Graphic recording is a way to ensure that strategic meetings do not end with fleeting words alone. Thanks to visual notes, the most important decisions and ideas are captured in one place and remain with the team for longer.

You will surely agree that strategic meetings can be truly intense, filled with important decisions and new ideas. However, after a few days, many arrangements fade from participants’ memories, and written notes rarely reflect the entirety of the discussion. Unfortunately, it is difficult during a meeting to capture all the key facts and filter out less useful information. Graphic recording – that is, visual note-taking – helps to organise and preserve the most important threads of the meeting.

In this article, we will show you how this method works in practice and why more and more companies are using it during business meetings, internal presentations, consultations, and discussions.

What is graphic recording and how does it work during strategic meetings?

Let’s start by explaining what graphic recording actually entails. It is the visual documentation of a meeting, usually carried out in real time. The person responsible for this process is known as a graphic recorder. This individual listens to the discussion, identifies the key points, and translates them into clear drawings, diagrams, and keywords (we will return to the skills of this specialist shortly).

The result of their work is a large board (either analogue or digital) that summarises the most important decisions and shows the connections between topics.

Graphic recording, sometimes referred to as visual recording, captures the flow of conversation and key points in real time through images and keywords.

In practice, graphic recording can be used during both in-person and virtual meetings. The visualisations are created in front of the participants, increasing their engagement and making it easier to follow the course of the conversation.

Does graphic recording have to be limited to live sessions?

It is increasingly common for a graphic recorder to prepare a visual summary after a meeting has finished, based on recordings, notes, or materials provided by the team. This approach allows for a calm analysis of the content, selection of the most important themes, and the creation of a more considered and refined board, which can later be shared with all participants or used in internal communications.

What is our view on this?

In our opinion, both approaches – working in real time and creating summaries after the meeting – can (and are!) successfully used in practice. They can complement each other, depending on the needs of the team and the nature of the event.

Why does graphic recording increase the effectiveness of strategic meetings?

You are probably interested in the reasons for using this method to summarise the key points and decisions from a meeting. We have prepared several arguments and benefits that will certainly encourage you to consider this approach at your next business meeting or with your own internal team. So, why does graphic recording increase the effectiveness of strategic meetings?

Facilitates understanding of complex topics

Strategic meetings often involve numerous threads and dependencies that are difficult to capture in traditional, text-based notes. Graphic recording translates these complex issues into clear drawings, diagrams, and mind maps, allowing participants to quickly see how individual elements are connected.

Visualisations help to reveal links that are easily overlooked in verbal form, and also make it easier to solve problems together and make decisions.

Visual metaphors are often used in graphic recording to simplify and clarify abstract or complex concepts, making them more accessible to all participants.

Supports focus and engagement

Live or online visual note-taking enables participants to see their ideas being immediately recorded and organised. This approach keeps the group’s attention throughout the meeting, even if it lasts several hours.

This method ensures that spoken ideas are immediately captured and transformed into visual content, which increases their impact and retention.

When participants observe their contributions becoming part of a shared visual summary, they feel more engaged and are more willing to speak up. After all, who wouldn’t want their opinion, idea, or “golden thought” to be captured and preserved in a graphic? It’s quite a distinction! This leads to better meeting dynamics and encourages creativity.

Improves retention and understanding

People remember images much better than text – this is confirmed by scientific research as well as everyday experience. Presenting information visually makes it easier to absorb and recall later. Thanks to graphic recording, important decisions and ideas stay with the team for longer, and the completed board can serve as a reference point during future meetings.

Visualisations also reduce cognitive load. Instead of focusing on remembering details, participants can better analyse and connect ideas.

Makes summarising and follow-up actions easier

At the end of the meeting, the graphic recording remains as a clear board summarising the key conclusions and decisions. The completed visual board highlights the key insights and decisions that emerged during the meeting. This material can be easily shared with the entire team, revisited during implementation, or used as a basis for further strategic actions.

The outcomes of the meeting will not be lost in the rush of everyday tasks, and your team will have a clear point of reference for future work.

How does graphic recording work in practice?

The process of graphic recording begins with preparation. The graphic recorder learns about the subject of the meeting and the client’s expectations. During the event itself, drawings and notes are created in real time on a large sheet of paper or a digital tablet. Participants can observe this process, which helps them to concentrate better and motivates them to take an active part.

