Absence makes the heart grow fonder: Remote scribing as a humanizing practice
Remote meetings can benefit immensely from the support of a scribe or graphic recorder, who can bring their listening and artistic skill to virtual gatherings and events. Zoom fatigue is real these days and as we continue to adapt our ways of working, learning and being in conversation online, I’d like to share some information from the perspective of a scribe.
What is remote scribing?
First of all, what are we talking about here? Remote scribing is a way to create real-time visual documentation of online conversations, meetings, and events of various kinds. Remote scribing can be done using digital tools like the iPad Pro, the drawing app Procreate, and video conferencing platforms like Zoom, Microsoft Teams, Google Meet or others; or, using a combination of digital and analog tools.
How does it work?
Similarly to in-person gatherings and events, when working remotely, the scribe is taking visual notes and tracking the insights, questions, and key ideas in real time. Images can be shown on screen for participants to see, as they progress. I have found it useful to decide in advance, together with the facilitator, whether to show the images during an entire session, or at specific moments –and which ones. For example, part way through the session, and again at the end. This allows participants to see each other and engage actively, and get the benefit of having visuals as part of the session. That being said, I’m always at the ready in case there’s a request or need to see the graphics at other times.
Another option, if the scribe is working analog on paper or boards, is to have one or more device cameras aimed at the visual charts (e.g. a computer and a mobile phone) and logged in to the video conference, giving participants the option to pin those video displays. Unlike screen share, which tends to occupy the entire video conferencing window, this digital-analog combination provides the flexibility for participants to toggle between different viewing options, or to return to viewing the group gallery or speaker for a while.
Other tips and tools
In addition to the images created live by a professional scribe, tools like Mural, Miro, Freehand, and Google Docs (those last two are free, just saying!) can help facilitate participation from the group. There may be a learning curve for people so be prepared to give clear, concise instructions if you do want to open up a shared whiteboard space or collaborate on a document during a meeting. You can also integrate hand-drawn images, visuals, and templates, as well as set up digital workspaces tailored to your meeting design in advance.
I’ve also learned it’s good (essential) to take breaks, and to consider ~2 hours total time for any one session or meeting as a good stopping point. You can always spread across several days, which has the added bonus of providing a sort of pause for introverts, or anyone who appreciates a bit more time for ideas to settle and take shape, before reconvening with a fresh perspective.
Back to breaks: they are important because so many of us have multiple, sometimes back-to-back online commitments each day and the fatigue can build up (especially if you’re fully present during each video call). Remember, we have bodies and standing up for a quick stretch, glass of water, and a full in-breath/out-breath can make a world of difference.
One more thing: silence can be good, even online. In a series of seven dialogues hosted over 14 weeks by an incredible team of colleagues at Dialogos, and in other sessions as well, I have seen that it is not only possible to be silent together in online video calls, it can actually feel refreshing and needed. I invite you to test the limits of what feels awkward because it may be a doorway to a deeper and in fact, welcome tone of conversation. (You can see the images I created during the seven sessions here, and in full size here.)
Buddy up and keep it simple
As Sam Bradd writes in this blog post, in addition to a skilled scribe, “every online meeting needs a minimum of two people: a facilitator to focus on the needs of the group, and a technical Zoom host to run the platform and create an engaging online environment.” He provides a helpful list of aspects of the Zoom tech host role, and qualities to look for in someone taking this on. Key words: calm presence.
Chris Corrigan has also written about this, in addition to recommending we slow down and take the time to prepare well for online work with groups and teams. His suggestion?
“Keep it simple. You might be super interested to use all the new tech tools and apps, but bear in mind that your participants are most interested in connecting and getting their work done. Use the easiest mode possible, even if that is a good old fashioned conference call, and taking notes with paper and a pen.”
In closing
I am hopeful about the possibilities this strange time has opened up for us. As Julia Sklar writes in National Geographic:
“On the whole, video chatting has allowed human connections to flourish in ways that would have been impossible just a few years ago. These tools enable us to maintain long-distance relationships, connect workrooms remotely, and even now, in spite of the mental exhaustion they can generate, foster some sense of togetherness during a pandemic.”
Something tells me we’re going to need each other as things continue to evolve and unfold, and image-making can be a deeply humanizing, connecting, warming practice that is worth including as we reach across distance.
P.S. Apparently, absence really does make the heart grow fonder!?
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