What is a Visual Template?
Any structure that helps organize ideas on a page is a “visual template.” It can be as simple as the classic Venn diagram, or it can be a more complex design to help a group work through a problem.
Visual templates can be used individually to organize thoughts, or in meetings to facilitate the discussion (both in-person and virtual meetings).
Visual template being used on Zoom
Top 5 Reasons to Use Visual Templates
1. Facilitate engagement: Visual templates keep participants focused on the discussion, providing a clear container for the conversation with sections to work through.
2. Encourage collaboration: Templates help groups align their thinking while also validating ideas by writing them clearly for everyone to see.
3. Provide structure for complicated or abstract ideas by organizing information in a visual layout.
4. They help streamline decision-making by guiding discussions: it’s easier to identify priorities, actions, and next steps.
5. They save time. A pre-designed structure means less time spent figuring out how to organize & prioritize ideas.
Ways of Using Visual Templates
Work with a Graphic Recorder
A skilled graphic recorder (sometimes called a graphic facilitator) integrates visual templates into their work to organize the discussion. The graphic recorder will also adapt templates in real-time to fit the flow of the meeting, or might work with you ahead of time to plan a template that will work best.
DIY Approach
You can incorporate templates in your meeting without a graphic recorder by sourcing templates online (download a free set below!) and printing them, or drawing a simple version on a whiteboard or poster paper. Many templates are simple enough to replicate without artistic skill.
Use the Room as a Template
The physical space can act as a visual template. For example, set up stations around the room, each with a different topic from the agenda. As the group progresses through the day, moving between stations, they physically experience progress through the agenda. They can see how far they’ve come, and what’s left to do.
Individual hand outs vs. large templates
Individual hand outs are effective for helping people note down their ideas before bringing to a larger group.
Large visual templates allow groups to see their thoughts being organized in one graphic, and are most effective when used to facilitate discussions.
Physical templates
Physical templates get people on their feet, and they’re often used as warm up activities.
For example, the “human spectogram” where you have people line up from one end of the room to the other based on where they fall on a spectrum (“are you optimistic about the future? or are you more pessimistic? or are you in between?”), and then selecting a few people along the spectrum at random to explain why they positioned themselves where they did.
Virtual Meetings
Virtual meetings benefit greatly from visual templates. Transform your stale online meeting into a more engaging experience by popping the visual template into a MURAL or Miro board so people can add sticky notes and comments.
Tailor Templates to the Agenda
It’s important the templates you’re using match the goals of the meeting, and that you’ve modified them to match the terminology and culture of the group. You can also combine templates! For example, start with a SOAR or PESTLE analysis (see free templates below), then use the Bridge template to map out concrete actions.
Free Templates to Get You Started
Below are five of our favourite templates for free download. Any of these templates can be used in virtual meetings or printed as posters (or hand outs) for in-person gatherings. (access all templates here)
Good News Stories
We start many meetings with Good News Stories because it’s a relaxed template that prompts creative ideas and laughter.
Use this template to have the group identify “headline news stories” they might read about their work 5, 10, 15 years from now. There are no limits on ideas: the bigger more outlandish the headline, the better! Follow up with the Bridge template to start putting down concrete future goals, some of which might have come from these Good News Stories.
Click here to download a colour and black and white version.
SOAR Analysis
Use this template to help identify strengths, opportunities, aspirations, and results for your team. You don’t have to complete the sections in order — some teams find it helpful to identify their big results or aspirations before digging into their strengths and opportunities to get there.
Click here to download a colour and black and white version.
Bridge Template
The Bridge template prompts groups to think about their future goals, identify where they are currently, and build a “bridge of actions” to get to the future state.
Click here to download a colour and black and white version.
PESTLE Analysis
Understanding the external pressures impacting your team will help identify challenges, and validate concerns on paper. Use the PESTLE analysis in conjunction with the SOAR or Bridge Template to get a “big picture” on where your team is headed.
Click here to download a colour and black and white version.
Patient Journey Map
The journey map template is helpful for patients to document experience accessing care for a condition, whether chronic or acute, over a short time frame or many years. Patients can bring this to visits with their care provider, and especially for those who do not have a family doctor or are visiting different specialists. The journey can be captured in a one-pager, or additional pages can be added.
Click here to download colour and black and white versions.
Want more templates? Check out these links!
→ Grove Visual Planning & Templates
→ Complex Systems Framework Collection (Simon Fraser University)
