EXPERT TIPS FOR GRAPHIC RECORDING SUCCESS

Yes, this image is an AI generated QR code that I made using RunDiffusion, and I believe these custom creations will be everywhere by the time I finish writing this post.  AI is both exciting and overwhelming, and I'm gaining footing as the mountain beneath us continues to grow.

I chose to render a light bulb because it is an icon that is quickly understood and frequently used in Graphic Recording, to the point of being cliché.

How can AI enhance our uniquely human role of sensing the vibe of a conversation, the individual voices in the room, the emerging themes, synthesis of the group dynamics, and outcomes as a process evolves? Often, what is missing in a conversation is as important as what is discussed, and these omissions  become apparent when the context is established and connections are drawn.

I'm instinctively drawn to understanding the boundaries of technology and how to implement it before I start applying it to a use case. Of course, the boundaries of AI are shifting daily.

For now, I'm exploring ChatGPT, MidJourney, and RunDiffusion. I follow creators on Twitter where I find pockets of supportive learning communities.

Writing doesn't come naturally to me, so ChatGPT has been incredibly helpful in breaking my inertia when it comes to writing blog posts. Once the words are on the page, I can edit, rewrite, and repeat until I'm satisfied with the outcome.

I've used ChatGPT to distill large amounts of survey information into categories and to cross-check my interpretation of major takeaways from extensive written notes provided by a third party.

As mind-blowing as they are, exploring with visual tools like RunDiffusion and MidJourney is truly a time-suck. I spent nearly 2 hours on iterations for the lightbulb QR code before it hit me that it should link to this blog post, not the home page. A subsequent hour of iterations down the AI rabbit hole with the new URL rendered QR codes that didn't scan properly. It was time for a break.

When I went outside it was cool, rainy, muddy, damp and dark. But, the rain felt like it was dancing on my skin, the grass and flowering shrubs were fragrant, the rich smell of the wet earth was deeply satisfying, and the muted colors of the real world were a balm to my eyes, the breeze touched my skin, my boots slid and squeaked across the grass, it was a beautiful sensory experience. 

​Take that AI!

I'll continue to post my AI exploration here and on LinkedIn @angeliquemcalpine and @drawingimpact. If you'd like an alert when a new AI-specific post is published, send me an email at [email protected]. You can also find me on Twitter @drawingimpact, and I'd love to hear how you're incorporating AI into your work.

by Angelique McAlpine

It's not uncommon for me to field questions from many of you who are unsure whether to inquire about Graphic Recording, Graphic Facilitation, Visual Note-taking, Scribing, Graphic Note-taking, Live Meeting Notes, or Sketch Notes. And that's perfectly okay – these industry terms can often seem like a confusing web as they mostly refer to similar services.

I've put together a brief guide that aims to clarify the 'what's what' and 'who's who' in the sphere of visual meetings. Spoiler alert: It's really just two categories.

Graphic Recorder or Visual Note-taker, Graphic Note-taker, Scribe, Visual Scribe, Graphic Scribe, Meeting Illustrator, Sketch Noter etc. All the same thing!
We are passive presence in the room listening intently and drawing what we hear;. We may create a single drawing that synthesizes major themes and connections, or many detailed drawings throughout the event.  A full portfolio of my Graphic Recordings can be viewed here.

Graphic Facilitator 
​A Graphic Facilitator takes an active role designing and guiding participants through a process, using visual tools such as templates, visualization cards, stickies, digital feedback tools, Mural and Miro, etc. Below is a template designed by a facilitator and the Graphic Facilitator working in partnership. Also shown is the template after the group worked their way through interactive processes that had them working individually, in pairs, and small groups, with a full group share out.

by Angelique McAlpine
 
Time-lapse video is sort of like getting a sneak peek behind the scenes. When graphic recording goes digital, it allows for real-time composition and content changes. The software I use, Procreate, faithfully records each stroke of my digital pencil.

When I first started making time-lapse videos, I was pretty straightforward about it. I would hand over the video file, including all the successful strokes, mistakes, and re-dos. But as time went on, I began to refine the videos, trimming them down and smoothing them out, while retaining the improvisational qualities. Below, you'll find two examples. The top video is the raw, unedited time-lapse, offering a direct look at my drawing process. The bottom video has been edited to remove as many redraws as possible, providing a more streamlined viewing experience.

