Do you talk a lot? Do you use more words to express yourself than other people you know? While this might not be problematic in your home life, it can be a huge problem at work. People are busy and want you to get to the point. You sense them getting impatient, or backing away when you start a conversation (they know once they engage they will be there for a while). Neither, of which, is nice for you.

The way we talk is also how we write. If you talk a lot you will properly find writing concise notes hard too. If writing notes is a big part of your job, (nurses, doctors social workers, therapists, lawyers are just a few examples), then writing notes takes you a LOT of time. Plus, you want to include all the information to cover yourself  legally/company policy. You become overwhelmed with the backlog.

Catching up seems like it will never happen because every day more gets added to your pile. The answer to both of these problems is the same. Planning and headers. Both might sound too simple to work or boring and time consuming. However, this simple strategy does work, only takes minutes, yet save you hours.

Conversations

To keep conversations short and to the point, before approaching your boss or colleague or heading into a meeting:

1. Grab a piece of paper and write the title of the topic you want to talk about. This keeps you on topic.
2. Underneath jot down the key issues you want to address, no more than 5.
3. Under each key issue write the relevant points.
4. If linear thinking is hard for you, use a mind map to brainstorm the points. When you have it clear in your mind transfer the information to a list. Lists make you look more professional (I know! But that is a whole other topic).

Taking time to do this simple plan, will allow you to talk briefly and succinctly and keep you on task. It will make you look and feel professional and organized.You might even say to the person I want to have a quick conversation about X and these are the 5 things I want to cover. This helps them to gauge the length of the conversation.

Keeping your written words brief

Very similar principles apply when you are planning what to write in the official notes.

1. Before you write in the official notes, on a piece of paper list topics you want to document.
2. Under each key issue write the relevant points.
3. Using the above as a frame work begin expanding it in the official notes.
4. Different work environments have different rules for how the official notes should look.

However, if appropriate:

* Use headings. It helps you to stay on subject and easy for other to find what they need quickly.
* Use bullet points. You can get the key information out without taking time to form sentences.

5. If writing notes is a big part of your job, you are properly repeating the same things again and again… just in different parts of client/ patient notes. You don’t need to reinvent the wheel every time. Create a template for yourself for different topics that recur a lot in your line of work. This will save you tons of time and you can go home on time.