How to Make the Most of Meetings

No matter who you are or where you work, you go to meetings. There is a spectrum of how you feel about meetings. It looks like this:

My goal with this post is to move you, at least a little, from the eel side to the OMG side of things by sharing some tips on how to make your meetings effective, useful, and fun.

Purpose.

• Always have a clear goal or purpose for the meeting, and make sure everyone knows.
• Always have an agenda (even if it’s just “5-minute update from both teams”). Again, make sure everyone knows.

Timing.

• Create an expectation that meetings start and end on time, and stick to it.
• Limit meetings to 30 minutes and see what you can actually do with that focused time.
• Start meetings at an unusual time, like 1:36 pm.
• How do you make sure to stay on time? Read on…

Technology.

• Place a Phone Basket by the door and have everyone, including leadership, put their phones in there.

Consequences.

• To ensure these guidelines are respected, institute consequences – positive or negative – for behaviors that support or undermine being on time.
• For example, if you’re late, do 10 pushups for every late minute or you have to sing a song in front of the group.
• If you are the reason a meeting goes long, you have to buy a round of drinks for everyone, or bring coffee for everyone next time.
• If a phone rings during the meeting, the person needs to make a donation to a non-profit of choice.

Bring in a graphic recorder or graphic facilitator.

• Your team will be able to wade through complexity more quickly and easily by seeing the conversation take place in front of them.
• People stay engaged and better remember key ideas from the meeting.
• Seeking connections and working collaboratively become second nature to the group.
• Having a tangible map of what was achieved helps keep people focused and action-oriented after the meeting is over.

To me, the key for success here is building these behaviors and expectations into the organization’s culture.

For more great tips on effective meetings, read this article from Fast Company.

Once again, thank you from my heart and soul for your support, great senses of humor, brilliant minds, collaboration and what you're each doing to make the world a better place.

Cheers, Karina

Interested in hosting the most interesting meetings in the world?

Where in the World is ConverSketch?

This week I’m out East in the DC area with the NSA again. We’re talking leadership, resiliency, and management styles and how to help teams work better together.

Talk Nerdy to Me: The Science Behind Why Graphic Recording Works

If you’ve ever experienced graphic recording, you know it’s an extremely valuable tool to support groups to do their best thinking. But what is it that’s making the meeting feel so productive, insightful, and energized?

Today, instead of my usual explanation (It’s magic…see, I even just added a Unicorn to your strategic plan!), I’d like to share some of the neuroscience behind the benefits of having a graphic recorder or facilitator supporting your group.

Visual thinking is innate. From the Harvard Gazette: “…the study found that even when [participants] were prompted to use verbal thinking, people created visual images to accompany their inner speech, suggesting that visual thinking is deeply ingrained in the brain.”

Thinking visually helps us remember information better…

• “People who were encouraged to doodle…were able to remember 29% more of the information on a surprise quiz later,” Wall Street Journal
• Dual Coding Theory: Information is more likely to be understood and remembered when presented using images and words.
• Cognitive Load Theory: We have a finite amount of “brain power” to apply to critical thinking, remembering, or being creative. In fact, our brains can remember up to seven chunks of information before we start letting other things go. Using visual cues helps free up our minds from keeping track of those chunks and instead focus on connecting ideas, remembering key information, and creative thinking.

…and to express our emotions more deeply…which, in turn, results in a stronger memory and likelihood to retain information. An article by the Wall Street Journal cited a study that showed more complex emotional communication and processing from doodles than written responses: "Their pictures communicated more than just a text or a regular photo. They were more personal, more intimate."

We all learn best in different ways. There are four ways in which people learn; auditory —prefer to listen, visual—prefer to see, verbal—prefer to speak, and kinesthetic—prefer to move or do some physical activity. Graphic recording can support all four modalities as people hear the speaker, see the images and words, and get up to see the drawings closer, or walk around the view them.

Everyone wants your attention, which means visuals are more likely to be looked at and engaged with. “Recent studies say that nowadays, content is browsed 94% more often if it contains images and is shared 40 times more often in social media if it contains images.” - Visual Facilitation Cookbook

Side note: I could geek out on this all day – in fact a large chunk of my master’s thesis was devoted to using visual thinking to support understanding of the complex science of climate change. For more articles and publications, check out my Resources page. If you want to talk more, please let’s do!

