Ready To Hire A Graphic Recorder? Remember These Best Practices.

Whether you're considering hiring a graphic recorder for your next meeting or event, or you are a graphic recorder, this short list of best practices will give you a basic understanding of what to expect.

1. Contracts are a must. Send a proposal that outlines the description of services, fees, and estimated expenses. Be clear about materials included in your fee and those that you expect to be reimbursed for. Also include a cancellation policy.

I add a sentence stating that the client has the right to use the finished images in all media. This sentence has swaying power, as the client can anticipate a tangible deliverable.

Once everyone agrees to the proposal, send a contract for both parties to sign.

2. Do your homework. Graphic recorders should get to know the client before having a briefing call and definitely before showing up to do the job. Read the client’s website, blogs, YouTube.

3. Communication is key. Schedule a pre-event briefing call with the client, facilitator and at least one member of the onsite team. This is the client's opportunity to talk to the graphic recorder about the company, event, objectives, and goals for the onsite graphic recording and for how it will be used post-event. A little time spent on the front end will yield a better end product.

I like to schedule a second call with the client one to two weeks before the event to review any last-minute agenda changes.

Once on the job:

Introductions are essential. Be sure the graphic recorder is introduced at the start of the meeting. When they aren’t, they become a distraction. It’s best to let them introduce themselves since they can explain what they do more succinctly than anyone else.

Expectations must be clear. A good graphic recorder will capture the essential content of a session and provide something of value to the client. While they do so in a creative way, it’s not about making art—it’s about synthesizing and visualizing what the audience is hearing to make it easy to understand and share.

Flexibility is the name of the game. Being flexible is a must for a graphic recorder. If you are recording a facilitated session, periodically check in with the facilitator to make sure you remain on the same page, and discuss any changes that may be taking place on the fly.

Why is graphic recording useful at your next event?

It’s the ultimate show-and-tell! It links the words you hear with a synthesis of what they mean, leading to, you guessed it: better retention, engagement, and comprehension.