Keeping Track of Meeting Notes with Agenda


I love finding apps that make my life easier, but somewhere along the way I also developed a habit of trying to consolidate apps. Purpose-built apps were abandoned in favor of apps that could be used for multiple things. In doing that, I ended up with fewer apps that did most things but not all of them did everything all that well.

My desire to eliminate purpose-built apps went away after reading Take Control of Your Productivity by Jeff Porten. In his book, Porten mentions that it’s perfectly acceptable to use multiple purpose-built apps as long as you feel they’re the best tools for the job. After thinking about that point for a bit, I realized I still use plenty of purpose-built apps (OmniFocus for tasks, 1Password for logins, Paprika for recipes, and Pocket for long-form reading, etc), and they’re essential because they serve their purposes incredibly well. The key is not finding that one app that does everything but tying all of your best apps into one cohesive system.

I originally heard about Agenda and its new take on notes on Macstories around the time I was experiencing Note-Fail, so I decided to try it. I tried it a few times actually, but I had a hard time figuring out why I should use it instead of one of my other apps. Then I realized I was thinking about Agenda all wrong.

Agenda isn’t there to replace your everything bucket apps like Evernote or DEVONthink. It’s not there to replace your notes app, your calendar, your task manager, or your email either. Instead, Agenda is there to live on top of all of them as the glue holding your projects together. It compiles the narrative of a project from beginning to end, making sense of all the notes you’ve taken, meetings you’ve endured, tasks you’ve completed, and emails you’ve sent and received. With this shift in thinking, Agenda not only made sense, it became essential to my organizational system.

Browsing Agenda’s forums, it seems I wasn’t alone in my struggle of using the app, so with so many people trying to figure out how to use Agenda, I figured I’d share how I’m using it.

First off, Agenda’s primary function is to store what else other than my agenda notes. There are short dated bulleted lists and action items I take while in meetings. I’d already been keeping them separately within my organizational system for a while so it wasn’t too much of a stretch to move them to a separate app.

Within Agenda, I created 3 categories: Personal, Work: Current Projects for current one-off projects I’m collaborating on, and Work: Ongoing for regularly scheduled meetings pertaining to my roles at work.

Each category holds projects containing a collection of notes. In my old system, I’d either append my meeting notes to a single running document for recurring meetings or create individual notes for project-based meetings. With Agenda, every meeting gets recorded as its own note.

Within each project, I also have a pinned note at the top (a premium feature) titled Resources that holds links to related files and other items such as shared running agendas in Google Drive, corresponding projects within Omnifocus, or groups of resources in DEVONthink. Having the pinned Resources folder really helped me see Agenda as the central hub of my organization system that ties projects together rather than just being another spoke on the wheel of tools.

It’s also worth noting I use linking throughout the meeting notes I take, linking to Google Docs, resources archived in DevonThink, emails within Airmail, and data in any other app that supports linking in that way.

Now know having a project with linked notes isn’t particularly game-changing. I could easily have used Omnifocus’s notes field or a note in DevonThink to link everything together, and to be honest, I do just to make my life easier. but what sets Agenda apart is the ability to tie notes to a calendar event. Not only are my notes chronologically ordered within each project, I can also see my notes chronologically ordered across projects (e.g. view all my meetings on August 3rd). Agenda also supports tags, meaning I can type @NameofPerson to tag someone in a note, and then later find all notes with that person. When you’re working with people across projects, this is incredibly helpful.

Another feature of Agenda is a section called “On the Agenda”. You can set Agenda to add any new note to this section automatically. I use this more like a flag to keep notes on my radar until I’ve had a chance to copy any action items into OmniFocus.

In moving my agendas outside of DEVONthink, the only thing I needed to figure out was what to do with one-off projects once they’re completed. Typically I archived them into a Reference folder within my note-taking app, but Agenda does not have any archiving feature at the moment (although they say they’re working on it). I didn’t want to just delete everything either. Thankfully, Agenda makes it easy to export content. When a project is completed, I simply export the entire project as a single Markdown file (another premium feature) and import it into DEVONthink. Quite nicely, the exported Markdown file preserves all the links and even tags allowing me to open the file in an app like FoldingText maintaining all its functionality.

Photo by Thomas Martinsen on Unsplash


Tips and Tricks for Staying on Top of Meeting Agendas

Attending meetings is a necessary evil of my job. Thankfully, most of my colleagues see the value of having a running agenda stored somewhere in the cloud. Over the years, I’ve come up with a few best practices of my own that have helped save me time and keep me on top of my game.

1. Use Alfred to quickly launch agendas in the cloud

Agendas are great. Having to remember what every person decided to name the agenda just to find it isn’t. I can never quite remember if they decided to use “Catch Up”, “Running Agenda”, or “Meeting Notes”. I’ve solved the problem by making an Alfred workflow that opens the URL for the agenda by typing “agenda” followed by a descriptive keyword for the meeting that makes sense to me (e.g. agenda managers). The amount of time this saves me is honestly a bit mind-blowing.

2. Use Apple Notes or another notes app to store your own notes for the agenda

My colleages and I tend to use meeting agendas as shared notes and edit them throughout the meeting as things come up. However, I’ve started keeping my own running agenda for each meeting in Apple Notes. It’s nice to be able to look back over my own notes in one place rather than a myriad of Byword files. I’ve named all these something similar (e.g. Agenda Notes: Meeting Name) to avoid another complicated naming scenario as described in the last tip.

3. Add any action or follow up items to Omnifocus ASAP

As soon as I get back to my office, I make sure to review the agenda and my own notes making sure to capture any action items into Omnifocus for further action. This ensures nothing slips through the cracks before the next meeting.

4. Keep an agenda project in Omnifocus

Any time I think of something I need to discuss with someone that’s not immediately pressing, I add it to Omnifocus as a reminder to mention it the next time I see them. I name each item in the same format, “Person’sName: Action”, assign it to the @People context, and add it to my Agendas project (if it’s a work colleague). If I know the next date I plan to meet with that person, I’ll set a defer date as well.

When it comes time to meet with someone, I have one of two options for reviewing items to discuss with him or her: (1) view the @People context which has items involving both work and personal contacts or (2) view the Agendas project which only has work colleagues. Since every item includes the person’s name, I can search by name to narrow down the list to a specific person if need be. If an item up for discussion seems like it will warrant a lengthy discussion, I make sure to add it to the agenda before the meeting as well.