In the workplace, when faced with various problems and challenges, note-taking is not just about passively recording information. It’s a vital tool to clarify your thinking, analyze issues, find solutions, and ultimately drive results. Mastering scientific note-taking methods can help you solve problems more effectively, improve work efficiency, and gain recognition from colleagues and leaders.
This article will explain practical note-taking skills for the workplace, showing you how to use notes to organize your thinking, build a problem-solving framework, and finally produce high-quality solution reports.
The Real Purpose of Note-Taking: To Solve Problems, Not Just Record Information
Many people take notes simply to jot down what happened. But the core goal of workplace note-taking is “to solve problems.” This means that note-taking should be an active process that supports your thinking. Use notes to aid your analysis by leveraging visual charts and process flows to break down complex issues into clear, actionable steps.
Key Recommendations: Think While You Write, Keep Reporting in Mind, and Connect Problems and Solutions with a Storyline
Good notes at work usually have three characteristics:
- Think as you write — let your notes be an extension and carrier of your thoughts, evolving continuously.
- Aim for results — always keep in mind the idea of “reporting to a third party” and think about how to communicate content clearly and concisely.
- Use a storyline approach — organize notes with a logical flow like a story (introduction, development, transition, conclusion) so problems and solutions have clear context and layers.
Clever Use of Three Types of Note Tools
The book suggests preparing three different notebooks to handle different stages of problem-solving:
- Lined notes: For collecting information quickly and easily.
- Grid notes: For organizing problems, drawing charts, and dividing modules.
- McKinsey notes: For presenting results with logically structured tables, ideal for reports and presentations.
I personally use a single notebook but differentiate these three note types by different formats and steps, saving space and making retrieval easier.
Four Universal Steps to Solve Problems Using Notes
No matter the problem, the note-assisted thinking process generally follows these four steps:
- Define the problem
- Propose solutions
- Validate the feasibility of solutions
- Form the final plan
Let’s use the classic example from the book — “Poor sales of product A” — to break down how these four steps are effectively executed through note-taking.
Step 1: Identify the Real Problem
Start by using lined notes to gather relevant information. During collection, it’s best to classify data with the “2W1H” method:
- Where? (Where is the problem occurring?)
- Why? (Why is it happening? What are the causes?)
- How? (How can it be solved? What are the countermeasures?)
In the case of “Poor sales of product A,” don’t just focus on where sales are low, but collect data from different cities, sales channels, customer feedback, etc. Then categorize and summarize the data, focusing on the true “Where.”
For example, if sales at urban specialty stores are significantly below expectations, this detail points to the real problem being “the sales approach at urban specialty stores.” Pinpointing the key issue allows targeted efforts.
Step 2: Propose Preliminary Solutions
After gathering information, use grid notes to organize problems and build hypotheses. The “empty umbrella” chart method can be applied here, recording “facts,” “explanations,” and “actions” separately to clarify the logic.
Label your hypothesis precisely, such as “Should we increase sales efforts at urban specialty stores?” Use the chart to group supporting and opposing information for rational analysis.
The key here is to create specific, concrete labels rather than vague ones. Instead of “increase sales,” say “should we strengthen sales support at urban specialty stores.”
Step 3: Validate the Feasibility of the Solution
Proposing a solution is only the beginning; you need to verify its feasibility. Prepare a list of questions applying the “2W1H” principle continuously:
- Where: In which scenarios and scopes is the solution applicable?
- Why: What theoretical and factual evidence supports the solution’s effectiveness?
- How: How can the solution be implemented and executed?
During on-site investigation, keep asking “why” repeatedly until you uncover the root cause. For example, regarding “poor sales of product A,” persistent questioning might reveal that the lack of product samples for trial is a key factor.
Step 4: Form the Final Plan
Once validated, summarize and finalize the solution clearly. Two methods can be used:
- Bullet point note method: Write a problem summary on the left and use dots “·” on the right to list claims, factual basis, and reasons, ending with an action plan.
- Pyramid table method: Place the main claim at the top and support it stepwise with reasons and facts below, forming a tightly structured argument.
I usually combine mind maps to adjust the logic, ensuring the content is complete and coherent — making it easier to report to supervisors and communicate with the team.
Summary and Extension: Mastering the “Three Note Types” for High-Quality Reporting
Using this “three notebooks + four-step process” method, you can break down complex problems into clear modules, analyze and validate solutions scientifically, and report results with clear logic and structure.
Although it seems like three separate notebooks, what really matters are the three chart tools and various logical thinking methods behind them. Mastering these not only boosts your thinking skills but also strengthens your persuasive communication.
Tips: How to Incorporate Note-Taking Skills into Your Daily Work
- Regular review: Summarize notes daily or weekly, identify key points and challenges, and adjust plans promptly.
- Flexible use of tools: Combine digital note apps (like Notion, OneNote) with traditional paper notes to enhance efficiency.
- Multi-dimensional thinking: Try analyzing problems from various angles in your notes to avoid fixed thinking patterns.
- Proactive sharing: Regularly share your notes with your team or supervisors to establish a positive communication feedback loop.
Master this practical note-taking method, and you’ll find solving problems is no longer confusing but instead systematic and logical. Continuously optimize your note-taking process, build your own efficient thinking system, and become more confident and capable facing workplace challenges.