User experience research (UXR) is an essential part of designing intuitive and impactful products. But even the most insightful interviews and usability tests are only as valuable as the notes you take. Capturing the right information effectively ensures your team can synthesize findings accurately and make data-driven design decisions. Here’s my best advice for mastering UXR note-taking.
1. Bring a Note-Taking Buddy
Whenever possible, have someone else take notes while you lead the conversation. This lets you fully engage with the participant and observe non-verbal cues like body language and facial expressions. If you’re solo, jot down impressions immediately after the session to retain key takeaways before they fade.
2. Choose Your Tool and Stick to It
There’s no one-size-fits-all approach to UXR note-taking. Some researchers prefer Notion, others like spreadsheets, and some stick to handwritten notes on Post-its. Find what works best for your team, but be consistent—using the same note-taking style across a study makes synthesizing the data much easier.
3. To Record or Not to Record?
Recording sessions can be invaluable, especially when you need to revisit key quotes or insights. However, always get consent before pressing ‘record.’ Even if you never rewatch the videos, having the recordings available can be a helpful safety net. That said, prioritize taking great notes during the session—rewatching hours of footage isn’t anyone’s idea of a good time.
4. Take Notes During (or Immediately After) the Interview
The closer you are to the moment, the more context you’ll capture. If you’re in a scheduled interview, take notes in real time. For impromptu conversations, record your thoughts as soon as possible—even if it’s just a voice memo. The longer you wait, the more context you lose.
5. What to Write Down
- Questions You Asked: This gives context to the answers you receive, helping others understand what prompted each response.
- Key Bullet Points: Capture the gist of each answer without needing a word-for-word transcript. This includes demographic and warm-up questions, which provide useful context.
- Word-for-Word Key Quotes: If something stands out as particularly insightful, controversial, or unique, try to capture the participant’s exact words. When in doubt, note the timestamp so you can revisit the recording.
- Body Language, Tone, and Facial Expressions: These non-verbal cues add crucial context to the participant’s words. Consider creating a team-wide key for common emotions, like using emojis for quicker note-taking.
6. What Not to Write Down
- Your Own Thoughts and Ideas: Your notes should represent the participant’s perspective, not your own. If a participant sparks an idea, jot it down in a side note or a separate document.
- Grey Areas: In usability tests, it’s okay to note action items for fixing bugs but use a clear shorthand to distinguish these from user feedback.
7. Avoiding Bad Data
- Don’t Lead the Witness: If you wrap up sessions with compliments or express excitement about your product, participants might mirror your enthusiasm rather than offer honest feedback.
- Watch for Absolutes and Future-looking Statements: Phrases like “I always,” “I never,” or “I would definitely buy that” can be misleading. Probe deeper by asking about specific past behaviors. No one can acurately predict what they'll do in the future!
- Be Skeptical of Feature Requests: Don’t take user suggestions at face value. Instead, dig into why they want the feature and what problem it would solve. Yes, you should build for your customer's needs - but they aren't the product team!
8. Delay Pitching Your Idea
The longer you can hold off on showing prototypes or pitching your concept, the more unbiased feedback you’ll receive. Once you introduce your idea, users’ attention shifts from their own needs to your solution. If you catch yourself slipping into pitch mode, it’s okay to pause and refocus on the participant’s experiences. (See: The Mom Test - required reading for my product teams!)
Conclusion: Transform Data into Insights
Great UXR notes are the foundation of actionable insights. By following these best practices, you ensure that your team can effectively synthesize research findings and create user-centric designs. Whether you’re conducting scheduled interviews or impromptu customer conversations, remember: accurate and detailed notes are key to understanding user motivations, pain points, and needs.
Need Help Turning UXR Insights into Great Designs?
At Serif Labs, we specialize in transforming user research into seamless, impactful digital experiences. If you’re ready to take your product to the next level with data-driven design, get in touch today. Let's build something users will love.
