Write better business notes
5 frameworks for faster work
This page was machine-translated from Japanese. Read the Japanese original
"I should have taken a note, but when I look back later, I don't know what's written" - Have you ever had such an experience? In the business field, the quality of the memo is directly related to the speed and accuracy of the work. In this article, we will introduce the 5 framework that can be used in 3 situations of meetings, business negotiations, and daily reports.
Systematize how to write business memos with 5 frameworks. ( 1) 5W1H Organize the main points after the meeting without omission in the memo, (2) Make a habit of writing from the conclusion with action first, (3) Record BANT information reliably with the golden template of the business negotiation memo, (4) 1 line memo → Don't spill ideas in the clear book workflow, (5) Make looking back into the habit with the 3 line daily report. In addition, the use of digital and handwriting, and the efficiency techniques using SimpleMemo are also explained.
What is a business memo - Why is "how to write" important
A business memo is a document for concisely recording and sharing work information. Meeting minutes, business meeting points, task reminders, fragments of ideas - all are included in business notes.
However, many business people are not aware of the difference between "taking notes" and "writing notes that can be used". Memos that only copy what you have heard will not lead to action even if you look back later.
3 features common to excellent business notes:
- Actionable — "What to do next" is clear after reading
- structured — Information is organized along the framework
- Searchable — You can quickly find "that memo" at a later date
By contrast, a typical example of an unhelpful note is a jumble of scribbles. A note containing only keywords, with no date, time or context, will be no easier to understand than ciphertext after 1 week.
All of the 5 frameworks introduced in this article aim to be "memos that can be used from the moment you write them". There are no difficult techniques. Just by writing along the template, the quality of your notes will change dramatically.
In addition, if you are considering which app to manage your business notes, please also read the article Business Memo App Recommended 7 Selection. In this article, we will specifically explain "how to write".
Framework 1: 5W1H Memo - Organize the main points after the meeting
Immediately after the meeting, "What was decided in the end?" Do you ever think so? The most common failure in meeting memos is to become a "memo of speech". Even if you record who said what, it makes no sense if you don't know the next action.
5W1H Memo is a framework for recording the meeting's decisions and action items without omission.
5W1H Memo tips:
- Record only decisions in real time during the meeting
- Be sure to write person in charge and deadline on the action item
- Write up the notes within 5 minutes of the meeting, while your memory is fresh.
- Specify the pending items and ensure that they are connected to the next agenda
More detailed meeting memo templates are introduced in How to write meeting memo templates 5 selection.
Framework 2: Action First — Conclusion → Background → Next Step
The most important principle in business memos is "conclusion first". As with reports and emails, by writing notes from the conclusion, readers (including your future self) can grasp the main points in an instant.
The action-first framework consists of only 3 elements:
The strength of this framework is high versatility. It can be used not only for meeting memos, but also for all situations, such as reporting to the boss, handover memos, and task memos for yourself.
3 rules to make action first a habit:
- Be sure to write "what to do" on the 1 line of the memo
- The background fits within bullet points 3
- The next step is numbered in time series
Work Efficiency Memo Technique 7 Selection also explains in detail the idea of Conclusion First.
Framework 3: Golden Template for Business Meeting Memos
Business meeting memos are a particularly important category among business memos, where "how to write". Because the quality of the business negotiation memo affects the order rate as it is.
There are no salespeople who do not take notes during business negotiations, but there are many people who do not systematize "what to write down". It is a pattern that you try to enter it into the CRM after returning to work and realize that "I forgot to ask the most important thing".
business negotiation memo is based on the BANT framework and adds information specific to business negotiations:
Points of business meeting memo:
- Record the temperature feeling at the 5 level (helpful when looking back on business negotiations later)
- quote the other party's statement as it is ("I want to show the demo in-house", etc.)
- Competition information must be recorded (required for proposal customization)
- Be sure to enter date in the Next Action
For articles that dig deeper into how to write business meeting notes, please see Guide on how to take business meeting notes.
