your own problems if you can establish from the beginning sensible and orderly habits for taking and filing notes. Taking notes is a skill which is often new to many people who come to a university course. You are required to listen to the tutor, look at diagrams, follow handouts, read what is written on the board and make your own notes. To become successful at note-taking requires concentration and the determination to develop your own style and skill. Notes can summarise information that you read or hear, and help you remember the important points. The ability to take clear and concise notes is one of the most important skills you will need to develop throughout your studies. Note taking is not just a practical tool. The actual process of taking notes helps you to gain a deeper understanding of the subject and capture the essential points of a topic. At the start of this guide, a checklist list for graduates in the Faculty of Business and Law in respect of taking notes is presented. This section also provides a self-review exercise(s) to help guide you in understanding your level of skill and experience in taking notes. The guide consists of two topics. It specifies the important areas of knowledge and skills that need to be developed in each of these topics and references to consult.

Checklist
A checklist for graduates in the Faculty of Business and Law in respect of taking notes. Get organised! It is essential that your notes are as clear as possible and arranged so that you can find the relevant points quickly. Make sure you have a file or ring binder, ideally divided up into subjects or topics. Be selective! Dont attempt to copy or record things word for word if someone is speaking, you probably wont keep up and if you are writing out big sections from a book, you might as well just photocopy it! Notes are your interpretation and you need to develop your own method of recording what suits you and your particular learning style. Use your own words where possible (unless quoting) as this helps you to understand the topic better. Use headings and sub-headings underline and use capitals to identify important points. Use colours and highlighters for the same reason and to make your notes more visually appealing. Devise a numbering/lettering system and leave plenty of white space around your notes. Work out your own shorthand system or way of abbreviating words. Use drawings, charts, lists, spider diagrams, space maps etc. Visual images are more easily absorbed than chunks of written text. When taking notes from a book, make sure you reference the source. Review your notes regularly write them up more fully, if that is the way you like to work.

Self-review
Please answer the questions in this self-assessment. Read each question and tick the value which you feel is most appropriate to you. Each answer has a point value: disagree strongly tend to disagree tend to agree strongly agree 1 2 3 4

Add up your scores. The final tally will give you an idea of how confident you feel about your skills in Taking Notes.
1
1

My notes are as clear as possible and arranged so that you can find the relevant points quickly. I am selective and do not attempt to copy or record things word for word. I have developed my own method of recording what suits me and my particular learning style. I have worked out my own shorthand system or way of abbreviating words. When taking notes from a book, I make sure I reference the source. I review my notes regularly.
TOTAL

Topic 1 The Importance of Taking Notes

Objectives
At the completion of this topic you should be able to: Identify the main reasons for taking notes. Recall and explain the three most common used types of notes Identify alternative means of storing notes.

The advantages of clear taking notes

There are many advantages of having clear, well organised notes: They give you an overview of the relevant material, talk, discussion They help you to learn key words or concepts more easily They help you to make links between topics They aid in your concentration and understanding They allow you to sum up arguments, information and ideas They are a memory aid for revision They are a reminder of the main points of a lecture, tutorial, journal article They are an important source of material for an essay or seminar presentation. They prompt questions and debate.

Types of notes
The three most commonly used types of notes are: Summary notes These are a mini-version of the material itself. Written in proper sentences, they have the appearance of a hand-written narrative. Most students tend to adopt this style when making notes and, if not careful, end up re-writing whole chapters! Skeleton notes Many people make these rough, brief notes when trying to take down their tutor's words in class. They use abbreviations, numbering, underlining, indentation of phrases and other such devices to speed up their notation and make the notes easier to re-read. These students are therefore beginning to select what is essential and to ignore what is mere flesh on the bones of an argument. They are also aware that the layout of the notes is important. Diagrammatic notes These are variously described as spray diagrams, concept tree systems, patterned notes and mind maps. These are the kinds of notes which force you to engage with your material, to think about it and to put into your own words the most important ideas which the writer/speaker is trying to convey. The secret of the success of diagrammatic note-making is that it forces you to see not only the whole `picture', the full sense of an argument, but all its component parts and the connections between one part and another. This is because you literally start with a central idea and build out, in a diagrammatic, organic way, the major ideas and supporting evidence which grow out of this. You end up with a `map' of a number of ideas/facts/principles all contained on one sheet of paper. The relationship between any idea and the central idea and other ideas is clear. Source: University of Nottingham, School of Education <http://www.nottingham.ac.uk/education/information-forstudents/learning-resources/key-skills.phtml?menu=ks&sub=ks> [Accessed 9 February 2005]