Once again, thank you from my heart and soul for your support, great senses of humor, brilliant minds, collaboration and what you're each doing to make the world a better place.

Cheers, Karina

Think this sounds pretty neat? Let’s put science into action for your organization.

Where in the World is ConverSketch?

Feeling the ENERGY in Utah.

This week I'm back in Salt Lake capturing content for an Energy Democracy Symposium at the University of Utah. Starting tomorrow...so for now here's a watercolor card of the Irish countryside I made for my Da.

What They Don't Tell You About Storytelling

Storytelling is a deemed an “irresistible” and powerful tool for strategic thinking and marketing in business these days.

Good stories need to keep our attention -- which is a rarity in a time of sensory overload and instant gratification – by creating some sort of tension that ensnares the emotions and intrigues the audience. Good marketing uses the power of story to go beyond what a company does or makes to share a deeper understanding of the companies’ Why.

But just because we’re telling a story, does that mean the strategy is working?

Over the past year, I’ve been drawn to the concept of storylistening, which embodies what graphic recording is all about.

Taking a moment to reflect, “storytelling” assumes that if we speak a story, people will listen to it. But people are busy, they’re not going to listen to you unless they have a reason.

During strategic planning or visioning, successful processes allow space for leaders to listen to the past, connect it with the present, and create space for people to see the future. Using graphic recording supports the group to tell a story that helps everyone see the Vision, to own it, live it and make it happen.

A good storyteller tells a tale with the audience, reacting and shifting the story as needed. Listening, visually capturing, synthesizing and adjusting with the group is one of my favorite parts of graphic facilitation. Sometimes it looks messy, but if it helps the group tell and listen to their collaborative story, then we’ve done good work together.

How can you give people a reason to listen to your story?

Once again, thank you from my heart and soul for your support, great senses of humor, brilliant minds, collaboration and what you're each doing to make the world a better place.

Cheers, Karina

Want to get everyone at your company telling the same story? Already have a story, but want to spice it up and share it with the world?

Where in the World is ConverSketch?

The American Society of Safety Engineers

I just want to say you are awesome and you take our brand to the next level! We love you!!        - Alex Scovil, Gates Corporation

Fort Laramie Illustrated Video

The first Drawing Connections to Climate Change video is now out! Find out how a National Historic Monument in Wyoming is feeling the impact of a changing climate, and share your ideas to create a different future! CLICK ON THE IMAGE TO WATCH THE VIDEO.

How To Get The Money Shot

Netflix recently released a series called Abstract. Each episode focuses on a different aspect of design and follows an individual or team who exemplifies excellence in their field. My favorite so far has been about the photographer Platon.

If you haven’t heard of him, you’ve almost certainly seen his portraits. Although the subjects are often famous and familiar, they are different than other photos you see; shot by film, crystal-clear, mostly black and white images.

But none of those things are what sets Platon apart. Shooting with nice lenses and film doesn’t guarantee world leaders and movie stars seek him out to take their portraits. Even honing a skill to the degree he has is not what makes a Platon special.

What sets him apart is the way he interacts with his subjects. He does his research and knows about the person, but does not make assumptions. He asks informed questions and gives succinct direction to his subject for the photo.

But most of all, he listens to them. He genuinely wants to hear their answers. And he listens not only to what they’re saying, but their body language as well.

And in such deep, authentic listening, Platon gets his subjects to drop their walls, to be vulnerable - even if just for the tiniest moment - and that’s the magic he captures.

As a graphic facilitator, it's imperative to listen, visually capture, and be absolutely authentic with the groups I work with. This is nothing new, I’ve certainly written about it a few times, yet it persists as a timeless lesson about the power each of us has inside to truly connect authentically with another.

Once again, thank you from my heart and soul for your support, great senses of humor, brilliant minds, collaboration and what you're each doing to make the world a better place.

Cheers, Karina

Authentic engagement sounds pretty good...I want to find out about adding some visuals to support my team.

Where in the World is ConverSketch?

Back at it again in Salt Lake! Yesterday I was graphic recording for the SLC Chamber of Commerce Board of Governors Annual Retreat. Here’s a snapshot of their meeting – including the placement of a time capsule!

Also back at it with a new video! Editing is under way for the first of three Wildfire Research videos. You’ll be the first to know when it’s out!

