How to Conduct Visual Meetings to Boost Productivity

There’s nothing more annoying than a meeting that goes on and on and on – except maybe a meeting that goes on and on and on AND doesn’t accomplish anything.

Many ministry teams fritter away precious time during meetings on unfocused, inconclusive discussion rather than rapid, well-informed decision making. The consequences are delayed decisions that lead to wasted resources, missed opportunities, and poor long-range planning.

Want more successful meetings?

David Sibbet, a world leader in visual thinking for groups, believes visual meetings can reclaim creativity, productivity, and playful exchange for serious work in groups. When people work visually they have better ideas, make better decisions, and are more committed to producing results.

Solution #2: Conduct visual meetings to boost productivity.


Visual Meetings explains how anyone can implement powerful visual tools to facilitate both face-to-face and virtual group work. This dynamic and richly illustrated resource gives meeting leaders, presenters, and consultants a slew of exciting tricks and tools to unlock creativity, collaboration, and breakthrough thinking.

Using techniques like graphic recording, visual planning, story boarding, graphic templates, idea mapping and more, Visual Meetings will help you and your team communicate ideas more effectively and engagingly.


Used properly, a simple drawing is more powerful than any data spreadsheet or software presentation platform. It can help us crystalize ideas, think outside the box, and communicate in a way that other people simply “get.”

Over the last decade, the concept of utilizing visualization techniques has moved beyond a few talented practitioners to become available to – and useful for – any leader.

Anyone can clarify a problem or sell an idea by visually breaking it down using a simple set of visual-thinking tools. Thinking with pictures can help you discover and develop new ideas, solve problems in unexpected ways, and dramatically improve your ability to share your insights.

In my experience, visualizing meeting purposes and objectives is one of the most helpful things you can do to make a meeting work. And getting people involved early in talking about expectations and hoped-for outcomes is even more effective. Because people are free to imagine whatever they want and often do, this investment is the first step in focusing group intelligence.

The Power of Visual Meetings

Participation – Engagement explodes in meetings when people are listened to and acknowledged by having what they say recorded in an interactive, graphic way.

Big Picture Thinking – Groups get much smarter when they can think in big picture formats that allow for comparisons, pattern finding, and idea mapping.

Group Memory – Creating memorable media greatly increases group memory and follow-through – a key to productivity.

Benefits of Visualization

  • Visual recording in a meeting immediately acknowledges that someone was heard and how they were heard in ways that verbal communication alone does not.
  • Working visually is deeply integrative – it combines both visual (right brain) and verbal (left brain) ways of operating with interaction and physical movement.
  • Graphic displays can contain contradictory information on the same sheet of paper, softening the either/or thinking that our spoken language reinforces.
  • Working with graphic metaphors allows people to talk directly about how they are making sense of things.
  • Working with visual imagery taps people’s imagined realms, making the stuff of hopes and dreams, intentions, and visions more accessible.
  • Arranging information on pages or wall displays addresses not only the individual words and symbols, but also their overall interconnections and organization.
  • Translating from spoken word to visual representation forces everyone to become conscious of the patterns in both.

David Sibbet, Visual Meetings


In order to start your team thinking about a visual meeting, you have to begin before the meeting. Consider taking these actions in advance of your next team meeting:

  • Create a poster with a catchy title and simple graphic image and place it at eye level outside your meeting room door.
  • Using a chart tablet or white board, have meeting participants sign in with their first name and a pressing issue or question related to your meeting.
  • Prior to the meeting, visually list your agenda on a chart tablet or white board.
  • Using a chart tablet, create a scorecard listing decisions made, action items agreed on, and individual responsible. During successive meetings update and add to this scorecard as needed.
  • During the meeting, ask participants to visually illustrate the conversation and decisions of the meeting. Build in time at the end of the meeting for each participant to briefly share his or her “visual notes” with the rest of the team.

After one month of following the above actions, schedule one hour to review, evaluate, and revise your team’s use of visual meeting practices.


Taken from SUMS Remix 8, published February, 2015

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Will Mancini

Will Mancini

Will Mancini wants you and your ministry to experience the benefits of stunning, God-given clarity. As a pastor turned vision coach, Will has worked with an unprecedented variety of churches from growing megachurches and missional communities, to mainline revitalization and church plants. He is the founder of Auxano, creator of and the author of God Dreams and Church Unique.

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I like it Mac and do agree with your opinions on the matter. Thanks much
— winston
In this era, we have the opportunity of professional church staff today who utilize their gifting to shape the image and atmosphere of the church organization. But the 100% real impact on the church visitors is genuine evidence of changed lives by the gospel and the active growing discipleship (just as it was in the first century church). One demonstration is financially rich believers ministering equally together with poor believers (how odd, and incredibly miraculous; all humble and bow at the foot of the cross.). It is the awesome contrast of church members vocations, race, gender, age, maturity, gifting, humility that demonstrates to visitors "there is a Spirit in the place". That first-time guest list of 10 are "physical excuses", not spiritual excuses. Those don't tell the story. The condition of facilities and publicly greeting people have zero to do with it. The power of God in and through believers lives dedicated to impact other people with their relationship bridge-building of acceptance of the lost around them. Empowered believers are infectious, loving, helpful, giving, self-less, dynamic, compelling, bold, Christ-filled. As I have been in many church settings domestically and internationally, the facilities can be poor, and yet the fellowship can still be rich. We need to operate with first church humility. People come to Christ on His terms, not on our human abilities of hospitality. A huge catastrophe in a community, disaster relief brings lots of people into churches – many come to the church in those terrible conditions no matter the physical condition of the local church. Off the condition of facility, and onto the condition of God's people (living stones).... and everything else will grow.... and the other physical issues will be corrected by the staff.
— Russ Wright
"While I understand the intent behind this phrase" Expound please. What do you understand to be the intent behind that phrase?
— Ken

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