Whether you're curious about the creative process or wondering how to become a graphic facilitator, this glimpse inside the role reveals the rhythm, tools, and mindset that power our work.
Setting the Scene: Before the Event Starts
For a visual scribe, the day starts well before the audience arrives. It begins with briefing materials, content prep, and a quick run-through of the agenda. If we’re working on-site, there’s equipment to pack: oversized paper rolls, marker cases, step stools, spray fixatives, and tape—plus backups of everything. If it’s a digital or remote session, we’ll test our tablet, stylus, livestreaming setup, and make sure visuals are optimised for screen sharing.
There’s always a touch of nerves before we begin—but it’s a good kind. It keeps us sharp, tuned in, and ready to capture ideas as they unfold.
Live Scribing: Creative Flow in Real Time
Once the event kicks off, we enter what can only be described as a flow state. Our job is to listen closely—not just to what’s said, but to what’s meant. We translate spoken ideas into images, metaphors, keywords, and layouts, balancing clarity with creativity.
Unlike static illustration, visual scribing behind the scenes is dynamic and responsive. We’re adjusting constantly to pacing, tone shifts, and unexpected moments. A panel might go off-script. A speaker might drop a powerful quote. A breakout session might spark new thinking. We catch it all on the fly and give it structure.
It’s fast-paced, mentally demanding, and surprisingly physical—but it’s also deeply rewarding. There’s nothing like seeing people light up when they see their ideas come to life.
The Tools of the Trade
Whether working live or remote, every graphic recorder’s tools become an extension of their thinking. On paper, we use Neuland and Posca markers, rollable whiteboards, masking tape, and sometimes ladders to get height. For digital work, tools like the iPad Pro, Apple Pencil, Procreate, and Adobe Fresco are our go-tos, along with streaming platforms like Zoom, Miro, and OBS for integration.
But the most important tools aren’t physical—they’re mental. Active listening, sharp synthesis, spatial awareness, and the ability to stay calm while capturing complexity in real time. That’s what separates a good scribe from a great one.
After the Session: From Sketch to Final Share
Once the session wraps, the work isn’t over. We review the scribing output, make digital enhancements if needed, and prepare files for sharing. Sometimes we’ll refine colour, adjust layout, or add branded elements. Other times, the raw, hand-drawn aesthetic is exactly what’s needed.
Deliverables are typically sent within 24–48 hours and can be used across internal comms, reports, social media, and strategy decks. What began as a live creative process becomes a lasting, reusable asset.
So, How Do You Become a Graphic Facilitator?
Many people ask us how to get started in this line of work. The truth is, there’s no single path. Some come from illustration, others from design, education, or facilitation backgrounds. The common thread is a passion for communication, a love of learning, and the ability to think in visuals.
If you're interested in how to become a graphic facilitator, the best place to start is with observation—follow professionals, study their work, and practice drawing ideas under time pressure. It’s part art, part skill, part mindset—and all heart.
Want to see the magic behind the curtain?
Explore Ludic Creatives' Visual Scribing Studio to learn more, and click here to book a scribe.
