Driving agility and speed: How Gothaer Insurance Group accelerated decision-making by 30% with Conceptboard
Before the introduction of Conceptboard, visual collaboration within the insurance group was characterised by isolated solutions and a confusing mix of tools. Different teams used various whiteboard alternatives. A multitude of tools that made coordination difficult and cost valuable time.
When the company integrated a young subsidiary, Gothaer Digital, which relied heavily on collaborative whiteboards, the call for a unified, data protection-compliant solution became louder. The management sent a clear message: a tool was needed that met both regulatory requirements and agile working methods.
‘It was very important for us to have a reliable whiteboard tool for collaboration, especially to be able to work virtually with external service providers. Until then, we didn’t have a tool that met our needs in the way we needed it to. Conceptboard was simply the right solution,’ explains Frank Powileit, Head of Collaboration Services Gothaer Insurance Group.
When agility takes shape: From brainstorming to merger collaboration
Whether team or project retrospectives, brainstorming sessions, or structured project management, Conceptboard has long become an indispensable tool within the insurance group. Especially in an increasingly hybrid work environment, where many employees work from home, the tool provides the ideal foundation for collecting ideas, sketching first concepts, and actively involving everyone in the process. Conceptboard proves its strength not only in internal collaboration but also in communication with external service providers. Particularly during the merger with Barmenia Insurance, it was crucial that all parties could collaborate early on a shared platform. This ensured smooth communication across locations, transparent, and accessible to everyone. Concrete use cases clearly demonstrate the added value: project structures for the merger were visualised, complex permission systems were illustrated with arrows and diagrams, and team retrospectives were successfully conducted using templates such as the sailboat retro. In this way, Conceptboard not only supports project organisation but also fosters agile ways of working.
Many aspects of the merger process became significantly easier, a point that Frank Powileit particularly emphasises: ‘With Conceptboard, we suddenly had clarity immediately. Structures, synergies, everything was immediately visible, without complex drawings or lengthy explanations. What I found especially helpful was the ability to capture ideas with sticky notes and revisit them anytime, even for colleagues who couldn’t join the meeting. Personally, the retrospective templates are a real highlight for me, you can quickly group, move, and further develop ideas together.’ He also emphasises: ‘What I really like is that you feel more efficient because everyone can work simultaneously. No one must wait for others, as is sometimes the case with other tools. That’s something I truly appreciate.’
Effective virtual retrospectives with greater efficiency and engagement
One of the most valued use cases for the teams of Gothaer insurances is team and project retrospectives. The integrated retrospective templates and the use of sticky notes play a central role here. Content can be quickly grouped, moved, and developed collaboratively without the need for tedious manual adjustments.
What many teams see as a true productivity boost: everyone can work on the board simultaneously, without having to wait for one another. Something that’s often not possible to this extent in other tools. This real-time collaborative dynamic enables noticeably more efficient workflows and makes moderation easier.
While in-person formats still have their value, virtual retrospectives with Conceptboard are perceived as a fully equivalent and in some respects even superior alternative. Preparation becomes easier; facilitators can participate more actively in discussions, and the exchange becomes more inclusive, allowing even quieter voices to contribute more confidently.
When retrospectives take place virtually, there’s no way around Conceptboard – not only because it’s reliable, but because it enables true collaboration on equal footing. Frank Powileit sums it up perfectly: ‘When we run virtual retros, it’s always with Conceptboard. I haven’t seen another tool that works as seamlessly.’
Adoption through effective onboarding: How training makes the difference
Not all employees were immediately enthusiastic about Conceptboard. Especially those with little prior experience using digital whiteboards initially found the tool complex or difficult to navigate. The key to success, therefore, was a well-structured onboarding approach: those who were properly introduced adopted Conceptboard with confidence – those who weren’t quickly lost access, and with it, interest.
To avoid this, the company invested early in two tailored training boards: one for beginners, focusing on navigation, core functions, data protection, and first application steps; and another for advanced users, covering topics such as creating your own boards, using templates, running workshops, or conducting retrospectives. Both versions allow users to explore the tool in an engaging, hands-on way and to build confidence before applying it in their daily work.
The training offering is complemented by short introduction sessions, in which key features are demonstrated, and specific use cases are discussed. This onboarding is a key success factor, emphasises Frank Powileit:
‘Once employees realise how much Conceptboard supports their agile way of working, both enthusiasm and usage increase. If we don’t provide that initial guidance, many employees quickly become critical, feel overwhelmed, and fail to see the added value.’
The impact is particularly evident in team settings: when everyone works on the board simultaneously, visualisation becomes a true driver of exchange, prioritisation, and joint decision-making even if the specific benefits vary depending on the topic. The crucial point is this: with the right introduction, Conceptboard is not perceived as additional effort, but as a genuine relief in day-to-day work.
From discussion to decision: What has truly changed
Since the introduction of Conceptboard, collaboration within the group has noticeably evolved, both on a professional and cultural level. Decision-making processes have benefited from the shared visual work on the board. Topics are no longer just discussed but visualised, structured, and developed together in real time.
As a result, many decisions are now made during the very first meeting instead of stretching across multiple sessions or lengthy email threads, explains Frank Powileit:
‘In teams where there’s a lot of discussion, we make decisions about one-third faster with Conceptboard because everything is already visible, and many questions simply resolve themselves.’
Especially in areas where endless email back-and-forth or follow-up meetings used to be necessary, Conceptboard now brings clarity and speed. Instead of expanding mailing lists or postponing discussions, a shared space emerges. One where everyone can think, contribute, and collaborate simultaneously. Those who can’t join live can easily catch up later and come prepared for the next session.
A clear cultural shift is also noticeable: people are participating more actively, regardless of whether they’re extroverted or prefer to contribute in writing. This fosters equality in discussions and uncovers potential that often went unheard before, explains Frank Powileit:
‘Quieter colleagues, in particular, are now more willing to contribute – writing a sticky note often feels easier than speaking up in a large group.’
Collaboration has not only become faster but also more inclusive and substantial. Decisions are now made based on a broader range of perspectives and in significantly less time.
Growing together with clarity, agility, and trust
The introduction of Conceptboard has brought about far more than just more efficient processes. It has created a new understanding of collaboration – open, agile, and visual. Especially during times of change, such as the merger with Barmenia Insurance, it became clear what a difference a shared digital workspace can make. Teams that had previously worked separately quickly found a common language through Conceptboard. Ideas became visible, projects more tangible, and decisions easier to grasp.
‘In the past, it took many rounds before we reached an agreement. Today, one shared board is often all it takes and everyone is on the same page,’ says Frank Powileit.
This new way of working has not only shortened decision-making paths but also strengthened trust and team cohesion. Employees who barely knew each other before now collaborate naturally on the same boards, exchange ideas, and develop solutions together. The impact goes beyond hierarchies, departments, and locations.
The added value is also evident in collaboration with external partners: guest access and password-protected boards enable secure and transparent cooperation without drawing boundaries between internal and external teams. In this way, agility becomes a living reality compliant, reliable, and effective.
‘Conceptboard is more than just a tool for us it’s the platform where collaboration truly happens.’
What began as a search for a suitable whiteboard solution has evolved into a unifying element: a space where ideas emerge; decisions take shape, and people grow together.
