Do the Work in the Meeting…But How?

Right click to download and use this friendly tool!

If you’ve ever found yourself marveling at the number of meetings in your calendar and wondering “when am I actually going to get my work done?”, this newsletter is for you. 

Here’s a checklist I created for myself while planning for graphic facilitation work, to make sure I was using my time lately, adapted for y’all. When convening a meeting, try 

• Have an agenda: What is the purpose of the meeting, and what are you hoping to have done by the end? This can be as simple as weekly check in to be on the same page, or more complex, running through a few different tasks.

• Share the agenda with participants ahead of time so they know what to expect – ask for any additional items

• Option - when sending the agenda, include a focusing question for folks to bring ideas. You might consider: 

  • What’s one thing you wish we had gotten to do last meeting we didn’t?

  • What are you hearing/what are we doing that’s resonating with you right now?

  • What is the one most important thing we need to do by X date?

• Establish roles: Such as a timekeeper, notetaker, and/or Accountabili-buddy. During the meeting, ask someone to keep time so you can stay on track. This is especially helpful if you designated a specific amount of time for each agenda item, and if not, to let the group know when you’re halfway through the time. Making sure things are documented, and someone who has the social license from the group to follow up on action items (accountabili-buddy) if needed can also be helpful. 

•  Include time for Closing: Leave 5-10 minutes at the end to review action items for each person. 

If you’d like more ideas for how to make the most of your meetings, check out this post from the Before Times, which is still chock full of useful tips!

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, 

Where in the Virtual World is ConverSketch?

I’m Headed to the Grand Canyon Next Week! A friendly reminder I’ll be in the backcountry from October 28-November 24 without access to phone or internet. Thanks in advance for your patience, and if you’re looking for a graphic recorder during that time, I’m happy to connect you with someone in my network who rocks! Photo by Spencer Branson, on our last trip in spring 2019.

CO HIV/AIDS Strategic Planning: Beginning with listening sessions, CDPHE and DEPH are convening folks from all over the state to offer insights, experience, and ideas to co-create a strategic plan for ending the HIV epidemic in Colorado. 

K-12 Innovation: We’re in the midst of a series of Discussion calls with education leaders and innovators from across the country, this week discussing Accelerators of innovation in education they’re noticing. These discussions will feed into virtual summits and reports.

Explora STEM Stories: I’ve been working with the Explora Museum in New Mexico to illustrate stories of indigenous community leaders in STEM (science, technology, engineering, and math). They’re starting to post the time lapse drawings on their Instagram feed, including this one from Sam Woods. 

When is Good Enough...Good Enough?

So there you were. You just had a shockingly productive and energizing breakout conversation with a some of your team, and it was time to share back and make a decision. This wasn’t just an ordinary, run of the mill decision either – it was guiding the direction of your next several months of work. 

The ideas started rolling in. Connections sparking! The complexity and nuance energizing! You start to imagine where this is headed! 

But it’s not quite right. The ideas the facilitator is forcing you to capture in virtual sticky notes don’t quite encapsulate the depth and detail of the work you do. Before you know it, the idea is all of a sudden a cluster of sticky notes and you’re glazing over as the group picks apart the idea trying to get it exactly perfect…

How is it possible to maintain the momentum and move forward in a way that feels authentic to the process, yet doesn’t send you into a never-ending spiral of wordsmithing in a virtual meeting? 

As a facilitator, I bring in the 5 Fingers Consensus tool and ask:

Is this good enough?

Can we, as a group, agree this is the general direction we want to focus on?

Most of the time the group agrees with a tweak or two that the idea has the gist, and wordsmithing can happen offline or in a subcommittee. 

It can be easy to come up with and explore possibilities but getting a group to make a decision about where to focus and what to prioritize can be difficult.  Asking if the idea is good enough to move forward with can help you move through the quagmire of virtual meeting decisions and onward to doing the good work. 

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, 

Where in the Virtual World is ConverSketch?

Wildfire Risk Social Science: Facilitating the first of three strategic planning workshops to help a diverse team of researchers as they seek to support communities as they build resilience to wildfire. From local partnerships to helping make good policy, this team is working to change the way fire is managed across boundaries for the better. Here’s a screenshot of the Miro board we used over the two day workshop.