Storing your notes

When you have taken your notes you should file and store them so that you will have easy access to them when they are needed. The way you do this will depend upon the format that you have chosen, but remember the basic techniques of dividing up large topics into smaller ones. Dont simply divide your notes into modules, but break them down further. Any system of organising your notes has to be able to do a number of things: It has to allow you to know where the information came from in the first place; either a direct reference to the source on the notes, or a reference to a key. It has to allow you to store the information in a way which will be useful to you. It has to allow you to add notes easily to the system - if adding notes is too laborious, you will not only waste time doing it, but will be tempted not to do it at all! Above all, any system of keeping notes must allow you to find the information you want in the first place!

You could organise your hard copy notes in a number of ways. Here are a few examples: set up a card index system use a colour-coded system with different colours for each topic use a numerical or alphabetical code assigning different numbers to different projects.

You might find that you start with one system, and move to another as you go along, or use different systems for different kinds of information. It doesn't really matter, as long as you can find and retrieve what you need, when you need it!

Topic 2 Effective Note Taking

Objectives
At the completion of this topic you should be able to: Identify strategies for taking notes from reference material. Identify some hints for taking notes in lectures. Recall some abbreviations for common words/phrases.

Strategies for effective note taking from reference material

Note-making can be a very personal thing and there is no one right way of doing it. Here are some useful suggestions for effective note-taking from reference material. (See below for note taking from lectures). Always note the location of the source and the sections you have noted. Use an active reading technique before you start taking notes. Dont start to take notes until your second reading of material. Make notes of only the main points. Dont take too many notesbe selective by identifying the main points and the supporting details. To do this you will need to mentally separate out any examples or digressions from the main points. Put most notes in your own words, except for formulas and definitions and if you miss a point, write down the key words, leave a few lines and get the information from another student after the lecture Develop the ability to prcis (students invariably take too many notes). Look up any words or phrases you are unsure about, or ask someone to explain them.

Unless you are using quotes or images, write the notes in your own words wherever possible (see the note on plagiarism opposite). Employ a system of abbreviations that you understand. Use abbreviations (short forms of words) so you can write more information in less time. Try to be consistent with abbreviations so you can understand them later! Use a system for recording notes that you feel comfortable with. Possible methods include: annotating and highlighting the actual text use a coloured or highlighter pen to mark relevant sections on photocopied articles or internet printouts (but never on library books). schematic layout where notes are broken down using titles, headings and sub-headings, which are progressively indented and numbered or lettered. leaving a margin so that you can add additional notes and references later. mind maps also called spider or spray diagrams. These are more visual notes where the topic is written in the centre of the page, and other words and phrases are written elsewhere on the page with lines showing links between ideas. Notes like these are easy to add to and can help encourage creative thinking.

allow a wide margin, and space between sections for marking significant items, connecting points and writing in comments later write on one side of the paper only and use the other side for later additions to your notes, such as summaries, text references, questions; information from textbooks, tutorials and practicals.