Use These Techniques to Diffuse A Tense Scenario at Work (or at Home)

One of the exciting things about being a facilitator is that you get to work with people. And people are not always predictable, which may leave you in the midst of a conversation that heated up real quick, and all eyes are on YOU to see how you’ll handle the situation.

You’ve got to think quickly, act compassionately, and get the group back on track without saying something that will completely shut individuals or the group down. (And at this point your client is super pumped they made the savvy decision to bring in a facilitator for this meeting instead of having to be the one in the hot seat.)

What do you do? This week I’m sharing some tips from the lovely and talented Carrie Bennett on how to “Unload Loaded Language”.

1. Stay calm!  This isn’t about you.  It’s your job to help people hear and understand one another, not weigh in on the merits of their ideas. 
2. Dig through the negative to find what the person DOES want.  Buried in their statements is something even their “opponent” can probably support in some way (try to find the interest behind their position).  The more you know about the issues, the more easily you can do this but you don’t need to be an expert.  Listen for what’s important to people.
3. Translate the loaded language into something more neutral. Try to preserve the interest and check back to get the speaker’s agreement before you go on.

Give it a try…how can you re-frame these statements to be more neutral?

• Melanie is such a slob.  I can’t even work with her because I’m always having to clean up her messes.  I’m not her maid!
• You know, these freeloaders aren’t even trying.  They’re just happy to live off the government and let the rest of us foot the bill.  If they really wanted a better life, they would get off their @$$*$ and get a job.

Once again, thank you from my heart and soul for your support, great senses of humor, brilliant minds, collaboration and what you're each doing to make the world a better place.

Cheers, Karina

Need a professional to help guide your group and unload things if they get spicy?

Where in the World is ConverSketch?

The first week of April we got to take some time off and float through Cataract Canyon in Utah. I love rafting because I get to disconnect completely, be present, and enjoy the beauty of the Canyon and my friends. I always try to sneak in a bit of plein air watercolor, and waiting for the shuttle was a perfect moment to do a quick sketch.

Since we got back from Cataract, it's been full on video production here at ConverSketch HQ. Here's the one I finished up last week -- and hopefully you'll get to see another one in the next post as well.

How to Get the Most Out of Your Work Day

Last newsletter I shared my new Kickass Guide to Productivity tool with you. This week I want to give you the Guide Version 2 as well as my top tips for getting the most out of the tool (and therefore your day…and therefore your LIFE!).

Version Deux is a PDF you can fill out digitally so if printing and writing isn’t your thing, you’ve still got a way to use this Productivity Guide.

To go along with this tasty PDF Version, I also want to share 4 tips to get the most out of the tool.

Plan Ahead: Take 5 minutes at the end of your day to plan your next morning’s routine and at least one topic for your Focus Sessions. My expert tip: I have a PDF version saved with my morning routine, start time, and what I’m grateful for already filled out. Then I save it as a new version with the date and at least one Focus Session filled in.

Use A Timer: Simple but effective. If I don’t set a timer for my focus time or my break time, I lose track and the tool immediately loses its power for me. The concept of being hyper focused for a designated period of time and knowing I’ll get a break at the end is what makes this thing work so well. If you just keep working or lose track of time, pretty soon it’s 4:30 and you’re on Instagram again…

Keep a Scrap List Nearby: If you’re like me, the moment you sit down and start to get into a project, something “urgent” pops into your mind. Instead of gratifying the urge to take care of it and get that instant gratification you’re craving, jot it down on a scrap piece of paper and take care of it during a break or once you’ve completed 4 Focus Sessions.

And Finally…Iterate: And yes, I’m using a fancy buzzword to mean don’t be hard on yourself. If you find yourself getting distracted or not getting finished in the time you set for yourself, it’s okay. That’s what the bottom of the sheet is for, to reflect and think about how to improve…then do it! Make two Focus Sessions on the same project, or make it a longer Session next time.

If you want this tool RIGHT NOW, sign up for my newsletter and you'll get a secret link to download both versions of the Guide for free!

Where in the World is ConverSketch?

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This week I’m back home working on video projects and supporting discussions on mental health for youth and children. But after a week in Las Vegas at ConEXPO, I wanted to share a graphic recording wall complete after a day talking with folks about solutions they’re seeking and trends they’re excited about in the industry.

Introducing...A Kickass Visual Guide to Productivity Just for You!