Driving K-12 Innovation: What are our biggest hurdles to support K-12 learners? That was the question we addressed in the first of six K-12 Innovation discussions with leaders and educators from around the world. Stay tuned as an advisory board continues to meet to discuss and focus on solutions! Another project, another Miro!

A New Decision-Making Tool for Your Team

This week’s newsletter is a quick tool I learned of from the Civic Canopy and I’m curious to try – perhaps while graphic facilitating a retreat next week. 

It’s called The Decider App and uses a series of straightforward questions to help you and your team select a decision-making model that best suits your needs. 

Whether you need support from the entire group but don’t have a lot of time, or you’re not even sure you need to make a decision, this tool helps you weigh your options and offers a quick snapshot of how to go about the decision-making process. 

Try it here.

Here are a few other thoughts about good decision-making with groups:

• Be extremely clear about what’s being decided

• As a leader, cultivate an environment where people can disagree to invite different perspectives and avoid blind spots

• And a list of four useful decision-making processes 

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, 

Where in the Virtual World is ConverSketch?

Friendly Reminder – On the Grand Canyon October 28-November 24: If you missed it, in August we won a follow-up permit to raft the Grand Canyon! I will be out of the office and completely disconnected during this time, so thanks for your patience! If you need a visual practitioner during that time, let me know and I’ll be happy to connect you with someone in my network.

Photo: Spencer Branson.

UC Davis Orientation: This session on cultivating an inclusive, just, and equitable learning environment at Davis was nourishing and inspiring. The student voices I heard were poised, thoughtful, and supportive, and the resources on campus are top-notch.

North Texas Local Food Summit: In preparation for the UN Global Food Summit, local community leaders from across public and private sectors came together to discuss and brainstorm how to create a more robust and healthy network of local food for those who are often underserved. 

Drawing Connections to Climate Change is an Award-Winning Video Series!

I’m so proud to share that the National Park Service Drawing Connections to Climate Change illustrated video series won a 2021 Silver Telly award!

Who else won a Silver Telly in our Public Service & Activism category? Stephen Colbert. COLBERT. 

These shorts tell stories of climate impacts in places and ways we don’t necessarily think of first – such as loss of cultural resources due to intense storms, or warming leading to an increased threat of avian malaria for rare birds. 

What I love about the approach we took with these videos is that they tell it like it is: climate change is having some massive impacts on our beloved wild places. AND there are things each of us can do to minimize climate impacts! The series always ends asking the audience “Can you picture it?”, as a tool park interpreters can use to engage with visitors and imagine a future we want to see.

I am so delighted to be part of this team and would like to take a moment to send a major shout-out to Larry Perez and Matt Holly at NPS for championing this series and making darn good videos! Your skills are fire and it’s a joy to collaborate with you!

You can find the entire series as a playlist at NPS Climate Change Response Program’s YouTube channel, or browse the links below:

• Our newest release is from Haleakala – avian malaria and climate change

• Castillo de San Marcos, Florida – sea level rise and historic cultural resources

• Organ Pipe Cactus, New Mexico – the historic Gachado Line Camp and intense storm cycles

• Jean Lafitte, Louisiana – sea level rise and historic and natural resources

• Yosemite, California – the importance of winter seasons for the park to rest

• Summer Heat Safety – how to stay safe even when things heat up in National Parks

• Cabrillo, California – ocean acidification and sea life in tide pools

• And the very first Drawing Connections video from back in ’17 -- Fort Laramie, Wyoming – river flooding events and cultural resources

If you’d like to work together on an illustrated video, I’m currently booked out into spring of 2022. Get in touch if you’d like to discuss your project or be connected with another talented illustrator in my network. 

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, 

Where in the Virtual World is ConverSketch?

Another New Video! This video for the National Park Service is designed to introduce a virtual field trip for students to learn about what brown bears eat when they emerge from hibernation, but the salmon haven’t started their run yet. CLICK THE IMAGE TO WATCH THE VIDEO.

Ute Mountain Ute Student Voices: The Tribe received a grant for after-school programming for youth, and are starting by gathering the kids’ ideas and interests before taking steps to begin creating the programs – here’s a snapshot of one focus group. 

