How to online whiteboards: a digital guide

How to Online Whiteboard

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In an increasingly digital world, online whiteboards have found a permanent place in the toolboxes of companies, educational institutions and creative teams. They provide a flexible and collaborative platform to share ideas, plan projects and visualise complex concepts. In this blog article, we will explore the different uses of online whiteboards and provide practical tips on how to get the most out of these tools.

What is an Online Whiteboard?

An online whiteboard is a digital tool that allows users to work together on a virtual canvas. These platforms offer various features that make it easier for teams to collaborate, develop ideas and manage projects efficiently. Unlike physical whiteboards, online whiteboards are accessible at any time and from anywhere, making them particularly useful for remote and hybrid working environments.

A key feature of online whiteboards is the ability to collaborate in real time. Multiple users can work on the same screen at the same time, regardless of where they are located. This encourages interaction and joint brainstorming, as all participants can share and develop their ideas immediately. This real-time feature is particularly valuable in meetings and workshops where quick decision-making and creative collaboration are required.

The visual tools that online whiteboards offer are another great advantage. Users can write with digital pens, add text boxes and shapes, and create diagrams and mind maps. These tools make it easier to visualise ideas and concepts and help to present complex information in a structured way. This can be particularly useful in creative industries and project planning, where visual representations are often crucial for understanding and developing ideas.

Another important feature of online whiteboards is their integration into other work and communication tools. Many online whiteboards can be seamlessly integrated into platforms such as Slack, Microsoft Teams and Trello. This integration enables teams to use all their tools centrally and optimise the workflow. Project progress can be documented directly on the whiteboard and immediately transferred to the relevant management or communication channels.

Conceptboard is a role model for a powerful online whiteboard. Conceptboard provides an infinite canvas that allows users to organise large amounts of information and ideas. With features such as real-time comments and chats, different templates for different use cases and easy integration with common work platforms, Conceptboard ensures that teams can collaborate efficiently and creatively. In addition, all data is protected by the GDPR-compliant and ISO 27001-certified whiteboard.

Another advantage of online whiteboards is the improved transparency and traceability. All changes and progress are automatically saved, and previous versions can be easily tracked. This increases accountability within the team and makes it easier to identify and solve problems quickly.

As well as improving collaboration and transparency, online whiteboards also offer a cost-effective solution for organisations. They eliminate the need for physical meetings and allow teams to work from anywhere. This saves travelling costs and reduces the logistical effort associated with physical meetings. In addition, by using online whiteboards, organisations can reduce their operating costs while increasing the productivity and efficiency of their teams.

Overall, online whiteboards are an indispensable tool in the modern working world. They promote collaboration, improve creativity, offer flexibility and transparency and are cost-efficient. Through integration into existing workflows and the ability to work from anywhere, they enable teams to organise their projects successfully and innovatively.

Possible uses of Online Whiteboards

1. Brainstorming and idea generation

Online whiteboards are perfect for brainstorming sessions. Here are some tips on how to use them effectively:

Freehand drawing: Use the freehand drawing tools to quickly sketch out ideas.

Sticky Notes: Use digital sticky notes to capture and organise ideas. This promotes creativity and structuring of thoughts.

Mind mapping: Create mind maps to visually structure ideas and visualise relationships between different concepts.

2. Project planning and management

Visualising project plans and tasks can greatly facilitate the progress of a project.

Kanban boards: Create Kanban boards to visualise tasks and track their status. This helps teams stay organised and efficient.

Gantt charts: Use Gantt charts to schedule projects and visualise dependencies between tasks.

To-do lists: Create to-do lists and assign tasks to team members. This ensures clarity and accountability

3. Workshops and training courses

Online whiteboards are ideal for interactive workshops and training courses.

Interactive exercises: Use the interactive functions to involve participants in exercises and discussions.

Breakout rooms: Many whiteboard tools allow you to divide participants into smaller groups to work on specific tasks.

Feedback loops: Collect feedback directly on the whiteboard to improve and document the learning process.

4. Visual presentations

Online whiteboards are also suitable for creating and presenting visual content.

Diagrams and charts: Create diagrams and charts to visualise data and information.

Flowcharts: Use flowcharts to visualise processes and procedures clearly and comprehensibly.

Images and videos: Integrate images and videos to make your presentations more engaging and informative.

5. Problem and conflict resolution

When solving problems and conflicts, a visual tool can help to clarify complex issues.

Fishbone diagrams: Use fishbone diagrams (cause-effect diagrams) to analyse the causes of problems.

Venn diagram: Create the Venn diagram to visualise relationships and intersections and compare them with each other.

Brainwriting: Collect written ideas from team members to generate various solutions and resolve conflicts.

Tips for the effective use of online whiteboards

To utilise the full potential of online whiteboards, follow these tips:

1. Set clear goals

Before you start working on an online whiteboard, you should set clear goals and expectations. What do you want to achieve? Which questions should be answered? This helps to focus the collaboration and make it productive.

2. Use templates

Many online whiteboards offer numerous templates for different use cases. Use these templates to save time and bring structure to your work.

3. Define rules for collaboration

To avoid a chaotic mess on the whiteboard, you should define clear rules for collaboration. Who is allowed to edit something? How should changes be labelled? This promotes orderly and effective collaboration.

4. Regular reviews

Carry out regular reviews to monitor progress and ensure everyone is on the same page. This can take the form of daily or weekly check-ins.

5. Gather feedback

Gather regular feedback from users of the whiteboard. What is working well? Where is there room for improvement? Adapt your working methods accordingly to increase efficiency and satisfaction.

6. Integration with other tools

Use the integration options of online whiteboards to seamlessly connect your work with other tools. This can significantly increase efficiency and avoid duplication of work.


Online whiteboards are powerful tools that can fundamentally change the way we work together. They provide a flexible and interactive platform suitable for a variety of applications, from brainstorming and project management to training and visual presentations. By following a few simple tips and best practices, you can realise the full potential of these tools and significantly improve collaboration within your team.

Whether you work in a small start-up or are part of a large organisation, online whiteboards allow you to work more creatively, efficiently and collaboratively. Try it out and experience how these digital canvases can transform the way you work.

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