This post is also available in: German
Collaboration is becoming more digital, not only due to the previous pandemic. This means that employees in organisations work on joint projects in a decentralised manner, independent of location and time, as they are sometimes located at different sites. To master this shift towards a distributed work environment and a digital workplace, intelligent collaboration tools are needed. Visual Collaboration Tools like Conceptboard bring employees together in real-time on a virtual surface, creating a “Connected Workspace”. Because on the digital whiteboard, they can collaboratively work interactively on projects and ideas.
Even before the Covid pandemic and the associated widespread transition to home offices, our client in the technology sector was interested in the attractive opportunities that Visual Collaboration brought. As part of an innovation programme, teams were to find solutions to challenges of digitisation. The vision: As a service provider in the office communication sector, to be a driver of innovation for the paperless office in the future and to develop new initiatives in this direction – both for our own employees and for customers. Part of the portfolio is to help companies digitise their business processes. Conceptboard is also used here.
Requirements for the “Connected Workspace”
Within the programme, an internal team was tasked with creating a platform for hybrid collaboration and looked for corresponding solutions. The goal was to find a “Connected Workspace” and to integrate it sensibly into the company. The requirements for the future tool: The “Connected Workspace” should be shareable with everyone and have a comment function as well as a moderation option.
The choice quickly fell on Conceptboard because it enables easy, intuitive, and location-independent collaboration on joint projects. In addition, the tool is GDPR-compliant and secured with state-of-the-art encryption. Thanks to the Enterprise-Ready approach, Conceptboard can be used immediately. Our solution was able to prevail over two other tools and was initially used at our client’s company for training, onboarding, and training purposes, to explain in a graphical way how internal processes work.
Key aspects in the selection of the Visual Collaboration Tool: Data protection and high intuitiveness
For our client, the following aspects were particularly important in choosing the tool:
Wide range of functions
The Visual Collaboration solution should be seamlessly integrated into our client’s everyday work. Several functions were crucial for this: document sharing, collaborative and password-protected work on the board with internal and external employees, comments, and task assignment. In addition, Conceptboard’s high interoperability with other solutions such as Microsoft Outlook, Teams, and Trello convinced. The Single Sign-On (SSO) also simplifies the login process, allowing employees to start working without detours.
Intuitive application
Since our Visual Collaboration Tool was to have an even wider range of uses at our client’s company later on, it had to be quick to understand and easy to use, while at the same time incorporating all the necessary functions.
Conceptboard was able to prevail in all criteria in the competition and was particularly popular among employees: After only three months of testing, our client decided on a permanent cooperation – which continues to this day.
High GDPR compliance through a provider from the EU
Protecting personal data is of central importance to our client. This should also be reflected in the future Visual Collaboration Tool. To keep data safe from unauthorized access, the future provider should have its headquarters in the EU. Conceptboard was able to convince here through ISO 27001 certification, its headquarters in Germany, and hosting in German data centres.
Conceptboard seamlessly integrates into the organisational structure
The employees who worked with Conceptboard were consistently enthusiastic. Experienced employees in particular recognized the diverse application possibilities of the tool and began to use it for various purposes. In order to also get all other employees on board and familiarize them with the tool, a short tutorial on the basics of Conceptboard preceded each workshop. This approach has proven successful and enables all employees to use the tool smoothly.
The advantages of the solution are particularly evident in location- and time-independent collaboration. The majority of employees continue to work from home. Conceptboard allows them to work together efficiently and creatively despite spatial and temporal differences. In the first year alone, Conceptboard’s usage increased by 600%, from 50 to over 330 users.
What’s next with Conceptboard?
Meanwhile, Conceptboard has established itself in the company and the advantages of the tool have become known: more and more employees want to use the Visual Collaboration solution for their daily work. Working on the boards has become a central part of collaboration in the company, which is why it also has a high priority in the onboarding process for new employees. A position specifically dedicated to using the board has been set up to train employees in using the tool.
In the future, our client wants to intensify collaboration with Conceptboard and use the tool on a large scale for further projects. To achieve this, the teams are working closely together to create new, needs-based templates for daily work with Conceptboard.
Do you want to learn more about how Conceptboard is being used in other companies? Then check out more success stories and find out how Conceptboard has helped other organisations become more productive and smarter in their ways of working.
