Notes = memory of the project. Without them, you’ll forget things, miss details, and repeat mistakes. With them, you’ll always have clarity and proof.

Where to Take Notes (and What to Capture)

1. During Meetings
   1. What to note: Decisions, deadlines, task owners, blockers, unanswered questions.
   2. Where to put it:
      1. Weekly tracker → if the task is already in progress.
      2. Backlog → if the task will be worked on later.
      3. Issue log → if a problem with the existing application was mentioned.
      4. Personal note → for context, reminders, and your own follow-up.
         👉 Example: “Frontend to fix login bug (John), due Wednesday → added to weekly tracker. API timeout issue → logged in issue log.”
2. During Exploratory Testing
   1. What to note: Anything broken, confusing, or different from what you were told.
   2. Where to put it:
      1. Personal note → your record of what you observed.
      2. Issue log → to officially capture the problem.
      3. Comment in concept note → if you find a contradiction between what’s documented and what’s actually happening.
         👉 Example: “Password reset email not delivered after 3 tries → logged in issue log. Concept note says email should arrive instantly → added comment on that section.”
3. One-on-One Chats with Team Members
   1. What to note: How they see the project, problems they’re facing, updates on their work.
   2. Where to put it:
      1. Personal note → for context.
      2. Issue log → if a problem is mentioned.
         👉 Example: “Backend dev says API is delayed → logged in issue log. My note: may affect frontend timeline.”
4. On WhatsApp Group (Team Chat)
   1. What to note: Important updates, deadlines, shared files/credentials, blockers.
   2. Where to put it:
      1. Personal note → for reminders.
      2. Weekly tracker → for action items.
      3. Issue log → if a problem is reported.
         👉 Example: “QA said test environment down → logged in issue log. New task to check error logs → added to weekly tracker.”
5. From Emails
   1. What to note: Assignments, deadlines, files, any instruction.
   2. Where to put it:
      1. Weekly tracker → if it’s a current task.
      2. Backlog → if it’s for later.
      3. Issue log → if it’s a reported problem.
         👉 Example: “Client asked for report by Friday → added to weekly tracker. Found inconsistency in report template → logged in issue log.”
6. When the Founder Calls You
   1. What to note: Instructions, expectations, next steps.
   2. Where to put it:
      1. Personal note → immediate details during call.
      2. Weekly tracker/backlog → tasks after the call.
         👉 Example: “Founder said share test login with interns → added to weekly tracker. Reminder to onboard new intern → noted personally.”

The Rule of Thumb

1. If it’s a decision or task → tracker/backlog.
2. If it’s a problem → issue log.
3. If it’s context/info → personal notes (and update concept note if relevant).

Personal Ownership of Your Tracker

The beauty of this system is that it doesn’t need to belong to the whole team. It can be your personal property. That means:

1. You don’t have to share your tracker unless you want to – or unless people stop talking to you and you need visibility.
2. You can experiment with access settings: restrict who can view, who can edit, who can comment.
3. You can experiment with design: colors, layouts, columns, even automation.
4. You can experiment with process steps: maybe you add a stage before “Completed,” or a review step before “In Testing.”

👉 What I’m giving you is just a starter template – foundation for the way I currently do things. But it’s yours to play with. Improve it. Add new ideas. Try things out. The more you experiment, the more you’ll understand how project management tools work in real life.