Graphic Recording

Graphic recording, also called visual scribing or visual facilitation, is a method of visual note-taking in which complex content such as lectures, presentations or discussions are recorded in real time and visually presented on large surfaces. Symbols, images and colours are used to illustrate the essential content and contexts and thus support the audience’s understanding and ability to remember. Graphic recording is often used at workshops, conferences and other events to record discussions and results in a vivid way.

Graphic Recording and Visual Facilitation have large areas of overlap, but they are not identical. While graphic recording can also be used for documentation at large events with hundreds of participants, visual facilitation is better suited for smaller groups. The visual facilitator takes on the role of a „visual moderator“ who specifically asks for input from the participants, asks questions and works together with the group on visual solutions. The visual facilitator usually tries to transform abstract ideas into concrete, manageable concepts.

Less is often more. In fact, the most important information for graphic recorders is the exact course of the event. But of course it is also important to know how the graphic recording will be used after the event. In the case of digital and online recording, technical questions about connections, file formats and transmission paths need to be clarified. In terms of content, complex topics require intensive preparation, especially if there are many technical terms and abbreviations. But a good graphic recorder takes most of it „on the audio track“, so that the provision of speech manuscripts and presentations before the event is usually not necessary.

Graphic recording is often used at strategy workshops or other internal company events where internal information is also discussed. My professional ethics as a graphic recorder prohibit me from disclosing such information to third parties. Furthermore, I have entered into a non-disclosure agreement with many of my clients, which obliges me to maintain confidentiality. This also means that I never publish graphic recordings without the consent of my clients, not even in excerpts or in edited form.

For a graphic recording on paper, the most important thing is the drawing surface. This can be a smooth wall or a large window, but large-format stable walls („Metaplan walls“) are most commonly used. Most conference venues provide these free of charge or for a small fee, and many offices are also equipped with them so that they do not have to be delivered. For digital recordings, the most important thing is a comfortable place to sit with electricity. The most important thing, however, is enough water, as graphic recording is very strenuous!

There are endless possibilities to use graphic recording for communication before, during and after the event. A hand-illustrated invitation gets participants in the mood for visual thinking beforehand. On the day of the event itself, graphic recording documents and structures lectures and discussions. For moderators, it is a proven means of providing participants with an overview. Photo and video documentation is also enhanced by graphic recording. In the form of digital images or time-lapse videos, graphic recordings can be quickly shared internally or externally, for example on the intranet or social media. And graphic recordings on paper can be hung up and remind participants of the content and agreed goals even after the event.

The price of a graphic recording is made up of the following components: Preparation, execution and rights of use. This is how the daily rate of a graphic recorder is calculated. A rough guide is provided by the Illustratoren-Organisation (IO) fee structure: it gives a range of 900 to 2,500 euros per day for graphic recording. The average daily rate is 1,415 euros (as of 2018). In addition, there are optional items such as post-processing, travel costs or material.

The term „daily rate“ is somewhat misleading, as graphic recorders already work for their clients before the day of the event and sometimes afterwards as well. Nevertheless, many graphic recorders also offer half-day rates in justified exceptional cases. However, these are not 50% of the normal daily rate, but 65%. The explanation for this difference is that graphic recorders cannot accept any further assignments for that day.

The short answer is: no. In practice, it has turned out that a very short assignment time usually means a correspondingly higher effort in preparation and follow-up. In order to record everything in such a short time, it is usually necessary to optimise the flow of information and to prepare the drawing area so that the information only has to be filled in. This preparation is so time-consuming that it cannot be compensated with an hourly rate.

The fee for a graphic recording always includes a usage rights component, which is usually also explicitly stated. With this, the client acquires the right to use the resulting image within the agreed framework. Incidentally, this applies to both internal company use and use for advertising purposes. The Illustrators Organisation (IO) provides an online calculator (link: https://illustratoren-organisation.de/wp-content/uploads/2020/06/Nutzungsrechte-Kalkulator.pdf) with which the costs for use can be calculated easily and transparently.

Like graphic designers, web designers and copywriters, the vast majority of graphic recorders are insured for health and pension through the KSK (Künstlersozialkasse). In order to secure funding, the KSK levies the so-called Künstlersozialabgabe (Artists‘ Social Levy) on companies that use artistic services. The assessment basis for this levy is all remuneration paid to self-employed artists and publicists in a calendar year. These costs are thus an integral part of artistic services and do not represent a surcharge on the costs incurred.

Parallel workshops, world cafés and open-space unconferences are a challenge for graphic recorders, as they cannot be in different places at the same time as Hermione Granger. Ideally, a separate graphic recorder should be booked for each workshop. If this is not possible for organisational or budgetary reasons, the method of visual harvesting can be used. The graphic recorder moves through the workshop rooms and collects information that seems relevant to him. The result is not a complete documentation, but a subjective picture of the mood of the event.

Until 2020, it was uncommon for graphic recording to be used in virtual meetings. But in the wake of the Corona pandemic, remote graphic recording has become an indispensable part of online meetings. The advantage is that the participants can look directly „over the shoulder“ of the graphic recorder while he or she is drawing, especially if there is a picture director who ensures that the graphic recording is shown at the right moment. Incidentally, recordings of web conferences are also much more entertaining and memorable when they are accompanied by graphic recording.

No additional software is necessary for this. The integration into Teams, Zoom or Google Meet takes place on the side of the Graphic Recoder, who participates in the meeting as a virtual webcam using his tablet connected via Camlink. By using a video mixer, it is also possible to switch back and forth between different video sources. If a document camera is used, graphic recording with pen and paper can also be integrated into a virtual meeting. The necessary hardware is provided by the graphic recorder.

Both have their advantages and disadvantages. The advantages of digital graphic recording, apart from its flexibility and the possibility to accompany online events, are the immediate availability of a digital image that can be used as shareable content on the internet and on social media. A graphic recording on paper or honeycomb panels, on the other hand, has an unsurpassed spatial effect at live events that even the largest and brightest screens cannot match. An additional benefit is the „water cooler effect“: the graphic recording acts as a focal point where participants come together, talk to each other and exchange ideas. Selfies in front of graphic recordings are also very popular and look good on LinkedIn or other social media.

Of course! With graphic recordings on paper, it is possible to record the entire drawing process in real time or in fast motion. All you need is a smartphone and a good tripod. Sometimes graphic recorders are accompanied by a cameraman or camerawoman. The images can then be used, for example, in the video documentation of the event. Digital recordings have the advantage that a time-lapse video of the drawing process can be created automatically. With a little music and a few sound bites from participants, a great video for social media can be created quickly.

Digital graphic recording offers several advantages compared to analogue recording techniques. Digital recordings can be duplicated and edited quickly and easily because they can be stored and processed digitally. This means that results can be quickly distributed and shared online.

Analogue graphic recording has its own advantages over digital recording techniques. For example, it allows direct and physical interaction with the participants and creates a more personal atmosphere. It is also independent of power supply and technology, which makes it particularly useful when there is no possibility to use digital equipment. In addition, the results of analogue graphic recording can be displayed on paper or given as a gift to participants, creating a lasting memory of the event.