Happy Wednesday, people!

This week I’m delighted to share with you a productivity tool I’ve been working on and refining this year for a very special group of people. People who think critically and creatively, who care about others in their lives, and who want to make this world a better place through their unique gifts and contributions.

Yep, I’m talking about YOU!

As a creative freelancer, I’m my own boss. Which is phenomenal in many ways, but it does mean that nobody else is there to hold me accountable or be an accountability buddy. I mean, Moxie does try to help, but tends to lose interest or fall asleep when I try to get feedback from her.

So, as a result of working from a home office and having some very productive days, and some not-so-productive days, I’ve been checking out focus and time management tools from successful business people and beta testing them to see how they work for me.

One theme I’ve seen is that breaking work into chunks helps me stay focused. Just doing one project, even if it’s only for 15 minutes at a time, and writing down things that pop into my mind to take care of later, rather than jumping from task to task. Another is to take time to appreciate what you’re grateful for – whether or not it’s directly related to work or the project. Then there’s always the principle of learning from your mistakes – learning from what didn’t go as well as you’d hoped. But I’d take it one step further, and suggest that it’s also important to learn from what DID go well too, and do more of that! And finally, giving yourself time to relax and refresh between intense focused periods. For many people, taking some time to move around is an integral part of processing information and improving memory!

So this week I’m going to share with you a tool I’ve adapted from the work of other entrepreneurs and thought leaders and given a visual spin.

And I’d like to ask you a favor: Will you help me make it better? If you use this tool, will you let me know what you love and what you’d like to see changed to improve it? Iterative design, my friends…iterative design. And the collective brain power, experience and critical thinking of this group is exactly the ticket, I think!

*Right click to download!

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Where in the World is ConverSketch?

Currently: Las Vegas, Nevada for CONEXPO! I’m here with Gates Safety illustrating expo attendees’ big ideas, concerns and solutions…right before their eyes!

I’m also tickled to share the newest Video from my studio. This one is for the CSU Alumni Association, and I’m proud to say it’s the first video I’ve produced from script to final edits!

5 Insights from 5 Years in Business: Happy Birthday ConverSketch!

ConverSketch turns 5 tomorrow! I enjoyed reflecting last year on my top 4 Wisdom Nuggets from 4 Years, so this year it’s baaaaaaack as 5 Insights from 5 Years in Business.

1.       Trust yourself and the Universe. I’ve found through trial and error that trusting my gut instincts really is worthwhile. If you have a big or small decision to make, learning to trust your intuition can save you time and energy. If something doesn’t work out how you expected, try asking yourself “What can I learn from this?”

2.       Focus on what you want…Be very clear with yourself on this one, because I know from experience what I focus on is what I attract to myself. There is no right answer here. Some people want to work hard, hustle and build an enterprise. Some want a small business they can run from anywhere. Some people want the flexibility to work at 2 am when a stroke of brilliance strikes and not have to show up at 8 am. Whatever it is, be clear with yourself and others.

3.       …then actually DO it. Often it doesn’t take much time to get a significant amount done on a project. Research shows that checking email compulsively can actually have a negative impact on your IQ and creativity. I personally have found that not checking email first thing, and instead setting aside some morning time to do something creative, even if it’s only for 15 minutes, helps set the tone for the rest of the day. Dedicating a chunk of time to focus solely on one project without distractions, then giving yourself a mental break can help you get heaps done before noon! More on this and a tool I’m testing to help you in the next email (insert mental image of me rubbing hands together with anticipation).

4.       Be authentic. As a graphic facilitator, it can be easy to slip into an overly formal relationship with clients. I’ve found that being myself, cracking jokes while also honoring the vulnerability and dignity of the people I’m guiding through a process helps them be more real with each other and get more real work done. Please remember…YOU are a GIFT to this world. Nobody else can do the things you do the way you do them.

5.       Maintain an attitude of gratitude. I think this is foundational to the success of anything a person does. When I’m rooted in a space of appreciation, I find that’s when the Flow happens – creativity, business, generosity from others…The most beautiful thing is, there is no limit to the amount of gratitude you can feel and share!

I’m so grateful for each of you. I love reading your emails and reflections, answering other questions and sharing resources. Without you, my fabulous clients and conspirators, ConverSketch wouldn’t be much of anything!

