Graphic recording brings virtual workshops to life. It enables participants to see their ideas visualised in real time, which encourages them to become actively engaged in the process. In essence, this method leverages a visual narrative to transform abstract discussions into concrete, memorable images. See how graphic recording can enhance virtual workshops.
Virtual workshops have become an everyday reality in many companies, but maintaining participants’ attention and engagement remains a challenge. From our own experience, we know that traditional presentations are often insufficient to stimulate creativity and ensure effective collaboration. This is where graphic recording comes in – a method of live visual note-taking that transforms words into images and organises even the most complex discussions, using visual elements that make content more accessible and engaging.
Are you encountering this kind of solution for the first time, or perhaps you have already come across live visual note-taking but are unsure whether it would work in your company? This article is for people like you – sceptics, newcomers, and those who are still undecided 🙂. We explain how graphic recording genuinely increases engagement during virtual meetings, drawing on our clients’ experiences and proven examples from the market. Most importantly, we illustrate how graphic recording can enhance virtual workshops and turn remote sessions into dynamic, highly memorable experiences.
What is graphic recording and how does it work in an online environment?
Put simply, graphic recording is a process in which a skilled artist draws the key themes and ideas that emerge during a meeting, workshop, or conference in real time. In an online environment, this is done digitally – using a graphic tablet, with the results immediately visible to all participants on their screens.
This approach is often referred to as digital graphic recorder work, as the artist uses modern tools to capture the flow of conversation and ideas.
Participants can see their contributions and ideas transformed into clear diagrams, icons, and drawings. Such dynamic actions make it easier for participants to understand and remember the topics discussed. Would you like to encourage discussion, engage, and intrigue everyone attending your meeting? Graphic recording is the answer to your needs, especially when you want to capture ideas efficiently and make sure nothing important is lost during the session. This is a vivid demonstration of how graphic recording can enhance virtual workshops by transforming real-time insights into memorable, shareable visuals.
A Brief history and evolution of graphic recording
Let us take a moment to look back in time, to demonstrate the immense legacy and great value of graphic recording.
The history of graphic recording stretches back thousands of years. Even prehistoric people used drawings on cave walls to convey information and record important events. Examples of such prehistoric paintings can be seen in the caves of Lascaux and Altamira, where scenes of hunting and everyday life are depicted.
In ancient Egypt, hieroglyphs served as a form of “graphic notes”. You may associate them only with images carved into walls, documenting significant historical events. In reality, many of them also depict everyday matters and the beliefs of society.
Over time, with the invention of paper and the development of writing, drawings and diagrams began to accompany texts, helping to explain complex ideas – from medieval manuscripts to the Renaissance sketches of Leonardo da Vinci. Today, as you can imagine, in addition to traditional paper-based forms, we also have other possibilities and modern methods of recording…
Contemporary graphic recording
Modern graphic recording, known today as graphic recording, originated in the 1970s in San Francisco. Consultants and architects such as David Straus and Michael Doyle from Interaction Associates began to use large boards and simple drawings during meetings to organise group processes and facilitate collaborative problem-solving.
David Sibbet, referred to as the “father of graphic facilitation”, developed this method further, making it more accessible and practical so that anyone could learn the basics of graphic recording and apply it in team settings.
Digital Graphic Recording of our podcast with Bartosz Majewski from Casbeg
In the following decades, graphic recording became an integral part of workshops, conferences, and strategic processes worldwide. Thanks to digital tools and the growing popularity of remote work, it is now practically available to everyone.
The evolution of the digital graphic recorder has made it possible to participate in workshops and meetings regardless of location, supporting both in-person and virtual event formats.
Why does graphic recording increase participant engagement?
Visualisation organises and simplifies information
During lengthy meetings, it is easy to lose track or become overwhelmed by the sheer volume of information. Graphic recording enables the entire process to be seen on a single board. It works exactly like a map, to which anyone can refer at any time – both during and after the meeting.
It supports active participation
Participants are curious to see how their contributions will be represented graphically. This motivates and encourages them to share ideas and take an active part in the discussion.
Watching the visualisation unfold live creates a sense of co-creation and influence over the outcome of the workshop. Participants feel that they are part of the emerging work, and thus feel useful and valued within the team.
It facilitates memory and revisiting key topics
You are surely aware that images are more memorable than text or spoken words. As a result, participants are able to recall agreements and decisions more quickly, even several weeks after the meeting.
For example, the visualisations we create are very often used as a starting point for further activities and as material for ongoing team work.
Additional benefits of graphic recording in an online environment
- Ease of sharing materials – digital visualisations can be quickly sent to participants (including those who were unable to attend the meeting), used in internal communications, or published on social media.
- Supporting diverse learning styles – graphic recording is particularly helpful for individuals who absorb information better visually or who find it difficult to concentrate during lengthy online meetings.
- Increasing accessibility – visualisations help to overcome language and cultural barriers, making content more comprehensible for international teams.
Using graphic recording in person and in hybrid events
Graphic recording is effective during both in-person and hybrid events (virtual meetings). It offers participants an engaging and clear summary of the meeting in real time.
For live meetings, drawings are created on large boards or panels. Participants can observe the creative process up close, take photographs in front of the finished graphic, and refer back to the topics discussed throughout the event. Such visualisations enliven discussions and help participants to better remember the content covered.
In a hybrid model, graphic recording bridges the experiences of those present on site and those joining remotely. The artist can work either on location or remotely, with the results displayed live on screens in the room and shared online. In this case, thorough technical preparation is very important (indeed, essential): testing screen sharing, ensuring good audio quality, and clearly establishing how participants from both groups can contribute their ideas and influence the emerging visualisation.
