Guide to Graphic Facilitation: From doodling to clarity in meetings and workshops

You might see a few smiles the first time customers or colleagues are shown large drawings of hot air balloons, superheroes, or colorful targets during a meeting or workshop.

Nevertheless, it’s precisely those user-friendly symbols and cartoon-like icons in graphic facilitation that make complex problem-solving and collaboration better, easier, and more enjoyable.

In this post, we’ll dive into graphic facilitation, exploring its history and the methods behind it. So let’s start with the most obvious question...

What is graphic facilitation?

Graphic facilitation is a method for visualizing ideas, processes, and conversations through drawings, icons, text, and diagrams. It can be used in meetings, workshops, and presentations to provide clarity, deepen understanding, and encourage creativity and engagement among participants.

If we dig a little deeper, you could say graphic facilitation is a method within the broader skill set of facilitation. The word “facilitation” comes from the Latin “facilitas,” which means “to make easy.” In other words, as a facilitator, your job is to make it easy for participants to contribute, collaborate, and—crucially—achieve results together.

When we add the “graphic” element, it’s about using visual components to guide and inspire collaboration and create a shared visual language that everyone can gather around.

You can never be entirely sure what your colleagues are thinking. Still, we often act as though we fully understand each other—usually because we assume, incorrectly, that they see things from the same perspective as us. But the truth is, they rarely do!

Everyone has their own unique perspective on the world, and we need to take active steps to gain insight into each other’s viewpoints.  
By using icons to visualize problems, solutions, needs, or products, we become extremely concrete and create something we can all look at, discuss, and refine together.  
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While facilitation helps a group move forward, graphic tools make it easier to externalize and highlight whatever we’re talking about.  

Another bonus is that your brain—and your colleagues’ brains—loves getting visual stimulation. Simply put, seeing things makes it much easier for us to understand and remember information when we combine words with images.

The popularity of graphic facilitation has only risen in recent decades as a tool to support meetings, workshops, presentations, and strategic processes worldwide. Why? Because the challenges people face are increasingly complex, and that need hasn’t gone away—in fact, it’s grown!

What is the history behind graphic facilitation?

Let me start by making it clear that using visualization and drawings in communication is by no means a new invention. We can trace it all the way back to early human societies and their cave paintings, where images, symbols, and drawings were used to convey ideas, tell stories, and communicate complex concepts.

Fast-forward to the 1970s and 1980s, when companies became increasingly interested in creating creative, innovative, and engaging environments focusing on collaboration. Why? Because the problems they needed to solve were growing ever more complex—a need that certainly hasn’t diminished since!

This rise in complexity prompted architecture firms—most notably the Office for Metropolitan Architecture—to experiment with new methods and techniques aimed at enhancing communication and collaboration during meetings and workshops.

Another name that must be mentioned is David Sibbet, founder of The Grove Consultants International. He’s one of the “founding fathers” of what we now call graphic facilitation and visual thinking. Sibbet is widely recognized for his expertise in using visual methods to promote group interaction, solve problems, and plan strategically, and over the years he has developed and published numerous models and books on the subject.

Back in 2012, I myself jumped headfirst—almost by accident—onto the graphic facilitation bandwagon and was immediately struck by how much sense it made. I’m far from alone: the popularity of graphic facilitation has only risen in recent decades as a tool to support meetings, workshops, presentations, and strategic processes worldwide. Why? Because the challenges people face are increasingly complex, and that need hasn’t gone away—in fact, it’s grown!

Our brains and mental processes work by creating patterns and linking pieces of information. When we visualize structures—say, by using a mind map—we gain a much stronger foundation for understanding and learning. On top of that, our capacity for remembering images is almost unlimited, allowing us to store endless combinations of pictures and actions.

Everyone has their own unique way of seeing the world, which is why we need to actively seek insight into each other’s perspectives.

Graphic facilitation relies on simple, quick sketches, most of which are based on basic geometric shapes like circles and rectangles.

Why use graphic facilitation today? 

These days, it’s completely normal to come across job postings that explicitly list graphic facilitation as a desired skill.

Companies are facing complex challenges that need to be solved in cross-functional teams, which is why we need both a “big-picture” overview and the ability to explore each other’s perspectives on the world. Graphic facilitation excels at both, making it a powerful tool for anyone leading the process.

What should you be able to do to get started?

First things first—you’ll need something to write with and something to write on. After that, you’ll probably have a little friendly chat with your inner voice telling you that you can’t draw.

Forget it—everyone can draw!

You may not have drawn anything since you were a child, but don’t worry. Activating your “visualization muscle” doesn’t have to be hard or require a lot from you. Like any muscle, it just needs training: the more you practice, the stronger and faster you’ll get. At the same time, don’t give up if you feel a bit “sore” in the beginning.

Graphic facilitation relies on simple, quick sketches, most of which are based on basic geometric shapes like circles and rectangles.

When you’re just getting started, there are seven fundamental elements I recommend adding to your training routine.

The 7 basic elements

The 7 basic elements are: frames, people, places, processes, communication, text, and effects. But your brain might find it difficult to fully absorb or remember that list just by reading, so here it is presented in a “graphically facilitated” format for you—enjoy: 👇

How do you use it in practice?