Framework 4: 1 Line Memo → Clearing Workflow (Application of Captio Formula)
Ideas and insights at work do not arise only while you are sitting at your desk. While traveling, in an elevator, or after lunch—ideas that come to mind unexpectedly are often especially valuable.
However, when I tried to write a "proper note" at that moment, it took too long and I didn't write it in the end. This is the biggest problem.
The solution to this problem is "1 line memo → clear book workflow". Originally, it was a method inspired by the idea of "mail addressed to yourself" of the Captio app, and separates notes into the 2 stage of capture (capture) and processing (organization).
Step 1: Capture (time required: seconds)
The point is that you don't have to write a sentence. Only keywords, stop body language is OK. The important thing is the fact that I "wrote".
Step 2: Clearing book (Time required: 1 day 1 times, 15 minutes)
1 At the end of the day, or the next morning, look back at the accumulated 1 line memo and clear it:
1 line memo → Advantages of clear book:
- The psychological hurdle of the memo is dramatically lowered(1 just write a line)
- Decrease the number of ideas spilling
- In the process of clearing, thoughts are organized
- Separating capture from thinking improves the quality of both.
This workflow is fully consistent with the design philosophy of SimpleMemo's "0.4 second start (iPhone 16e, actual measurement of warm start) → instant memo → email transmission" The faster the capture speed, the less spills there will be.
Framework 5: Daily Report Memo (3 Daily Report)
Daily reports have become a "cumbersome obligation" for many business people. Formal work to submit to the boss - isn't that how most people feel?
However, if you use the daily report as a "memo for yourself", it will be useful to look back on your work. The problem is that the traditional daily report is "too long".
3 Daily Report is a framework that completes the daily report with only one 3 item:
Is this all? You may think so. However, by condensing it into this 3 line, several important effects are created:
- The hurdle for writing is extremely low — 3 lines can be written in 2 minutes. That's why I can continue every day
- "Awareness" is accumulated - 1 If you look back at the "awareness" for a month, you can see the pattern
- You can automatically prepare for the next day — Start the morning faster by writing "To do tomorrow"
- It will be easier to review weekly and monthly - You can list the results during the period just by looking back at the daily report
3 Tips for continuing the daily report:
- Write every day at the same time (e.g. 5 minutes before the end of work)
- Don't aim for perfection——3 line only
- "Notice" is OK even if emotion and discomfort (such as "today's meeting was too long")
- Take time to look back at 5 days on the weekend
Digital vs Handwriting - Distinguishing Business Memos
"Which is better, digital or handwritten business notes?" - This is an eternal debate, but the correct answer is " use it according to the situation".
| Item | Digital Memo | Handwritten memo |
|---|---|---|
| Speed | People who type fast are overwhelming | Drawings and rough sketches are fast by handwriting |
| Searchability | For a moment in the full text search | Need to search visually |
| Memory consolidation | Slightly weak | It is easy to remember by moving your hands |
| Share | Copy and paste to share immediately | The trouble of taking pictures occurs |
| Organize and edit | Easy to sort and add | A clear book is often required |
| Properness of the scene | Meetings, business negotiations, daily reports | Brainstorming, mind maps, studying |
Recommended use:
- Conference Memo → Digital: Action items can be transferred to task management as they are
- Business meeting memo → Digital: Smooth transfer to CRM. You can check it on your smartphone while moving
- Brainstorming → Handwriting: Pen and paper work best for free-flowing ideas
- 1 Line Memo → Digital (Smartphone): Instant capture anytime, anywhere
- Daily report → Digital: Accumulate and use it for search and review
What matters is that handwritten notes also end up in one digital place. Photograph your handwritten brainstorming notes, store them digitally and write the clean version digitally. This hybrid routine of “handwritten capture → clean digital copy” is the most efficient note-taking method for today's business people.
If you are wondering how to choose a memo app, you can check the recommendations by purpose in the mo app comparison guide.