After the meeting, the completed board is handed over to the client, increasingly in a digital version, which can be easily shared with the team and with those who, for various reasons, were unable to attend the meeting.

The most important differences between graphic recording and traditional note-taking

Graphic recording differs from traditional methods note-taking primarily in the form of communication. Instead of long, linear written records, graphic recording combines images, symbols, colours, and short keywords. As a result, the message becomes clearer and more engaging, and meeting participants can follow the creation of the visualisation in real time.

Visual notes make it easier to understand even very complex topics. Diagrams, mind maps, and icons allow you to quickly see the connections between different threads, which is much more difficult with traditional written notes.

The visual summary created during the meeting serves as a group memory, allowing the team to revisit and build upon previous discussions.

What else? Written notes are often detailed, but for that reason, less readable. Would you agree with us? We have often found ourselves how easy it is to lose the most important points or miss connections between ideas in them.

By combining images, symbols and keywords, graphic recording creates a visual narrative that guides participants through the meeting’s main ideas and decisions.

Graphic recording also supports the retention of information. The finished graphic board after the meeting is easy to share and can serve as a clear summary that the team can refer back to during the implementation of arrangements. In the case of traditional written notes, returning to previous arrangements is more difficult and takes more time.

We would also like to draw your attention to the dynamics of the meeting. Graphic recording creates an interactive atmosphere – participants see how their ideas are immediately visualised, which motivates further participation and sharing of opinions. Written notes are less visible and are rarely used during the meeting itself, so their impact on group engagement is, of course, much smaller.

What media do graphic recorders use?

The answers to these questions can vary, as graphic recording can be carried out in both analogue and digital forms, and the choice of medium depends on the nature of the event and the client’s preferences.

In the traditional version, graphic recorders most often work on large sheets of paper or foam-core boards, which are placed in a visible spot during the meeting. Whiteboards are also frequently used, as they work very well in offices, conference rooms or during workshops – they allow for quick drawing and making changes on the spot.

Digital graphic recording, carried out on tablets or interactive screens, is also becoming increasingly popular. In this case, the visualisation is created in real time, and its effects can be displayed to participants as the meeting progresses – for example, via a projector or by sharing the screen during an online meeting.

After the event, the client receives the finished materials in the form of high-quality digital files, which can be easily shared with the team, used in internal communication or as an attractive summary of the meeting.

What solutions can you use at Explain Visually?

You are probably wondering which format – analogue or digital – we offer to our clients?

At Explain Visually, we offer both solutions: traditional graphic recording on paper and modern, digital graphic recording on a tablet or smartboard.

Thanks to this, our services work well both at large conferences and during intimate workshops or online meetings. The choice of medium is always tailored to the client’s needs and the specifics of the event, so that the final result is as clear, engaging, and practical as possible.

In the analogue version, we work on large sheets of paper or foam-core boards, which we set up in a visible place during the event. We also often use whiteboards, which work very well in offices, conference rooms or during workshops – they allow for quick drawing and making changes during the discussion.

See how our materials have helped Biocodex employees make the most of their workshops.

We are also increasingly delivering graphic recording in digital form. In this option, we create visualisations on tablets or interactive screens, and the results of our work can be displayed to participants in real time – for example, via a projector or by sharing the screen during an online meeting. After the event, we always provide the finished materials as high-quality digital files, which can be easily shared with the team, used in internal communication, or as an attractive summary of the meeting.

If you do not want the graphic recorder to be present during the meeting, but you would like a professional visual summary – we can prepare this for you as well. All you need to do is share the meeting recording or clear notes with us, and we will create a logical and engaging graphic board based on them. This solution is particularly useful when you want to summarise an important event, but live graphic recording was not possible, or you need a polished visualisation for later use.

What are the most important skills a good graphic recorder should have?

• The ability to actively listen and quickly identify the most important threads during a meeting.
• The ability to select information and translate it into clear images, symbols, and short keywords.
• Proficiency in using graphic tools – both analogue (paper, markers, boards) and digital (tablets, drawing software).
• Knowledge of the principles of composition, typography, and colour theory.
• Creativity and imagination, enabling the creation of engaging and original visualisations.
• Accuracy and attention to detail, even under time pressure.
• The ability to work live, in dynamic conditions.
• Communication skills and openness to collaboration with the team and the client.
• Willingness to accept constructive criticism and flexibility in adapting to the needs of the group.