Taking notes in lectures

Listen actively - if possible think before you write - but don't get behind. Be open minded about points you disagree on. Don't let arguing interfere with your note-taking. Raise questions if appropriate. Develop and use a standard method of note-taking including punctuation, abbreviations, margins, etc. Take and keep notes in a large notebook. The only merit to a small notebook is ease of carrying and that is not your main objective. A large notebook allows you to adequately indent and use an outline form. Leave a few spaces blank as you move from one point to the next so that you can fill in additional points later if necessary. Your objective is to take helpful notes, not to save paper. Do not try to take down everything that the lecturer says. It is impossible in the first place and unnecessary in the second place because not everything is of equal importance. Spend more time listening and attempt to take down the main points. If you are writing as fast as you can, you cannot be as discriminating a listener. There may be some times, however, when it is more important to write than to think. Listen for cues as to important points, transition form one point to the next, repetition of points for emphasis, changes in voice inflections, enumeration of a series of points, etc. Many lecturers attempt to present a few major points and several minor points in a lecture. The rest is explanatory material and samples. Try to see the main points and do not get lost in a barrage of minor points which do not seem related to each other. The relationship is there if you will listen for it. Be alert to cues about what the professor thinks is important.

Make your original notes legible enough for your own reading, but use abbreviations of your own invention when possible. The effort required to recopy notes can be better spent in rereading them and thinking about them. Although neatness is a virtue in some respect, it does not necessarily increase your learning. Copy down everything on the board, regardless. Did you ever stop to think that every blackboard scribble may be a clue to an exam item? You may not be able to integrate what is on the board into your lecture notes, but if you copy it, it may serve as a useful clue for you later. If not, what the heck -- you haven't wasted anything. You were in the classroom anyway. Sit as close to the front of the class, there are fewer distractions and it is easier to hear, see and attend to important material. Get assignments and suggestions precisely - ask questions if you're not sure.

Source: Virginia Polytechnic Institute and State University <http://www.ucc.vt.edu/stdysk/notetake.html> [Accessed 9 February 2005]

Some Common Abbreviations

There are some more common abbreviations that will be useful to use when taking notes. Word/phrase Including Increase Decrease less than greater than compared with with with respect to change Because Abbreviation Incl. < > cf w wrt U b/c

Try to create your own abbreviations for words you tend to use frequently.

Conclusion
Note taking is an important and useful skill during your university course. It is used in a number of ways, attending lectures and in summarising information from reference material.

References
Cornell University Note taking system http://people.ucsc.edu/~mwax/resume/write/rubric/cornellnotesy s/ [Accessed 8 February 2005] Department for Employment and Skills. Summarising information <http://www.keyskillssupport.net/resources/workbased/online/re source_sheets/C06.pdf> [Accessed 8 February 2005] University of Hawaii. Taking Notes <http://emedia.leeward.hawaii.edu/lrc/handouts/Taking_Notes.p df> [Accessed 7 February 2005] University of Nottingham, School of Education <http://www.nottingham.ac.uk/education/information-forstudents/learning-resources/key-skills.phtml?menu=ks&sub=ks> [Accessed 9 February 2005] University of South Australia. Making the Most of Lectures <http://www.unisanet.unisa.edu.au/learningconnection/students/ Lguides/lrngdes.asp#oral> [Accessed 7 February 2005] University of South Australia. Note Making from Reading <http://www.unisanet.unisa.edu.au/learningconnection/students/ Lguides/lrngdes.asp#oral> [Accessed 7 February 2005] Virginia Polytechnic Institute and State University <http://www.ucc.vt.edu/stdysk/notetake.html> [Accessed 9 February 2005] York University. Making lecture notes at university <http://www.yorku.ca/cdc/lsp/index.htm> [Accessed 8 February 2005]

York University. Note taking at university <http://www.yorku.ca/cdc/lsp/notesonline/note1.htm> {Accessed 8 February 2005]

Learning resources
Library You should check the library for references on writing skills. The following is an example of a publication that has been identified through this search approach. Carter, C., Bishop, J., and Kravits, S. L. 2005. Keys to effective learning: developing powerful habits of mind, Upper Saddle River, NJ : Pearson/Prentice Hall, (378.170281 Car/Kte) See also Workshops run by the Library: http://www.deakin.edu.au/library/services/students/library-skills-ug.php External FreeMind downloadable software. FreeMind is a free mind-mapping software written in Java. <http://freemind.sourceforge.net/wiki/index.php/Main_Page> [Accessed 21 February 2006]

Author details
Rob Connoley Lecturer in Teaching & Learning/Educational Developer Faculty of Business & Law Deakin University