In hybrid meetings, it is also advisable to use online tools to enable everyone to comment on and further develop the graphic after the event has concluded.
The role of graphic facilitators in creating engaging experiences
Graphic facilitators, also known as graphic recorders or visual facilitators, are the unsung heroes and experts in transforming ordinary meetings, workshops, or events into engaging and productive experiences. Their role is not only to draw, but above all to listen actively, identify the most important themes, and translate complex content into clear and attractive visualisations.
Thanks to their ability to process information quickly and create transparent graphics, graphic facilitators help meeting participants to remain more focused and engaged in the process. The visualisations become a point of reference around which the discussion is centred, and participants see their ideas and contributions reflected live.
Graphic facilitators support communication and creativity, helping to overcome language and cultural barriers. The images they create are universal and easier to understand for all participants, regardless of their background.
In practice, the presence of a graphic facilitator fosters collaboration, facilitates decision-making, and enables the creation of lasting artefacts that can be used as summaries, training materials, or inspirations for further action, because, after all, their drawing is about much more than just drawing 🙂.
It’s not about the drawing? So what is it about?
This may surprise you! In graphic recording, artistic skills are not the most important aspect (although they are, of course, a great asset); rather, it is the ability to capture meaning and organise information that truly matters. The aim is to present key thoughts, relationships, and conclusions that arise during a meeting in a simple and clear way. The goal is not to create a work of art, but to make the content discussed easier to understand and remember.
A graphic recorder focuses on what is most important for the participants – selecting information, connecting themes, and presenting them in such a way that everyone can quickly find their bearings.
It is precisely the ability to listen, synthesise, and translate words into images that makes graphic recording so effective in building engagement and supporting teamwork.
Not sure how to implement graphic recording during a virtual workshop?
Unsure how to introduce graphic recording during a virtual workshop in your company? Here are a few tried and tested tips from our experts to help you get started.
1. Choose an experienced graphic recorder and prepare for collaboration
The most important thing is that the graphic recorder understands the specifics of online meetings and can quickly identify the key themes. At Explain Visually, every project begins with a discussion about objectives and needs. Thanks to this approach, we are always able to perfectly match the visualisation style to the particular event.
Before the workshop, it is worth agreeing on how you will collaborate with the facilitator and checking technical matters such as screen sharing or communication during the meeting.
2. Integrate the visualisation with the flow of the workshop
Graphic recording works best when it accompanies the entire meeting, not just the summary. Participants can observe the drawings being created in real time.
Are you planning group work? Be sure to determine how the graphic recorder will capture the key conclusions from the different parts of the workshop.
3. Share the results with all participants and make use of them after the meeting
After the workshop, send the completed visualisation to the participants – this could be a graphic file or a PDF, which will make it easier to revisit the conclusions and continue working.
At Explain Visually, we also often prepare versions for publication on social media or for use in company materials. This way, the results of our joint work last longer than the meeting itself.
Graphic recording services – Explain Visually
Graphic recording, as delivered by us, is pure perfection and 100% commitment. For us, it is much more than simply drawing live during a meeting. Our greatest strengths are undoubtedly:
- the ability to listen actively,
- the capacity for rapid analysis and synthesis of information,
- skill in identifying the most important facts,
- and excellence in transforming words into drawings.
We are able, in real time, to turn even the most complex discussions into a clear, visual map of key themes and decisions.
We always ensure that our drawings are clear, precise, and tailored to the needs of the participants. Our aim is not art for art’s sake, but genuine support for communication and teamwork.
We offer graphic recording in both digital and traditional formats. We can adapt to any type of event – from online workshops and hybrid meetings to in-person conferences. Our visualisations are created during strategic workshops, board meetings, brainstorming sessions, training courses, or kick-offs. Through simple drawings and concise text, we help participants to better understand the topics discussed, remember the most important conclusions, and maintain focus throughout the meeting.
After the event, we provide high-quality finished boards that can be used as a summary, a resource for further work, inspiration for the team, or as part of marketing communications.
See a cross-section of our work
We are also happy to advise on how best to use the results of our work in your company’s daily activities. We work with both large corporations and smaller organisations – and we hope that, after reviewing our extensive portfolio, you too will decide to collaborate with us.
How graphic recording can enhance virtual workshops? – Best practices
Clear definition of objectives and expectations
Before the workshop, jointly determine what is to be achieved and which visual outcomes will be most useful for participants. Such a conversation enables the graphic recorder to prepare more effectively and tailor their approach to your needs.
Early involvement of the graphic recorder in preparations
Involve our graphic recorder at the planning stage. This allows them to become familiar with the agenda, the specifics of the group, and the key points of the meeting. This will greatly facilitate our subsequent collaboration and ensure the visualisation is more accurate.
Checking technical tools
Before the workshop, let us conduct a brief technical rehearsal. It is worth ensuring that screen sharing works flawlessly and that everyone can see the visualisation as it is being created.
Displaying the visualisation live
The graphic recording should be visible to all participants throughout the meeting. Watching the drawing develop in real time engages the team and encourages active participation.
Flexibility and willingness to adapt
New topics or changes to the plan may arise during the workshop. This is completely normal! Good collaboration also means being open to quick updates and adapting the visualisation to the flow of the discussion.
Establishing working principles for breakout groups
If you are planning group work, agree in advance on how the graphic recorder will capture the key conclusions. This might involve summaries being provided by group leaders or the recorder being present in different breakout rooms.
Gathering feedback after the meeting
After the meeting, ask participants for brief feedback on the virtual graphic recording. This will help us improve our collaboration for future workshops and further tailor the service to the needs of the team.
Do you have any questions or would you like to see how graphic recording could work in your organisation? Get in touch with us. We will explain how we work and show you concrete examples of completed projects.
