How to Use the Flip Chart in Meetings
Flip charts are used to record ideas, possible solutions, comparisons and decisions. First, because they are portable, flip charts can be used virtually anywhere. Second, the pages from flip charts can serve as the group minutes and memory. Third, and most importantly, the flip chart encourages involvement and creativity. A skilled meeting leader will have every page in multiple colors and taped to the wall for possible later reference and encouragement. This is particularly helpful in brainstorming sessions.
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Instructions
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Stand facing the group and to the side of the flip chart when speaking to the group. Write on the flip chart with your body at an angle to the participants. Do not turn your back completely to the group. Ensure that all participants can see the flip chart.
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Print a heading in block letters about two inches high on each sheet for easy reference when posted to the wall. Print as legibly as possible but do not be overly concerned about neatness or spelling. Strive to use the meeting participant's exact words when recording. Leave two to three inches between lines. Use "bullets" to denote each input if only a few points will be made; otherwise number the inputs. Use black, brown, blue, green and purple markers for recording. Use red, orange, and yellow markers for highlighting. Also write abbreviations whenever possible.
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Communicate frequently with the participants to ensure you are accurately capturing what the participants are saying. Ask questions such as "Does this capture what you said?" or "Can I paraphrase that by saying . . . ?" If you are unsure what a participant is suggesting, ask "Would you summarize that in a phrase or two for the record?" or "What do you mean by that?" before writing anything on the flip chart.
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Tear off sheets when completed and attach them to the wall in sequence with masking tape. Have two-inch strips of masking tape already attached to the flip chart so you do not slow the process down trying to find tape. Store sheets flat, or roll them up and secure with a rubber band. Label rolled sheets on the outside with the topic and meeting date.
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Tips & Warnings
Practice tearing off a sheet of paper from the flip chart before the meeting. Not all flip chart pads are the same and some do not tear off as easily.
Replace the cap on your colored markers when finished writing. Markers have a tendency to dry out pretty quickly.
References
- Photo Credit George Doyle/Stockbyte/Getty Images
