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How do you create and share visual summaries of meeting discussions and decisions?

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Visual summaries are powerful tools to capture and communicate the key points, outcomes, and actions of a meeting. They can help participants stay focused, engaged, and aligned, as well as reinforce the collective memory and accountability of the group. In this article, you will learn how to create and share visual summaries of meeting discussions and decisions, using graphic facilitation and visual aids.

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Ben Crothers

Principal Facilitator at Bright Pilots, ex-Atlassian, author of Presto Sketching, trainer. I turn creators into leaders.

1 What is graphic facilitation?

Graphic facilitation is a technique of using visual elements, such as drawings, icons, symbols, colors, and text, to facilitate a meeting process and support group dialogue. Graphic facilitators use large sheets of paper, flip charts, whiteboards, or digital tools to create live visual maps of the meeting content, capturing the main ideas, themes, questions, and agreements. Graphic facilitation can enhance the clarity, creativity, and collaboration of a meeting, as well as stimulate visual thinking and learning.

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2 How to prepare for graphic facilitation?

Before the meeting, it is important to plan and prepare your graphic facilitation strategy, materials, and space. You should define the purpose, objectives, and agenda of the meeting, and how graphic facilitation can support them. It is also important to choose the appropriate visual tools and formats for the meeting, such as templates, frameworks, diagrams, or charts. Additionally, you need to gather materials and equipment like paper, markers, tape, scissors, projector, or tablet. Lastly, you should set up the space in a way that allows you to see and hear the participants, as well as display and share the visual summaries. Make sure to consider the lighting, acoustics, and accessibility of the space.

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Ben Crothers

Principal Facilitator at Bright Pilots, ex-Atlassian, author of Presto Sketching, trainer. I turn creators into leaders.
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I learned quickly that if it's a hybrid meeting, then it might as well be an online meeting. It's important that everyone has equal access to what you as the graphic facilitator are creating, as well as equal access to what everyone else generates. For this reason, in hybrid meetings I make everything happen in an online collaboration space (like Miro, Mural, Figjam), and invite all contributions into that space.

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3 How to create visual summaries during the meeting?

During the meeting, it is important to listen actively, synthesize information, and create visual summaries. To do this effectively, use simple and clear visual language such as keywords, icons, shapes, colors, and connectors. Avoid jargon and acronyms. Incorporate different visual formats and layouts to organize the information, such as mind maps, timelines, matrices, or cycles. It is also beneficial to use different visual techniques to highlight important points, such as size, contrast, framing, or shading. Additionally, use different visual elements to show the relationships and dynamics of the information like arrows, lines, curves, or symbols. Finally, use different visual styles and expressions to convey the tone and mood of the information with fonts, colors or images. This will reflect the energy, emotion or atmosphere of the meeting.

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Ben Crothers

Principal Facilitator at Bright Pilots, ex-Atlassian, author of Presto Sketching, trainer. I turn creators into leaders.
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Keep an ear out for some sort of metaphor that a group uses; you might be able to incorporate this across all of your visual summary capture, such as a team in a boat, or in a hot air balloon, or on a path to a mountain, or breaking down and rebuilding silos.

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4 How to share visual summaries after the meeting?

After the meeting, you need to finalize, document, and distribute the visual summaries. To do this, review and refine the visual summaries for accuracy, completeness, and clarity. Additionally, you can add details, annotations, or embellishments to enhance the visual appeal and readability. Take photos or scan the visual summaries, and save them in a suitable format and resolution. You can also use digital tools to edit or enhance the visual summaries. Share the visual summaries with the participants and other stakeholders using email, social media, or online platforms. Additionally, include some context, feedback, or action points to accompany the visual summaries. Lastly, store and archive the visual summaries physically or digitally for future reference or use. You can also use them to create reports, presentations, or newsletters.

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Ben Crothers

Principal Facilitator at Bright Pilots, ex-Atlassian, author of Presto Sketching, trainer. I turn creators into leaders.
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Something I've learned the hard way: always try to get the best lighting for wherever you are capturing your visual summaries. A well-lit photo of a large chart can save you heaps of time in Photoshop afterwards!

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5 How to improve your graphic facilitation skills?

Graphic facilitation is a skill that requires practice, feedback, and learning. To improve your graphic facilitation skills, observe and learn from other graphic facilitators, either in person or online. Joining or forming a community of practice with other graphic facilitators can be beneficial for exchanging ideas, tips, and resources. Experimenting and exploring different visual tools, formats, techniques, elements, and styles can also help expand your visual repertoire and expression. Practicing and applying graphic facilitation in different settings, contexts, and purposes is key to mastering the skill. Seeking feedback and evaluation from participants and other stakeholders can help assess the impact and effectiveness of your graphic facilitation.

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Ben Crothers

Principal Facilitator at Bright Pilots, ex-Atlassian, author of Presto Sketching, trainer. I turn creators into leaders.
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Here's something I try to do after each gig: go back over what you drew, think about the content captured, and draw it again. How would you lay it out differently? What other graphic device would you use? More people and faces? This not only helps improve drawing technique, but it helps you pick up and store 'patterns' to use again, for how people talk, and how you synthesise and summarise.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Stefan Amport

Erfüllende Arbeit. - Deine Werte, deine St?rken, dein Erfolg. | Business Coach ICF/SCA
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Neben der reinen grafischen Moderation kann auch die Co-Kreation genutzt werden. In dem Sie Techniken einsetzen, bei denen die Teilnehmenden selbst aktiv werden k?nnen. z.B. gestalten, aufkleben, sortieren, aufzeichnen oder mit ganz anderen Materialien arbeiten. Sie müssen als Moderator:in dann die grafische Arbeit nicht übernehmen, sondern unterstützten die Teilnehmenden ihre eigenen Visualisierungen zu erstellen. Beispiele für diese Technik sind z.B. World Cafe oder Lego Serious Play. Co-Kreation funktioniert übrigens auch besonders gut im digitalen Raum, wenn gemeinsame digitale Boards eingesetzt werden.

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How do you create and share visual summaries of meeting discussions and decisions?

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1 What is graphic facilitation?

2 How to prepare for graphic facilitation?

3 How to create visual summaries during the meeting?

4 How to share visual summaries after the meeting?

5 How to improve your graphic facilitation skills?

6 Here’s what else to consider

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