Graphic Facilitation: for a couple of teams right now. This is a custom element I’ve embedded into the Miro Board to support the multi-disciplinary team of researchers applying for an NSF grant to get on the same page about their approach and begin the process of writing up the complexity in a coherent way. 

Attention Spans for Online Meetings are Getting Shorter. Here are the Questions I’m Asking to Make Sure Groups are Engaged

How do you hold the space for groups to do deep, meaningful work while tolerance for long virtual meetings wanes? Taking time before the meeting to craft the questions that are imperative for the group to explore together means they will feel deeply that this couldn’t have just been an email. 

I’ve been doing quite a bit of virtual graphic facilitation lately – from microbiologists to educators to socio-agro ecosystem researchers.

Inspired by my friend and colleague Janine at idea-360, who asks the best questions, here are some questions you can use to facilitate intentional time together, whether it’s 20 minutes or four hours. 

Before the meeting:

• What does success look like walking out of this meeting?

• Knowing this, what do we need to design/plan to do? 

During – This varies depending on your purpose – here are a few to spark your creativity:

• What is the unique value we provide? To whom?

• What is our grand challenge? 

• What demands our attention?

• How might we…in order to…

After:

• Plus - What did we like?

• Delta - What would we do differently next time?

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, 

Where in the Virtual World is ConverSketch?

Head’s Up! I’ll be out of the office October 28 through November 22 without phone or email. With a 1 in 2,500 chance, we got a follow-up lottery permit to raft the Grand Canyon! Sound familiar? This will be our third time rafting the canyon - here’s a shot of me rowing Upset Rapid in 2019. Thanks for your patience, and if you want to explore the Grand, you can click through Google’s “street view” down the river. 

Aspen Colorado: For the Tech Policy Institute’s annual Forum. It was amazing to get to work on paper with people in the room, and I applaud the TPI for their intentional and rigorous safety measures for an in-person gathering. 

Upcoming Announcement: I have some very exciting news to share, but not quite ready yet! Stay tuned – I’ll be announcing this mystery in the newsletter on September 8th!

One Easy Thing You Can Do After Your Virtual Event to Boost Engagement

You’ve rocked your event – high five! Even living in this digital world for over a year, nailing an engaging virtual event is still a challenge. Now, how are you going to keep momentum going? 

Reminding participants about the fantastic ideas shared by your killer lineup of speakers, or the dynamic brainstorming sessions they worked on together can be easy.

How? Include the digital graphics in an email newsletter and blog.

Here’s why: 

• People tap back into the good vibes from the event – meeting people, doing good work, learning new things together

• You can get people to fill out those post-event feedback surveys – just link them right into your email

• People spend time reflecting on what they did, learned, and questioned at your event

• You can boost the buzz for the next event 

• You already have the content – use the graphics as a starting point and expand on key ideas, insights, patterns, and areas participants were excited about

Here’s an example from Adobe Education I have been working with for their outstanding virtual Creative Campus Collaboration events. See the whole post here or by clicking the image.

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, 

Where in the Virtual World is ConverSketch?

Designing and Facilitating Digital Workshops: From embedding humanistic approaches to computing curriculum to strategic visioning for an Executive MBA program to social-agroecosystem researchers to fire social scientists, I’m in the planning phase for several graphic facilitation clients helping them co-create a shared vision even while geographically dispersed. 

In the Mountains: Spending some time above tree line – this time of year in Colorado is an absolute gift! 

How to Co-Create a High Engagement Virtual Event: Best Practices from the ShapingEDU Community

Every time I get to work with the ShapingEDU community, I’m blown away by the creativity and passion of the team at ASU to positively “shape the future of learning in the digital age” as they say. 

Even in a world of remote meetings, ShapingEDU walks the talk to convene for meaningful work driven by the community, which means it’s then carried on afterward? 

So, what best practices can be transferred to YOUR organization? 

For highly engaged virtual or in-person events, let participants guide content. This was done through crowd-sourcing then voting on nine wicked problems facing education in the weeks leading up to the Unconference. 

Minimize talking at, maximize talking with. Most of the three days was spent in working groups focused on the content participants upvoted. There was a framing plenary panel, then off folks went to share their insights and cross-pollinate ideas. 

