Meeting graphics such as illustrations capture concepts and ideas that substitute for words. Why should we care about meeting graphics and illustrations?

Meeting graphics can substitute for words. Illustrations, icons, and symbols make it easier to capture complex ideas and concepts. Hence, making it easier to build consensus and get meeting participants to . . .

We typically depend on the written or spoken word to express our ideas. Professional facilitators extend beyond narrative. Thus they enable groups to better and more fully express themselves.

Facilitator’s Role

The facilitator’s role makes it easier for groups of people to communicate effectively. Participants use all of their senses to communicate, not solely sound. We interpret what we see and hear—but each one interprets it differently. When one person has a vision of the business, that vision is buried in the back of the mind. They hold an image that is different than the image in the back of the mind of the next person.

For example, if you heard the term “building,” what pops into your mind? Is it a verb? Does it represent a noun? Is the building two stories, a skyscraper, or a house? Words leave much to the interpretation of the person hearing them. If we draw pictures to support words, we embrace more senses and increase the precision of the message.

Why are Graphics Important?

Graphics leverage the logic that “Pictures are worth a thousand words”. Images help us communicate and cross cultural boundaries. Notice that international road signs are symbols—not words. The terms “house,” “casa,” or “Maison” are less important than understanding what we are talking about a . . .

Hence, other graphic examples include blueprints, maps, process flow diagrams, and analytical models. Most of these can be described using words. However, few narratives are as clear as ideas supported with the appropriate graphics.

Seven Graphic Formats

Seven different graphic formats are useful at differing stages of meetings and workshops. The seven formats, from least complex to most complex, are:

• Poster—a central theme
• List—a sequenced list of ideas
• Cluster—an arranged collection of ideas
• Matrix—a forced comparison of ideas
• Diagram—a model of an idea
• Drawing—a metaphor or image of the idea
• Mandala—a unifying, centered image

Each graphic format provides an increasingly complex layer to help the group’s understanding and commitment.

Application

Designing a workshop requires understanding and coordinating several issues and people. Stepping through the seven formats, we may use a . . .

• Poster—to announce the workshop, date, time, and place.

Poster

 

• List—the items that must be available for the workshop.

• Cluster—to organize items into appropriate groups, such as roles, logistics, and actions.

• Matrix—to associate a role to the action or logistics for which the role is responsible.

• Diagram—to lay out the workshop room in two dimensions.

• Drawing—to illustrate a three-dimensional view of the workshop room to help us visualize the environment.

• Mandala—to pull all of the elements together illustrating how each relates and how each contributes to the overall success of the workshop.

Roadblocks

Many facilitators are afraid to use graphics because:

• “How do I turn them into words or actions?”
• “I’m not artistic enough.”
• “The participants don’t think they are artistic enough.”
• “The participants won’t like it.”
• “When do I use them?”

Unfortunately, we have been taught to “stay within the lines.” In workshops, drawing a stick figure is just as effective as drawing a well-proportioned figure. The idea is to communicate. Take confidence that content is more important than presentation. Facilitators need to become comfortable with both drawing images and using graphics in gathering ideas. They should also feel comfortable asking their participants to draw out their ideas. Learning some simple approaches and becoming comfortable drawing simple lines and circles helps us find the “child within” that encourages using graphics.

In Workshops

Therefore, it is not enough to be comfortable drawing pictures. One key problem with graphics and workshops is “When do I use them and how?”  Knowing ‘which graphic format to use when’ is important for a facilitator. Using a matrix to define a vision is ineffective. Using a drawing to identify roles and responsibilities becomes too complex. The graphic is the means to an end. Knowing the end and finding the appropriate means makes for a more effective workshop. Realize that graphic formats help people think through a problem when developing consensual solutions.

Use different graphics at different points to help an organization develop a strategic plan—a vision of where they are going. Drawings help with vision and mission (The ‘Coat-of-arms’ tool works wonderfully for a mission). Listing supports objectives, strategies, and critical success factors. As a complement, illustrate your entire strategic plan as an evolving mandala. Create your mural with the various elements as you develop them.

Do’s and Don’ts

The following provides basic guidelines for using graphics during meetings and workshops:

• Do make graphics a means to an end. Don’t make them the reason for the effort.
• Don’t worry about content. Don’t worry about “artistry”.
• Do explain instructions clearly. Don’t be vague or too restrictive.
• Do let them know that this is important—part of the process. Don’t let them think that this is “just fun stuff”.
• To learn if it doesn’t work. Don’t get worried if it doesn’t work. Fail fast.

Summary

Facilitators need to use more graphics in their workshops. More than creating presentations, our responsibility makes it easier for people to communicate. Verbal/ language communication is one of the vaguest tools we have as people. We should support the narrative with graphics. As session leaders, we should prepare the right tool for the right problem. Often, facilitators get a new hammer and everything looks like a nail. To avoid that, develop a clear understanding of which format to use. Determine what it does for the group and where to take it next to get DONE.

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Don’t ruin your career by hosting bad meetings. Sign up for a workshop or send this to someone who should. MGRUSH workshops focus on meeting design and practice. Each person practices tools, methods, and activities daily during the week. Therefore, while some call this immersion, we call it the road to building high-value facilitation skills.

Our workshops also provide a superb way to earn up to 40 SEUs from the Scrum Alliance, 40 CDUs from IIBA, 40 Continuous Learning Points (CLPs) based on Federal Acquisition Certification Continuous Professional Learning Requirements using Training and Education activities, 40 Professional Development Units (PDUs) from SAVE International, as well as 4.0 CEUs for other professions. (See workshop and Reference Manual descriptions for details.)

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