The highest level(s) of influence this method typically matches with on the IAP2 public participation spectrum is…
Inform
To provide the public with balanced and objective information.
Consult
To obtain public feedback on analysis, alternatives and/or decisions.
Involve
To work directly with the public throughout the process.
Collaborate
To partner with the public in each aspect of the decision.
Empower
To place final decision making in the hands of the public.
Main Focus
Time
Resources
Budget
Participants
Graphic Facilitation is a visual engagement technique where a trained facilitator captures key ideas, conversations, and themes in real-time using drawings, symbols, and words. This can occur on large sheets of paper, whiteboards, or digital tablets. It is used during meetings, workshops, or forums to enhance understanding, create shared meaning, and support memory retention.
This method helps participants literally “see” the conversation unfold, which can boost clarity, creativity, and inclusivity — especially for those who prefer visual learning styles. Graphic facilitation is often used in co-design, strategic planning, and storytelling exercises to support deep engagement.
It can be particularly powerful when discussing complex ideas or when the goal is to encourage lateral thinking and big-picture collaboration. The resulting visual artefacts can also serve as ongoing reference tools or shareable summaries.
What you'll need
Virtual Delivery
• Digital whiteboard tools (e.g. Miro, Jamboard, Concepts)
• Stylus + tablet or digital drawing software
• Screen sharing + recording options (Zoom, Teams)
• Trained graphic facilitator comfortable with digital tools
• Backup visuals (in case of tech failure)
In-person Delivery
• Large paper rolls or whiteboards
• Markers, sketch pads, visual capture boards
• Visible workspace for participants to watch live drawing
• Trained facilitator + breakout wall/space
• Camera to capture visuals for post-session use
How to guide
Graphic facilitation is the practice of using large-scale visuals—often drawn live—to capture ideas, discussions, and decisions during meetings or workshops. It helps participants see the “big picture” and make connections between concepts.
Steps to Implement:
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Define the purpose
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Clarify whether the visuals will summarise discussion points, map a process, illustrate ideas, or support decision-making.
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Engage a skilled graphic facilitator
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Choose someone experienced in live visual capture who can listen, synthesise, and draw quickly.
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If doing internally, provide training or practice sessions before a live event.
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Prepare materials and space
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In-person: Large sheets of paper, whiteboards, or foam boards; a variety of markers; good lighting.
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Virtual: Digital drawing tablets, online whiteboard tools (e.g., Miro, MURAL, Jamboard), and screen-sharing capability.
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Brief the facilitator
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Share the agenda, session flow, key themes, and any terms, names, or concepts that may appear.
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During the session
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Capture key points, quotes, decisions, and connections visually as they happen.
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Use colour, symbols, and hierarchy to make the visuals clear and engaging.
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Share the outputs
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Photograph or scan in-person visuals for digital distribution.
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Export and share virtual whiteboards after the session.
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Provide copies to participants and stakeholders as part of follow-up.
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