​Foam boards are akin to that oversized teddy bear you won at a fair - grand and impressive at first glance (with 60" x 40" and 96" x 48" usually being the go-to sizes), but soon you realize they're somewhat of a logistical and financial challenge to store and transport. Plus, foam boards are not considered a green product to make or dispose of.

When it's time to digitize the Graphic Recordings, foam boards prefer an old-fashioned photoshoot, usually resulting in shadows and color shifts when taken without professional lighting.

While foam boards do a decent job with color vibrancy of the marker ink, they don't absorb ink as well as carefully selected paper.

So, why use boards then? The fact is, they're often a necessary part of the Graphic Recording process. I personally prefer paper hung on the board, which allows me to keep a stack of paper at the ready instead of needing a separate board for each drawing. Other potential surfaces for hanging paper include rolling whiteboards, walls, scientific poster displays, and even chalkboards (no, they aren't extinct yet!).

If your event requires the display of multiple drawings simultaneously, or multiple Graphic Recording locations, you may need additional boards.  

Once an event concludes, I capture quick digital images for client review. Then, the drawings head off to be scanned, resulting in a crisp, consistent, and color correct digital version. The original drawings are then returned to you, neatly rolled in a tube, making them easy to store and redisplay.

by Angelique McAlpine
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Hey there! Quick note from a former graphic designer turned visual notes and graphic recording specialist: your branding guidelines are important to me. Making sure I use your logos, color palettes, and design elements properly is key to delivering great work.

If you have a branding standards guide, I'll follow it closely. If not, we can work together to gather the assets we need from your website or other materials like slide decks and digital flyers. And just to give you an idea of what I can do, check out these four examples of visual notes and graphic recording options:

Visual notes and graphic recording capture the essence of your event and its key takeaways. But what do you do with them once the event is over? It is key to have your Graphic Recorder plan ahead to make sure the drawings can support the resolution and dimensions you need for uses beyond the live event. Here is an example of a creative use of a Graphic Recording that required advance planning, and...Check out these ten creative ideas for using graphic recordings:

1. Event Displays: Create a stunning display using graphic recordings in the main event space. Stack them like towers or arrange them in an avenue-style gallery for maximum impact. You can also use them as a rotating slide show on screens during the event.
2. Website Integration: Feature the visual notes on your event website or blog to engage visitors and showcase your event highlights.
3. Email Campaigns: Use graphic recordings in follow-up emails to attendees. This will spark memories and encourage continued engagement with your website, event videos, and more.
4. Custom Calendars: Turn complex topics into practical, visual guides with custom calendars. Attendees can stay connected to the information all year long.
5. Wearable Art: Make a fashion statement with graphic recording t-shirt designs.  
6. Booklets & Collateral: Create beautiful booklets or foldable collateral from your visual notes. This can make a thoughtful post-event mailer.
7. Wall Art: Create beautiful wall art for your office or home using graphic recordings. Just make sure to inform your graphic recorder in advance so they can create graphics using the proper resolution for enlargements.
8. Speaker Thank-You Gifts: Show your appreciation by presenting framed prints of the graphic recordings to your speakers.
9. Memorable Mementos: Offer printed copies of the visual notes to participants as unique reminders of their event experience.
10. Event Promotion: Use graphic recordings to raise awareness for recurring events. Showcase the previous session's highlights to attract new attendees.

These creative ideas can help you make the most of your graphic recordings and ensure that your event remains memorable long after it's over. 

​by Angelique McAlpine

Hey event planners! Adding a graphic recorder (visual note-taker or graphic facilitator) to your event can boost engagement and create valuable visual assets for future use. Here are some tips for optimal placement of your graphic recorder, whether you're using digital or paper-and-marker formats:

1. Visibility: Choose a spot where most attendees can easily view the graphic recorder's work.
2. Clean Line of Sight: Ensure the graphic recorder can see any projected information.
3. Projecting Visual Notes: Provide a workspace with a table (preferably not round), a comfy chair, lighting if the room lights will be dim, and a predetermined distance to the AV set-up so cable length can be determined in advance.
4. Lighting & Sound: Let the AV team know in advance about your graphic recorder so they can provide suitable lighting and clear sound, which may include an audio monitor if you are placing the graphic recorder on the stage.
5. Distractions and Noise: Pick a location with good acoustics and maintain a comfortable distance from loudspeakers. Avoid high traffic areas with opening and closing doors, or areas where folks congregate for conversations.
6. Natural Light: Be mindful of sun glare, as it can make it difficult to take visual notes.
7. Workspace: Your visual note taker will need a side table, chair, and some extra supplies if they are working with paper and markers
8. Venue Prep: Share a few pictures of the venue with your graphic recorder during the planning stage to explore placement options.