Provide some structure. These hours-long working groups were guided by community members who volunteered to facilitate them ahead of time, who had knowledge, expertise, and the ability to step back to let the group do the work when it made sense. Each had their own zoom meeting, and participants were encouraged to work together across Slack.

Infuse creativity and play. The opening reception was a ridiculously well-curated Wicked Mystery Party where participants discovered there were self-guided and team-oriented mysteries to solve by talking with characters in different breakouts, exploring clues in different settings online, and working together. Not to mention a graphic recording “ghost” who floated around to capture snippets of the process and offer sometimes helpful hints. 

The base map for the Wicked Mystery Party opening reception. Participants could click on yellow buttons to explore different rooms, looking for clues!

Finally, each day was facilitated with reconvening the groups to share ideas and look for connections, patterns, and insights together. These report outs were graphically recorded in real-time and reflected back to the participants visually and verbally for comprehension, memory boosting, and looking for new ideas together. 

Cheers ShapingEDU – you all are truly remarkable and I’m proud to be part of the community!

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, 

Where in the Virtual World is ConverSketch?

ASU ShapingEDU Unconference: As you may have read above, the Unconference is a lively event. This year, we created quite a few materials ahead of time, including this explainer video on what Black Swan Events are and why we should care!

Communication and Symbioses Workshop: I’m in the midst of graphic facilitating a two-day workshop for a team of researchers exploring connections between microbial symbioses and signaling and communication.

What People Are Saying

I get to work with clients who are absolutely incredible, inspiring, creative, passionate, talented, driven, and generous. To those of you reading who I’ve had the opportunity to co-create with, you’re awesome!

If you haven’t worked with me as a graphic recorder or facilitator, here are a few things recent clients have shared:

---

“Karina, I cannot express to you how invaluable your graphic has been for me. The result of working with you has been a game changer for me. You completely captured my financial planning process in a way that is exactly how I try to explain it to people, but always ended up confusing them! It has helped my business grow more than I would’ve ever expected when I hired you. I am so thankful and would recommend you in a heartbeat. Your service helps businesses achieve their goals with such a cool and unique solution! ”

— Ann Neal, Financial Advisor, New York Life

---

“This is the best money we’ve ever spent bringing you and the facilitator into this process! ”

— Joshua Ginsberg, President of the Cary Institute

---

“It’s not a Creative Campus event without you.  With all due respect to your colleagues, you are one of a kind. Our kind! ”

— Lisa Deakes, Principal Field Marketing Manager, Adobe Education

---

“I could cry with pride and happiness seeing our family engagement work laid out so beautifully and clearly by Karina. Well done…and many, many thanks!”

— Meg Comeau, MHA; Boston University School of Social Work

---

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, 

Where in the Virtual World is ConverSketch?

Children with Medical Complexity Network: After more than a year working with this team it’s been fantastic to hear reflections from the first 4 years of the grant cycle, and support strategic thinking about the final year of funding! This group is out of this world!

Inclusion Café: Working with an internal team discussing bias, judgement, and the richness that diversity of all kinds provides teams professionally and outside of work. 

In the Studio: I’m working on several videos in various stages right now and am looking forward to sharing some big news about my videos! I can’t tell you yet, but stay tuned for the reveal soon!

4 Steps to Great Stories (Even if You’re Not Good at Storytelling)

Have you ever nailed a pitch? I mean, really crushed it? You saw that person you were talking to light up? 

Chances are, you told a great story, quickly, in a way that resonated with your audience.

I get to work with incredible clients with important stories to tell. And…it can be hard. When you’re working with complex stuff, it takes skill to tell a great story in a minute or less (stoichiometry and microbial symbioses, anyone?). 

Almost without fail, “communicating to the public!” is an outcome I hear regularly at workshops I’m facilitating.  Those groups have spent a lot of time getting really, exceptionally good at what they do, which isn’t communicating to the public. Why do those same people expect to suddenly be great at something they’ve never practiced? 

If you’re not partnering with a professional storyteller or communications firm, and you’re ready to level up your storytelling, here’s a technique I taught last year at IFVP’s online conference to help my peers simplify and get confident with their science communication skills. 

