How Visual Tools Make Meeting More Interesting and Effective

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I See What
You’re SayingHow Visual Tools Make Meeting More
Interesting and Effective
by Kelly Kingman
Kelly is the Marketing Director & Graphic Recorder for Imagethink. As graphic facilitators, ImageThink transforms complex ideas into powerful visual stories.
MULTI-INDUSTRY
H
ow many times have you left a meeting without
a clear sense of what was discussed or decided?
Most meetings are very heavy on verbal and textual
information. There’s nothing wrong with the
information itself, but the human brain can only process it in
chunks. When it comes to communication, text and speech are
like a dial-up internet connection, and visual information is like
fiber optic cable — it is much faster, and goes straight to the
central processing areas of our mind.
What is a visual
meeting?
A visual meeting
utilizes visual tools and
techniques to enhance
communication and
unlock participants’
creativity. Visual tools
can be anything from sticky notes that are moved around on a
wall, to hiring a graphic recorder to capture the group discussion
in a blend of images and text.
Visual tools help to clear up confusion that can arise from
conflicting mental models of information. If an image doesn’t
match one participant’s interpretation of an idea, then all can
discuss the differences.
Tools for Visual Meetings
Paper: Make sure you have flip charts or large rolls of paper
on hand. Paper can be taped up on a wall and used to draw
maps, capture brainstorms, make lists and assign next steps.The
advantage of using paper over a whiteboard is that you have a
permanent record of the conversation and decisions.
Sticky Notes: Sticky notes in different colors can be used to
cluster and organize lots of different ideas. Assign each color of
sticky note a meaning or category — for instance, green notes
for ideas on sustainability, et cetera.
People are physically involved in the information — writing
down their ideas, moving them around at the wall — which
energizes the entire group.
Dot Voting or Polls: Dot stickers, available at most stationery
and art supply stores, are a great way to analyze and discuss
information that has been captured visually in a meeting. Give
each person a number of stickers equal to about one third of
the items you are assessing. Then ask them to place their dot in
a specific location near each item. When all the votes are cast,
what you have is a strong visual representation of the group’s
opinions or interests.
Graphic Facilitators and Recorders:
Hiring a graphic recorder to capture your next strategic planning
session in a blend of words and pictures is a great way to enhance
engagement in the
meeting process.
Graphic recorders
will create a
permanent chart
of the conversation
or presentation
that cements the
information in the
mind of everyone present. Graphic facilitators can use different
exercises that help the group build consensus and understanding
organically, which builds trust and collaboration.
When you use visual techniques in your meetings, participation
increases dramatically.Each person has a concrete representation
of what they are contributing to the conversation — they
can point to an idea on a sticky note or in an image that
acknowledges it was heard by the group. Visuals get everyone
literally on the same page.
“If an image doesn’t
match one participant’s
interpretation of an idea,
then all can discuss the
differences..”
“... it is much faster,
and goes straight to
the central processing
areas of our mind.”