By following these tips, you can ensure that your graphic recorder has everything they need to produce high-quality visual notes and graphic recordings that capture the essence of your event.

by Angelique McAlpine

​If you're using graphic recording at your event, it's important to think about how you'll use the artwork afterwards. The proportions  can have a big impact on their end use.

For example, I recently created a group of two graphic recordings designed for use in horizontal slide decks.  We also featured them in a vertically-formatted magazine, made possible because they were also designed to work as a single illustration!. Creating graphics like this requires careful planning of the structure beforehand.
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By considering the end use of your graphic recordings, you can make sure they're optimized for their intended purpose and provide maximum value to your audience.

by Angelique McAlpine

​If you're embarking on an AI or SOAR journey, graphic recording support can provide a crucial roadmap for your attendees. By visualizing the journey in real-time, you can foster a shared group memory and experience, and stay connected throughout the process.

For in-person events, it's best to position the graphic recorder (or a team for larger groups) at the front of the room, in an area with good acoustics and a clear view of any projection screens. Ideally, the recorder should also be part of the planning team.

For remote events, it's important to have crisp, volume-appropriate audio to ensure everything is captured properly.

If you're curious, here's a series I produced for one of the first remote AI summits, along with graphics from two separate SOAR processes.

As a graphic recorder, I love working with both small and large groups for AI processes. If you'd like to discuss the possibility of having graphic recording at your AI event, feel free to reach out to me at [email protected] or 802-353-1477.

The World Café framework is often customized, and kudos if you are considering hiring a Graphic Facilitator/Graphic Recorder (GF/GR) to document your session. It is powerful validation for participants to see their words written and illustrated. In addition to providing affirmation, it provides a written record providing assurances that their contributions will stay part of the dialogue long after the end of the World Café.

Some things to consider when working with your GF/GR:

• Bring them into the planning conversation as early as possible.
• Plan on placing them in a prominent location, ask them how much space they will need.
• Include them in agenda changes as they unfold during your planning process.
• Provide them with a printed version of the final agenda when they arrive.
• If they will be creating multiple graphics during the session, consider in advance where the work will be hung.
• Plan to introduce them to the group and allow them an opportunity to briefly explain their role.
• Consider the acoustics in the room, the GF/GR needs to hear what is unfolding in order to capture it.
• Consider that many people are not comfortable using an AP system or speaking in front of groups, build plenty of time in your agenda for the report outs so folks won't feel rushed, let them know in advance the amount of time they will have to speak.
• Allow the GR the opportunity to remain in the space after the event to fill in details, and review the written content the tables generated to be sure no content was missed.
  

Planning is key to creating a Journey Map or Heritage Wall that includes input from across your organization. As a Graphic Facilitator we will work together to design a process that is inclusive and energizing for your organization.

EXAMPLE 1
A full day Graphic Facilitation with faculty from an elementary school during a day of Professional Development. We created a 10 year timeline (Journey Map, or Heritage Wall) of their school history. The educators worked in teams briefly in the morning to review their institutional history and post stickies of their content, which we then categorized. They dispersed to other workshops and we came together to wrap up the day with a review and appreciation of their Heritage Wall. A powerful experience for new and returning staff - there was an appreciation for the wisdom developed along the way, long-time staff felt recognized, new staff felt included and honored to join the continuing journey. 

EXAMPLE 2
A group of health care professionals on a multi-day strategic planning retreat set aside an hour of their time to change modalities from presentation and discussion, to working with art supplies to tell the stories of their organization at 3, 5 and 10 years into the future. They worked together in small groups drawing out their ideas and placing them around the room in each time frame. They took me on a gallery walk and shared their visions with the entire group. I spent the remainder of the day synthesizing work into a single illustration. As the facilitation team revisited the graphic with them, it became apparent which areas were ripe for deeper discussion and where there was commonality of vision.

Example 3
This organization provided a printed summary of their 20 years of accomplishments. the process was an initial sketch, feedback, and a final sketch.