How to make your next virtual gathering a visual experience
Tips for working remotely with a graphic facilitator
In 2020, we experienced a profound shift in the ways we work, gather and collaborate.
We wondered: what is possible now?
How might we be creative in this moment, to tap into possibility during a deeply challenging time?
We are able to connect across geography and time zones; work collaboratively online, even asynchronously; and, build inclusive practices into our ways of coming together, for different learning styles and team needs. We can also dramatically reduce our carbon footprint, while saving resources, by cutting down on travel.
Let’s take a look at how to integrate visual facilitation into your next meeting.
First of all, what is scribing?
Scribing is a visual facilitation method that involves listening, drawing and writing while a group is in conversation or during a presentation.
“An artist maps out ideas while people talk, and they can see a picture unfold right in front of their eyes. The drawing establishes connections within content, aids with insight, and supports decision-making. It’s essentially a language that weaves words and pictures to facilitate group learning and cultural memory.”
Source: p. 1, Generative Scribing by Kelvy Bird
Scribing is a way to create real-time visual documentation of online conversations, meetings, and events of various kinds.
So, what is remote scribing?
In virtual contexts, scribing can be done using digital tools like the iPad Pro, the drawing app Procreate, and video conferencing platforms like Zoom, Webex, Microsoft Teams, Google Meet and others. We recommend Zoom for the best user experience (not an ad, just a suggestion based on our experience).
It can also be done using a combination of digital and analog tools. For example, working on paper with markers and making this visible throughout the process via webcam.
How does it work?
Similarly to in-person gatherings and events, when working remotely, the scribe is listening, taking visual notes and tracking insights, questions, and key ideas in real time.
Images can be shown on screen for participants to see, as they progress. We recommend deciding in advance whether to show the images during an entire session, or at specific moments. For example, part way through the session, and again at the end. This allows participants to see each other and engage actively, and to benefit from having visuals as part of the session. (More on this below.)
That being said, we are (almost!) always ready in case there’s a request to see the graphics at any time.
Four ways to engage*
- The scribe can work without sharing the visuals live, and then send them after wrapping up. This may be appropriate when other visual aids will be used during the session (especially in full screen), or you want to emphasize group work and interaction without seeing the live scribing in process.
- The scribe can share the visuals at certain intervals live during the session, via screen share. This may be appropriate to create a brief pause and take a look at the live scribing images at specific moments during the session, and/or at the end.
- The scribe can share their work for the entire duration of the session, as it’s being created, by connecting the iPad to the webcam. Instead of seeing the scribe as another participant, you’ll see the iPad screen with the live visuals being created.
- The scribe can provide a brief comment on the session (usually 5 minutes or less) using the visuals to share their perspective and reflect on what they heard. This can help to bring in an outside view and fresh insights, highlight the images created live with the group, and bring the session to a close.
Top tips
For the best experience, please consider the following:
- We will need a copy of the agenda with objectives, date(s), timing, speaker and participant names, and presentation titles. (If you would like help in creating the agenda and deciding how best to integrate remote scribing, let us know!)
- We will need access information, including a link (in some cases, a special link for panelists), passcode if applicable, and permission to activate video and screen sharing.
- We will need logos in editable or high resolution formats (e.g. Photoshop or Illustrator files, or high resolution JPG or PNG files), if you would like us to include them.
- If speakers or presenters will be sharing slides, we will need a copy of their presentations in advance (at least 24 hours before start time).
- If there are images, colors, or words that are sensitive or inappropriate for your particular community or organization, please let us know in advance.
- A scribe is a dedicated listener and curious outsider. We are unlikely to be experts in the subject matter you are exploring, but we are keen observers of social process, there to support. We may need clarification on aspects of the content and it is helpful to have one primary contact to check in with during and after the session.
- We are not able to track multiple group chats, social media messages, listen to other audio, or read emails while live scribing. Please agree on the main channel of communication with the scribe in advance, so they know where to look for any important messages during the session.
- If multiple stakeholders or key individuals need to sign off on the final images or provide input and comments after the session, please let us know in advance, and collate their input in a single email so we can make these changes and if needed, provide a quote for the additional time. This helps make the process more efficient so we can deliver the finalized images as quickly as possible.
Fee structure
Our fees include:
- Prep time (e.g. connecting for a 30-min call to coordinate; reading through reference material; preparing the visual template and colour palette)
- Live scribing during the event (charged by the full hour, or day)
- Delivery of finalized files after the event (minor adjustments and correction of any errors are included; more in-depth changes or other versions of the work may be charged separately).
We can also help design and facilitate virtual meetings, get in touch here to find out more.
What to expect
- You will receive digital copies of all graphics from your session within 24–48 hours.
- We usually deliver in JPG format via Dropbox or Google Drive. If you have a different preference, please let us know.
- Time-lapse video versions of the graphics are also available upon request, with optional royalty-free background music. Click here to see some examples.
Want to add some colour to your workday? Click here to download 3 free digital paintings!
*Shoutout to Stéphanie Heckman, these 4 options are an adaptation of her suggestions, provided to us as her team of scribes during the 2020 UNFCCC Climate Dialogues.
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