A good graphic recorder should combine technical skills with soft skills and creativity. Where can you find such an expert? By now, you probably know that you will find people like this at Explain Visually 😀.

When is it worth using graphic recording?

Who should actually use this type of solution? We would like to share our experience and ideas with you – and there are quite a few!

During strategic meetings, where many new ideas emerge and quick conclusions need to be drawn

Strategic meetings are often dynamic. Participants share different perspectives, new ideas appear, and a common position needs to be developed efficiently. In such situations, graphic recording allows all proposals and decisions to be visualised in real time. This makes it easier to follow the course of the discussion, quickly notice connections between ideas, and make accurate decisions.

In workshops that require the involvement of the whole team and creative work on solutions

Workshops are a space for jointly generating ideas and solving problems. Graphic recording ensures that every voice is visible, and the whole group can follow the development of concepts on a single board. This stimulates creativity, as participants inspire each other and can easily refer back to previous contributions. Trust us, brainstorming with graphic recording works twice as well!

Visualising the process also helps the moderator to better run the workshop and engage all team members.

During the implementation of changes, when it is important for everyone to understand the direction of actions and their tasks

Changes in an organisation often raise questions and uncertainty. Graphic recording in strategic meetings allows you to clearly present the goals, stages, and expected results of the transformation. Every employee can see how their tasks fit into the overall, creative process. A visual summary of a meeting or implementation workshop provides a clear point of reference, which you can revisit in case of doubts or use effectively in internal communication.

When we want the outcomes of the meeting to be clear and easy to communicate to people who did not take part

Not all employees can always attend a meeting. Thanks to graphic recording, a board is created which simply summarises the most important arrangements and decisions. You can quickly send such material to those who were absent, or use it during subsequent meetings, training sessions, or presentations for the management board.

Having a shared visual summary ensures that everyone is on the same page and understands the key outcomes of the meeting.

Practical tips for effective graphic recording

For graphic recording to truly support the course of a meeting and deliver lasting results, you should pay attention to several important elements and follow a few rules – both during preparation, as well as during and after the event.

• Clearly define the goals and priority topics before the meeting

Before the graphic recorder starts work, consider and write down what the main goals of the meeting are and which topics must be included on the board. The visualisation will then focus on what is truly important, and participants will find it easier to navigate the finished material.

• Choose the right format and tools

Graphic recording can be done live – on paper or digitally, during online, hybrid or in-person meetings. Choose the format that best suits your team and the nature of the event. For online meetings, it is worth testing the technology in advance and ensuring the board is clearly visible to all participants.

• Plan the layout and structure of the board

A well-thought-out layout makes it easier to follow the course of the conversation and quickly find the most important threads. We recommend familiarising yourself with the agenda in advance and considering whether one large summary poster or several smaller boards for different parts of the meeting will work better.

• Engage participants in the process

Graphic recording is most valuable when participants can refer to it in real time. Encourage them to comment on the emerging drawings, ask: “Does this reflect your idea well?” or “What else is missing here?” For online meetings, you can use the chat or interactive boards where participants can leave their comments and suggestions.

• Focus on the essence, then add details

During dynamic discussions, the most important thing is to capture valuable ideas and connections. Only later (for example, during a break) can you add more details, colours, or icons that will make the whole thing more attractive and easier to understand.

• Share the finished materials and use them after the meeting

After the meeting, send the board to all participants. You can also use it as a visual summary in reports, presentations, or internal communications. Return to these materials during subsequent meetings to reinforce the arrangements and monitor progress.

Graphic recording in strategic meetings – collaborate with the best!

Collaboration on graphic recording in strategic meetings begins with a discussion about goals and expectations. A good graphic recorder listens actively, identifies the most important information, and asks insightful questions to uncover key threads of the discussion.

At Explain Visually, we support you at every stage – from preparation, through implementation, to the delivery of the finished materials.

Take advantage of Explain Visually’s experience

If you are planning an important strategic meeting, workshop, or conference and want lasting results, consider using graphic recording in strategic meetings with the support of our specialists at Explain Visually.

The experience of our team, a wide portfolio of projects, and flexibility in choosing tools – all of this ensures that the graphic recording we deliver will provide real support for your organisation.

We encourage you to look through the case studies on our website as well as our portfolio on our YouTube channel.

Simplify complex concepts! Contact us and we will advise you on how visual notes can support your team and help you achieve your business goals.