For over a decade, Engage Delaney and Fuselight Creative have worked together to support clients with thoughtful engagement which leverages graphic recording and/or patient journey mapping. We thought giving a spotlight on graphic recording and how we work together could help others who were thinking of exploring this highly-visual and interactive engagement method. Here are the insights and reflections from Tanya Gadsby of Fuselight Creative.
Tanya, in a nutshell, what is graphic recording?
Graphic recording is when a graphic recorder (sometimes called a “scribe” or “visual note taker”) is listening to a discussion, a presentation, or a keynote and drawing it in real time, creating a highly visual organized “map” of the conversation. This is usually done on a large poster, but it can also be drawn digitally and projected in the space.
By capturing and organizing ideas in real time, the graphics become a facilitative tool. They validate ideas shared in the room, help make connections between concepts and serve as a visual record of the discussion.
What engagement setting or objectives are best for graphic recording?
Graphic recording really shines during complex dialogues where a lot of ideas are being shared and you need to pull it all together into key themes and actions. Any time the dialogue is non-linear, graphic recording is an excellent tool for making sense of it.
For example, many meetings have breakout groups having simultaneous conversations and coming up with ideas. Graphic recording can be used to capture the top ideas from each group and visually show how they link to the bigger objectives. This article outlines how to use the graphic recorder as “sense-maker” in these spaces.
We also use graphic recording to help map out complex systems or experiences, and advocate for sustainable change, such as in patient journey mapping.
Patient journey mapping is a facilitated process of bringing together patients to map out their experience of care – what is working, what is not working, and ideas for improvement. A facilitator leads the group through a series of questions, and the graphic recorder maps out the conversation using a structured template or metaphor. The group provides direction on what is captured, including additions, changes, and wording fixes so the map is an accurate reflection of their feedback. The map is then used to inform decision makers on changes that need to be made and why. See some of our journey mapping work here.
Is there a time you would not use graphic recording?
What makes graphic recording “not a good fit” is when it’s not integrated into the conference, and there’s no opportunity for engagement with the audience.
For example, I’ve been to meetings where the agenda was so packed that participants barely had time to grab a coffee or lunch, let alone review the graphic recordings. The structure of the meeting has to allow for people to engage with the graphics and provide their own insights to be included on the graphics.
Graphic recording is also not intended to replace detailed note-taking. While it can capture complex ideas and details, it’s not as effective for documenting every word or technical detail during fast-paced presentations—that’s what slide decks or transcripts are for. Instead, graphic recording adds value by summarizing key points, identifying patterns, and visually connecting ideas to the broader goals of the session.
What do clients need to do to get the most out of the process?
Graphic recording delivers the most value when it’s not just viewed as an “end product” but an engagement opportunity for your audience. Some of my favourite examples:
- Include the graphic recording as part of the reflection process at the event, such as having the graphic recorder walk through the graphic periodically throughout the meeting to summarize what we’ve heard, actions we’ve set, and invite further feedback or changes to the graphics.
- Encourage people to bring their observations and insights to the graphic recorder so it can be added to the graphic, and the visual becomes a co-creation of many voices.
- The graphic recorder can prepare visual templates to help groups organize their ideas during breakout discussions.
- Have a plan for using the graphics afterward. Whether it’s distributing the graphics promptly after the meeting, bringing them to future gatherings to walk through actions, or turning them into clickable graphics or animations.
Do you have any pre-planning tips on how to plan for a great in-person or virtual session?
The biggest missed opportunity I see when people are organizing meetings is they try to push too much information at their audience and fail to build in time for conversation, idea sharing, and connection.
When your agenda has back-to-back presenters, panels, and keynotes, with zero interaction with the audience beyond a 10-minute Q & A, what’s the point of people attending the meeting? Why couldn’t they just read the report after the session, or watch the video recordings?
When we bring people together in a meeting, it’s a huge opportunity to gather group wisdom, build connections between people, and make it an interactive experience. Graphic recording & facilitation is a key component to this.
What kind of budget and timeline should folks plan for when considering graphic recording?
Preparation is key to graphic recording delivering the most value. A skilled graphic recorder doesn’t just “show up and draw” at your meeting. In order to accurately capture the conversation, they need an understanding of your content (especially if it’s technical!), your objectives, and how best they can adapt their work to support your audience. We often share sketches of proposed metaphors or structures for the graphic ahead of time with clients to ensure it’s a good fit, and so the facilitator knows how to work with the graphics.
This all means reaching out at minimum 2-3+ weeks before your event, not two days before!
Rates vary between graphic recorders, and are reflective of skill level and experience. Our FAQ page lists average rate ranges of graphic recorders in Canada.
What is your role vs say, Jessica or another facilitator?
The facilitator is responsible for designing the session and managing the dialogue, whereas the core of my role is listening. I’m listening to many inputs in the room – the presenters, the audience, breakout groups, energy and emotions …. and making sense of it all in one image. Graphic recording “makes the intangible tangible” because we’re putting ideas, feelings, and actions on paper in an organized and visual way.