Graphic Recording: A Clear Guide to What It Is and How It Works

Graphic recording—also known as sketchnoting, live scribing, visual note-taking, or graphic facilitation—is the practice of capturing information using visuals as it is being shared.

A graphic recorder listens carefully, understands the key ideas, and then draws them out in real-time using words, pictures, and simple visuals. There are many ways this can be done.

In this article, we’ll go over the different tools, formats, and setups that a graphic recorder might use.

Why Use Graphic Recording?

Graphic recording is a useful way to make events more engaging, collect group ideas, support creative thinking, and help people communicate better.

It can be used during meetings, workshops, conferences, and team brainstorming sessions. This method works well in business settings, schools, community events, and large professional gatherings. The final drawings act as a helpful visual guide and memory tool, making it easier for everyone to follow and remember what was discussed.

We’ve created visual notes for groups in education, government, finance, non-profits, tech, healthcare, and many other industries.

How Does Graphic Recording Work?

Graphic recorders work in different ways depending on the event and what the client needs. These seven points show the different ways graphic recording can be done:

• small or large

• virtual or in-person

• physical or digital

• active or passive

• live or after the event

• from audio or from sticky notes

• 2D or 3D

Here’s a closer look at each one:

Small vs. Large Graphic Recording

Small

This is often called sketchnoting. The drawing is done in a notebook or on a tablet, and the recorder sits with the group. It’s quiet and low-key, but others can’t easily see the drawing while it’s being made—unless it’s shared on a screen in real-time.

Large

This is what most people picture when they think of graphic recording. It’s done on a big surface like a roll of paper, whiteboard, foam board, or large screen. The large format makes it easy for everyone in the room to see the visuals as they’re created.

Benefits of working large:

• Everyone can watch the drawing take shape

• It’s eye-catching and makes a big impression

• People can view it during breaks

• It’s easy to take photos or scan for sharing

Virtual vs. In-Person Graphic Recording

Virtual

When more events moved online, graphic recorders began drawing on tablets during virtual meetings. This is sometimes called remote scribing. Before the event, the recorder and organizer talk through the best way to set things up depending on the event goals, the technology in use, and the type of session.

In-person

When everyone is in the same room, the full effect of graphic recording can be seen. A large canvas on the wall can pull people in, and they often enjoy watching the drawing live. Just seeing someone sketch in real-time adds energy to the event. The recorder’s presence can also shift the atmosphere of the room in a positive way.

Physical vs. Digital Graphic Recording

Physical

Most of the time, we use markers and large sheets of paper. People enjoy watching the process, especially since it’s done without an eraser. The end result feels like a piece of art that can be displayed afterward. Sometimes we draw on whiteboards or foam boards, but paper is usually the favorite for its look and feel.

Digital

Digital graphic recording is often used for virtual meetings, but not always. A recorder might draw on a tablet during an in-person event and project the image onto a screen. Digital drawing also makes it easier to adjust things on the fly, which is helpful during group discussions when ideas are changing quickly.

Active vs. Passive Graphic Recording

Active

When a recorder takes part in the discussion or helps guide it, this is called active or facilitated graphic recording. The recorder may ask questions, lead parts of the session, or even invite participants to draw on the canvas too. It works well when paired with a trained group leader.

Passive

In this setup, the recorder quietly listens and draws. They don’t speak up but act like a visual translator, showing the key points of what’s being said. This style is a great fit for talks, panels, and presentations where the goal is to create a clear summary for people to view later.

Live vs. After-the-Fact Graphic Recording

Live

Having a graphic recorder in the room during the event adds real-time energy and helps connect people to the ideas being shared. Seeing the drawing develop as the event unfolds adds value and interest.

After the fact

Sometimes it’s not possible to have a recorder present during the event. In these cases, we can work from an audio or video recording to create a visual summary afterward. While this doesn’t have the same real-time effect, it still provides a useful and engaging result.

Audio vs. Sticky Notes Graphic Recording

Audio

The most common method is for the recorder to listen to the live conversation and draw the key points. They listen carefully, decide what’s important, and create a summary using both text and simple images.

Sticky Notes

If the event has breakout sessions with lots of conversations happening at once, it’s hard for one person to hear everything. One option is to collect the sticky notes written by the group and use them as the basis for the drawing. This approach takes planning and teamwork. The recorder needs help collecting and sorting the notes, whether they’re physical or digital (like in MURAL or Miro). It’s not perfect, but it can still work well with good support.

2D vs. 3D Graphic Recording

2D

Most graphic recording is done on flat surfaces—paper, whiteboards, or screens. It’s easy to set up, view, and share later.

3D

Sometimes it makes sense to go beyond the flat canvas. With VR (Virtual Reality) tools, a recorder can draw in 3D space. This has been used in events about virtual reality, where the medium matches the topic. Augmented Reality (AR) can also be used to blend traditional drawings with interactive tech.

How Do I Know What’s Right for Me?

With so many options, choosing the right one for your event can feel like a lot. That’s why we’ve made a simple guide to help you decide.

Still unsure? The best next step is to give us a call. We’ll talk you through your goals and help you figure out what approach works best.

Can I Learn How to Do Graphic Recording?

Yes! We offer training in visual thinking for groups of eight or more. Many who’ve joined our sessions say it helped their teams become more creative and collaborative.

We’ve taught workshops in more than six countries and love showing people how to think and work visually. We’d be excited to teach you, too.