The Feynman Technique

Richard Feynman was a physicist and voracious learner. He also seems pretty humble and down to earth. Gotta love those folks. He developed this strategy to improve his own learning, and it’s a killer way to outline your story. 

• Choose your topic. What’s your story about? I suggest making a mind map of everything you know about it, then…

• Teach it to a kid.  Three hot tips to help them understand:  

  • Use plain terms, no jargon.

  • Be quick about it, you (probably) aren’t working with a long attention span.

  • Before you start teaching, clarify and write down exactly what you want them to learn. If that’s hard for you to do, you know you can improve. According to the medium article I linked above, “This is also where the power of creativity can help you reach new heights in learning.” Boom.

• Fill in the gaps and keep learning. Not knowing everything doesn’t mean you’re dumb, it means you’re human. 

• Organize, simplify, and use analogies. Try teaching that kid again and get their feedback. Make a new mind map. Draw a picture. And keep iterating until it feels simple, clear, and your audience gets that sparkle in their eye that means they GET it!

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, 

Where in the Virtual World is ConverSketch?

Adobe Creative Campus Collaboration - Summer 2021: Where campuses from around the continent reflect on what’s working, where they want to focus, and how to support creativity in learning for all!

Facilitating Microbiologists: Working on a grant proposal for microbial symbioses in the environment. Here’s a snapshot of the Miro board we worked in over two days to brainstorm, make decisions, and outline a writing plan.

In the Studio: Working on several videos. Here’s a sneak peek of one I just filmed as a trailer for a virtual field trip for the Park Service in Alaska. It’s about climate change, brown bears, and what they eat!

Arizona HIV Leadership Academy: Supporting the closing of a program reflecting on what they’ve learned and want to carry with them as leaders in the community.

Creating a Proactive Roadmap, Especially into Uncertainty

You know when you hear a word once, then all of a sudden keep hearing it a few more times in the next few days? And it feels like a sign you maybe want to pay attention to that idea? 

I’ve been hearing the word “proactive” quite a bit lately. As we begin to see the light at the end of the covid tunnel, the way our future will unfold continues to feel uncertain. Will we fall back into comfortable patterns of the Before Times? Will we use this time of disruption as a window of opportunity to evolve and innovate? What will the After Times look and feel like? 

As clients I partner with are shifting their eyes to the horizon of the future, approaching in a proactive way sounds good. Doesn’t it? But what does that mean? How can we be proactive if we have no idea how things will look?

I don’t have the answer, but I do have a suggestion: Imagine different scenarios.

Working through a Scenario Planning session doesn’t give us 100% certainty — it DOES provide space to:

• Think about our deepest fears for the future and get them down on paper to then let go

• Imagine different potential futures and brainstorm how we might move forward in each

• Create a foundation from which to adapt with agility as the actual future emerges

Sounds good, yes? But how do you actually DO scenario planning? 

Working with a professional facilitator to design the process, hold space, and push your group deeper can be a great idea. If you don’t have capacity for that, or want to give scenario planning a try on your own first, here are my tips to get started.

• Make four quadrants and label them with elements that are important, something like this: Best/Worst, Lots of XYZ/Very little XYZ

• Fill in your initial thoughts on each scenario — don’t stress, but DO give yourself time to return to this with different perspectives.

Potential questions to think about in each quadrant:

• What do you have control over? What is outside of your control?

• What do you feel like in this scenario?

• Who’s “on your team”/what resources already exist?

• How likely is this scenario to occur?

• How would this scenario impact your organization/life? 

• Are these impacts acceptable?

• What might you/the organization do to build resilience?

Tips:

• Allow yourself space to feel and sit in the discomfort of the worst case scenario (lower left in my image above)

• Then allow yourself to be relentlessly optimistic for the best case scenario (upper right in my image above)

• If you don’t know what would go in the other two quadrants, that’s okay – this is a starting point

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, 

Where in the Virtual World is ConverSketch?

Urban Ecology for Positive Futures: Supporting a new, global, and transdisciplinary network of researchers and practitioners exploring urban ecology in different ways. As they begin their journey, defining HOW to work together, and what they might explore for a positive impact.

University of New Mexico Tech Days: We covered topics from pro cybersecurity tips and suggestions, to creating a positive environment for women in technology, to a reflection from the CIO of the past year and how the organization adapted.