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Click on the image to see the larger version.

Once again, thank you from my heart and soul for your support, great senses of humor, brilliant minds, collaboration and what you're each doing to make the world a better place.

Cheers, Karina

Ready for an authentic, trusting, action-oriented, gratitude-filled session of graphic recording?!
 

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Where in the World is ConverSketch?

After Kenya, 2017 has been off to a rockin' start. I've had the pleasure of creating and implementing graphic facilitation processes for clients and taught a two-day intensive facilitation course for graduate students in natural resources here in Fort Collins. I'm also at varying stages of video production for the CSU Alumni Association, the National Park Service Climate Change Response Program, the WiRe wildfire research team and others. Next stop: San Diego!

Reflection & Vision - A Custom Tool to Help You Design Your Life

Hello and Happy Holidays friends!

I hope so far yours have been filled with laughter, light, and lots of merriment.

It’s wild to think that this will be the last email to you all in 2016. Last year at this time I wrote about the power of having a clear vision for the next year(s), and how I like to create a Vision Board each New Year. I’ll definitely be taking some time to be intentional, plan and set goals for 2017.

One thing we may not take enough time to do for ourselves is to look back and appreciate what we’ve accomplished. Making time to think about what I’ve done helps keep me energized. In the day-to-day, it’s easy to be caught up in what’s next, what didn’t get done, which graphic recording or video client I need to communicate with, what deadline is around the corner. It’s all important. And so is wrapping your head around what you’ve finished, nailed, achieved, sailed beyond, and rocked. Reflection can also be a time to learn from your year – things often go differently than we plan and sitting with and open mind and reflecting on what you’d do differently helps you improve and refine your work.

So go ahead, pour yourself some tea (or wine) and take some time to reflect on what you’re proud of in 2016, and visualize the year ahead. I’ve created this custom, printable template to help you get started, or feel free to create your own from scratch!

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Right click then select download to save and print your own!

Once again, thank you from my heart and soul for your support, great senses of humor, brilliant minds, collaboration and what you're each doing to make the world a better place.

Cheers, Karina

Want to create a beautiful, visual plan of action for 2017 with your team? Click the button to find out how we can work together to create a vision and strategies that you'll actually want to look at every day.
 

Where in the World is ConverSketch?

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As you read this, I’ll be on the first leg of a two-week trip to Samburu, Kenya. This will be my fifth time taking students from Colorado State University to a rural community where we’ll be helping Unity Women’s Village with whatever small building project they need, teaching in schools, listening to students’ stories who are attending high school through scholarships, and discussing conservation with young girls in the community. Mostly though, we’ll be learning, building relationships, and thinking about some of the world’s most intense challenges: poverty, access to health care, women’s rights, access to clean water, culture and technology, equality…the list goes on. We will have irregular internet access so thanks in advance for your patience until January 13. To keep friends and families in the loop, the students be posting stories and photos to this blog most days. Happy New Year!

You've Got The Power!

This time of year is all about giving. And while it can be overwhelming between the list of presents, party hosting, wrapping up work and spending time with loved ones, remember that you always have a gift to share. And it doesn’t cost a thing! In fact, you’ll probably benefit from the whole thing too.

Never underestimate the power of a smile or a kind word.

Whether it’s to a stranger on the street, the folks you work with every day, or the person returning grocery carts from the parking lot to the front of the store, a smile or saying something nice can make a world of difference. And it costs nothing. And you’ll feel better too. Win/Win/Win.

My father-in-law does this really well – he always has a funny quip and a kind word for people who tend to be over-looked. I love watching these interactions because sometimes it takes people a moment to realize he’s joking with them, but they always end up with a big grin on their faces.

So, this month while it’s tempting to be caught up in your own stress or to be grumpy that you have to wait in long lines, try turning that frown upside-down and giving a word of praise or appreciation, and see if you can create a ripple effect around you.

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Once again, thank you from my heart and soul for your support, great senses of humor, brilliant minds, collaboration and what you're each doing to make the world a better place.

Cheers, Karina

Need someone to help your team see just how much you've accomplished this year & then give high fives about it? Click to get in touch about your next meeting or event that could use a touch of graphic recording magic.

Where in the World is ConverSketch?

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Last week I got to spend an afternoon with leaders across the City of Fort Collins to talk about how to move beyond boundaries to work better together. Onward!