For most legal professionals, days often move quickly, or at least that’s how it feels. One minute you log into your computer, and the next thing you know it’s 4:45 p.m. and you’re still responding to yesterday’s emails. With everything that’s happening—court appearances, drafting pleadings, and client meetings, to name a few—it’s no wonder many people have never paused to understand the importance of taking notes or to find what works best for them. Great notetaking isn’t just administrative clutter: It’s an essential skill that can make or break your effectiveness as a practitioner.

Let’s explore why notetaking matters more than you think—and which tools can make it faster, easier, and more effective.

More Than Just a Memory Aid

Notes often serve as vital pieces of the jigsaw puzzle that is your case. They can also minimize your risk of ethical violations and help avoid malpractice traps. Here are a few examples:

• Communications: Meeting with a client? That note you scribbled about their version of events may be an important part of your strategy moving forward. Detailing contact with non-clients will also help determine possible conflicts down the road.

• Case Strategy: As matters evolve, your notes help piece together timelines, track new facts, and identify gaps. This strategic application could be especially important during depositions or court appearances.

• CYA Factor: If something goes sideways, your notes might be a reliable record of what was said and done—and when. Think of them as your personal paper (or digital) trail.

Notetaking Styles: Find Your Flavor

Everyone takes notes differently. Some people prefer paper; others are digital-first; still others are partial to dictation. The trick is to choose a system that matches your style and integrates easily into your legal workflow. Your method might differ depending on the situation. For example, you may prefer to take handwritten notes if meeting with a client in person, whereas a Word document or AI-enabled notetaking feature could work best if meeting via videoconference. The following tips will help you develop a consistent and effective notetaking system.

1. Add a section to your office procedures manual on notetaking. If you don’t already have an office procedures manual, create one!  Our practice aid with helpful information for creating the manual will get you started. Include as much detail as possible to ensure all scenarios are covered. Here are some considerations:
   1. Which notetaking device do you plan to use for each circumstance? (E.g., paper for in-person, Word for videoconferences.)
   2. Who reviews notes and where are different types of information saved? (E.g., receptionist sends notes from client calls to attorney via practice management notes section.)
2. Explore alternatives to the legal pad. According to a recent survey, 84% of attorneys reported taking handwritten notes either constantly or several times a day, with the preferred medium being the traditional legal pad.[1] Although most lawyers still default to the classic yellow, lined paper, more than half said they’ve considered other options:
   1. 1. ePaper or tablets. These are great for people who like to handwrite but want to store notes digitally. Depending on the device, you can convert handwriting to text, save and organize information into popular cloud storage options like OneDrive, and annotate PDFs. ePaper—also known as eInk or eNotes—is an electronic tablet used for writing. Think of it as an infinite stack of paper. It differs from tablets like Apple’s iPad because it’s built to look and feel like real paper, making it easier on the eyes. Popular brands include ReMarkable (https://remarkable.com/) and Supernote (https://supernote.com/). While similar to ePaper in some ways, tablets are generally more versatile and provide a wider range of features. For example, some tablets are made for reading, such as Amazon Kindle, while others are designed for multiple uses, like the iPad. Other than Kindle, most tablets can perform a variety of functions in addition to notetaking and essentially are meant to be smaller, more lightweight laptops. Popular options include the Apple iPad and Samsung Galaxy S10 Ultra.
          
      2. Notetaking application or practice management software. If you prefer to type your notes, consider a notetaking app such as OneNote or Evernote. These programs are built for notetaking and send you leaps and bounds beyond a Word document. They can help you organize notes by case, with multiple tabs at the top and on the side for various levels and subcategories of information. If you are shopping for a practice management software program, some have built-in notetaking features, allowing you to keep notes tied directly to the client file and minimize the number of places client information is stored.
          
      3. Dictation. If dictation is your preferred method, Dragon Anywhere is a popular option. It can be downloaded to your desktop computer and other mobile devices. Otherwise, many software programs—Microsoft Word, for example—now have built-in dictation.

Making Your Notes Actually Useful

Taking notes is great, but they’re only useful if you can find them later. A few tips to make your notes work harder:

• Be Consistent: Use a standard format (date, client name, subject) so you don’t lose track. Keep your notes in as few locations as possible. Even if you use different methods for different circumstances, such as legal pad for in-person or Word document for videoconference, make sure you keep locations to a minimum and name notes consistently and in a manner that makes sense for easily finding and reviewing later.
• Tag and Categorize: Many apps let you tag notes. Use tags like “hearing prep,” “client meeting,” or “follow-up.”
• Review Regularly: Build 10 minutes into your Friday to scan your week’s notes. This regular practice will keep tasks from slipping through the cracks.

Ethical and Security Considerations

Legal professionals deal with sensitive information, so whatever notetaking method you choose, make sure it’s secure and confidential. Wherever you are storing the information, ensure it is protected. For example, use encrypted apps if storing notes digitally. Avoid storing notes in personal, non-password-protected devices.

Final Thoughts: Your Future Self Will Thank You

The right notes at the right time can lessen your chances of committing malpractice and protect your reputation. Investing just a little effort in the right tools and habits can turn your notetaking into one of the most valuable parts of your legal practice. So grab that stylus, open that app, or click that pen, because the best attorneys always take note.