How to streamline business notes with SimpleMemo
The 5 frameworks introduced so far can be practiced with any tool. However, the faster the memo capture speed, the higher the effectiveness of the framework.
Captio's "mail addressed to yourself", SimpleMemo is excellently compatible with business memos. I will introduce a specific usage method.
Utilization method 1: 1 line capture during the meeting
You don't have to write everything down during the meeting. Capture only decisions and action items line by 1 with SimpleMemo and send them to your email. After the meeting, write in the mailbox according to the 5W1H template.
Utilization method 2: Temperature sensor memo immediately after business meeting
The moment the business meeting was over, in 30 seconds waiting for the elevator, "Temperature feeling ★ 4, Director Tanaka wishes to demonstrate, security confirmation required" and 1 line memo. Clean the book to CRM on the train on the move. You can start writing in 0.4 seconds from the tap (iPhone 16e, actual measurement of worm activation), so you can leave a note as soon as you leave the other person's office.
Utilization method 3: Automation of 3 line daily report
If you write the daily 3 daily report with SimpleMemo and send it to yourself, the daily report archive will be automatically accumulated in your mailbox. Just search for emails on weekends and at the end of the month to complete the review materials. If combined with the filter function of Gmail, automatic classification is also possible with a label dedicated to daily reports.
Utilization method 4: Prevention of spillage of ideas
The "1 Line Memo → Clear Book Workflow" of the framework 4 is the design philosophy of SimpleMemo itself. During commuting, lunch, before going to bed - open the app the moment an idea comes to mind (0.4 seconds, iPhone 16e, actual measurement of warm activation), write 1 lines and send (one tap). Even if you add time to write, it's only a few seconds.
5 Frameworks - Summary of use by scene
| Framework | Optimal scene | Time required | Difficulty |
|---|---|---|---|
| 5W1H Memo | Organizing the main points after the meeting | 5~10 minutes | low |
| Action First | Report, handover, task memo | 2~5 minutes | low |
| Business negotiation memo (BANT) | Sales and business negotiations | 10~15 minutes | Middle |
| 1 line memo → clear book | Capture of ideas and awareness | Seconds+15 minutes/day | low |
| 3 Daily Report | Everyday looking back | 2~3 minutes | low |
Let's start with 1 first. 5 You don't have to start everything at the same time. The recommended order of introduction is:
- 3 Daily Report (2 minutes every day, the lowest hurdle)
- Action First to the report memo
- 5W1H MemoI will try to use it from the next meeting
- 1 Line Memo → Clear Book Make idea capture a habit
- Business meeting memo Introduction of the BANT template
Frequently Asked Questions
Should I write business notes in bullet points or sentences?
Basically, we recommend bullet points. The purpose of business notes is to "convey information quickly and lead to action". If you write in writing, it will take a long time to read, and the main points will be buried. However, let's record the other party's statements and nuances important information in short sentences.
I don't have time to take notes. What are the tips for taking notes during the meeting?
The trick is not to try to write everything. During the meeting, please record only decisions and action items (who, what, by when). There is no need to record the statement word by word. In addition, it is also effective to use the "1 line memo" method of the framework 4, to write only the keywords in bullet points and write them in 5 minutes after the meeting.
Which should I use in business, a paper notepad or a smartphone app?
The best approach is to choose by situation. For notes you will search or share later, such as meetings, sales conversations and daily reports, digital wins. For free thinking, such as brainstorming and mind maps, handwriting works well. What matters is that handwritten notes also end up in one digital place. Set up a flow of handwriting → photo → clean digital copy.
Do I need to remember all the 5 frameworks?
No, It's enough to start with 1. First of all, we recommend that you start with "3 Daily Report". Because you can write 2 minutes every day, it is easy to continue, and you will acquire the habit of looking back. Once you get used to it, let's gradually increase the framework to use, 5W1H for meeting memos and BANT template for business negotiations.