The best motivation for learning something new is having a clear purpose for it.
Being able to visualize gives you countless opportunities to enhance your communication, create more engaging meetings and collaborations, and—importantly—boost both ownership and job satisfaction across your organization.

Two of the most commonly used formats are visual presentations and visual templates.

Visual presentations are an excellent alternative or supplement to traditional PowerPoint slides, which too often fail to capture participants’ attention or help them truly understand and remember what’s being shared.

When you create visual presentations, your goal is to communicate in a clear, effective, and inspiring way—especially if you’re dealing with something new or complex. These presentations are typically drawn on A0-sized posters and include both words and images that support your narrative. A vital part of preparation is selecting the most important messages and letting them guide what you draw and write.

Unlike PowerPoint slides, posters can be hung around the room during in-person meetings or in the office, making it much easier for participants to connect the information from different posters. In contrast, with slides, the content disappears as soon as you switch to the next one—often right before you’ve even taken your first sip of coffee.

Visual presentations are also an ideal format to start with if you like to practice and prepare without an audience.

Visual presentations are an excellent alternative or supplement to traditional PowerPoint slides, which too often fail to capture participants’ attention or help them truly understand and remember what’s being shared.

Visual templates are ideal when your main goal is to involve your participants. Far too many meetings and workshops leave attendees passive, offering lengthy monologues, overwhelming amounts of information, and maybe a single closed question in the last two minutes.

Drawings, on the other hand, encourage participation and provide a clear, straightforward structure for the process. Typically, the template is drawn on an A3 sheet or larger poster, featuring a headline or question for participants to work with, plus empty fields or models where they can add their input.

Visual templates are perfect for getting people involved because they’re accessible and obviously waiting to be filled in. So whenever your main objective is active participation, visual templates are the way to go!

What do you do for online meetings?

Working from home—and holding meetings and workshops via screen—has become an everyday reality for most of us.
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Because of this, I’m often asked: “What do we do when everything takes place online?”

Fortunately, it’s quite straightforward. The same principles of graphic facilitation that apply in face-to-face meetings also work in a virtual environment—just with a few extra considerations. For example, when you’re working on-screen, it’s especially important to keep your drawings simple and clear. Screen resolution and small details can quickly create confusion, so remember: less is more.

Tools like Miro, MURAL, and Jamboard provide great platforms for online collaboration. They function as digital whiteboards, where you can draw and use templates while participants contribute in real time. I’m not here to prescribe a specific digital tool, but most of these platforms offer free trials (assuming your organization doesn’t already have access), so experiment and discover how graphic facilitation can also enhance your online meetings.

Each platform offers ready-made templates and the option to freehand draw—just as if you were standing at a physical whiteboard. But remember: the key isn’t which tool you use, but how you use it to foster engagement and clarity for your group.

In the end, it’s really quite simple: the same graphic facilitation practices that work in person can be adapted seamlessly to online settings—with just a bit of fine-tuning.

A V-sign with the palm facing inward can be viewed as an insult in some places, yet it’s a peace sign elsewhere.

Should you take cultural differences into account?

The essence of graphic facilitation lies in creating shared understanding, avoiding misunderstandings, and making sure everyone feels included in the process. As a facilitator, it’s important to be mindful so your graphic facilitation doesn’t end up feeling like a grenade in the room.

When working with a highly international group, remember that symbols and colors can have very different meanings across cultures. For example, in many Asian countries, white symbolizes mourning, whereas in Western countries it’s often linked to purity or fresh beginnings.

A V-sign with the palm facing inward can be viewed as an insult in some places, yet it’s a peace sign elsewhere. Even a simple thumbs-up can be offensive in certain Middle Eastern countries. That’s why it’s crucial to do your research or consult local colleagues when working with international teams. A good rule of thumb is to stick to universal symbols (like geometric shapes) and steer clear of culturally specific references. If you’re unsure, think of the symbols you commonly encounter in airports—those tend to be universally understood.

But isn't it a little childish to draw at work?

We’re nearing the end of this piece on graphic facilitation. There’s still one question (or concern) that may be lingering in the back of your mind:

Which audiences can benefit from graphic facilitation?

I often reassure course participants who see a wide range of possibilities for supporting complex strategy processes and leadership teams with graphic facilitation but worry that using drawn elements might look unprofessional. The good news is that those in freshly pressed blue shirts (maybe even wearing ties) have brains that work just like everyone else’s. Most people’s brains function better with visual support, and the more complex the problems or processes, the more you need it.

Graphic facilitation isn’t limited to any one audience or purpose. The best way to figure out where you can create the most value with your new visual superpower is to keep trying it out—and to ask participants for feedback.

Graphic facilitation is for everyone, so grab a marker and start drawing!

About the author

Camilla Linnemann is not only Head of Relations at Syndicate but also an experienced and passionate facilitator who knows how to use visual tools to build a stronger shared understanding across different professional groups.

She has held countless courses on graphic facilitation and is also the creator of a popular online graphic facilitation course that you can easily take whenever it suits you.

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