Guide to Remote Brainstorming Sessions with Virtual Whiteboards

3 Oct, 2023 | Read in 5 minutes

Unlock creativity and boost collaboration with our comprehensive guide to remote brainstorming sessions using virtual whiteboards.


Imagine it's the start of the workweek, and you're dealing with a tricky project problem in a virtual meeting. 😉🙌

Suddenly, when using a management project tool to collaborate with your team, a great idea pops into your head. 💡😀

Instead of struggling to explain it, picture being able to draw it quickly and work with your team smoothly. That's the cool part of using digital whiteboard software in your project planning.

When you hear "Whiteboard Project Management," you might think of situations like this. While this example is good, there's more to it. Whiteboard project management isn't just a trend; it's a helpful way of working that's getting more popular.

If you think having a small whiteboard in your room is enough for your project, think again. 

What is Whiteboard Project Management?

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Whiteboard project management refers to a project management approach that involves using a physical or virtual whiteboard as a visual tool to plan, track, and manage projects. This method is particularly popular in agile and collaborative project management environments.

In a physical sense, a whiteboard is a glossy, erasable board typically mounted on a wall or placed on a movable stand. It serves as a visual workspace where project teams can draw diagrams, charts, and timelines using markers. These visuals help in illustrating project timelines, task dependencies, and progress.

In the virtual context, whiteboard project management often involves using software applications that mimic the features of a physical whiteboard. These digital tools allow teams to collaborate in real time, regardless of their physical location. 

Users can create and manipulate visual representations of project plans, making it easier for team members to understand the project's overall structure and individual responsibilities.

Overall, whiteboard project management is a visual and collaborative approach that aims to make project information more accessible, interactive, and engaging for the entire team.

The Benefits of Virtual Whiteboard

Research by McKinsey & Company indicates that diverse teams are 35% more likely to outperform their less diverse counterparts. Brainstorming sessions that include a range of perspectives often lead to more creative solutions.

The use of virtual whiteboards in project management and collaboration brings several advantages:

Accessibility and Remote Collaboration: Virtual whiteboards enable teams to collaborate in real time, irrespective of their physical locations. This is particularly beneficial for remote brainstorming or distributed teams, allowing members to contribute and collaborate synchronously.

Flexibility and Adaptability: Digital whiteboards offer greater flexibility in terms of content creation and modification. Team members can easily add, edit, or rearrange elements on the board, making it simple to adapt to changing project requirements or priorities.

Multimedia Integration: Virtual whiteboards often allow the integration of multimedia elements such as images, documents, and links. This capability enhances the richness of the visual representation and provides a more comprehensive view of project details.

Version Control and History: Digital whiteboards typically include version control features, allowing users to track changes made to the board over time. This can be valuable for reviewing the evolution of project plans and understanding how decisions were reached.

Search and Organisation: Virtual whiteboards often come with search functionalities, making it easy to locate specific information on a large board. Additionally, they often provide tools for organising content, ensuring that complex projects can be presented in a clear and structured manner.

Real-time Updates and Notifications: Team members can receive real-time updates and notifications when changes are made to the virtual whiteboard. This helps keep everyone informed about the latest developments and promotes better communication within the team.

Integration with Other Tools: Many virtual whiteboard tools integrate with other project management and collaboration tools. This integration streamlines workflows and ensures that information flows seamlessly between different platforms.

Environmental Efficiency: Virtual whiteboards eliminate the need for physical materials like markers, erasers, and paper. This not only reduces costs associated with stationery but also contributes to environmental sustainability by minimising waste.

Enhanced Creativity and Visualisation: Digital whiteboards often provide a wide range of creative tools, enabling team members to express ideas visually. This can enhance creativity, promote a better understanding of complex concepts, and facilitate brainstorming sessions.

Security and Permissions: Virtual whiteboards often come with robust security features, allowing administrators to control access and permissions. This ensures that sensitive project information is only accessible to authorised individuals.

Step-by-Step Guide to Remote Brainstorming Sessions

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A survey by McKinsey found that 87% of CEOs believe that innovation is critical for their organisation's growth. Brainstorming sessions are a common method for generating innovative ideas within organisations.

Let's walk through a step-by-step guide to virtual whiteboard brainstorming with a fictional scenario for illustration:

Scenario: Improving Team Collaboration 🧠

Before diving into the steps, bring your team together virtually for an interactive brainstorming session. Establish an open and positive atmosphere, encouraging every team member to contribute their ideas freely. 

Emphasise that the virtual whiteboard will be the canvas for their collective creativity, fostering collaboration to generate innovative solutions. Now, let's explore the steps for effective brainstorming using a virtual whiteboard.

1. Preparation

Objective: Improve team collaboration.

Platform: Choose a virtual whiteboard tool of your preference.

Team Tutorial: Provide a brief tutorial on the chosen virtual whiteboard functionalities.

2. Initiate the Session

Start the Virtual Meeting: Launch the virtual meeting platform such as Zoom or Google Meet. and share the virtual whiteboard.

Objective Reminder: Clearly state the goal of enhancing team collaboration.

3. Divergent Thinking

Open Floor for Ideas: Invite participants to share ideas for better collaboration.

For example, team members contribute ideas on the virtual whiteboard, such as "Regular Team Huddles," "Centralised Task Board," and "Online Team-building Activities.”

4. Organise Ideas

Group Similar Ideas: Organise ideas into clusters on the virtual whiteboard.

For example, grouping ideas into categories like "Communication," "Task Management," and "Team Engagement.

5. Discussion

Elaborate on Ideas: Initiate discussions to gather insights on each idea.

For example, team members discuss the benefits of ideas like regular team huddles, emphasising improved communication and quicker issue resolution.

6. Convergent Thinking

Identify Key Solutions: Focus on actionable solutions.

For example, use a voting or marking system on the virtual whiteboard to identify the most promising ideas. "Regular Team Huddles", “Stay Focused during Virtual Meetings” and "Centralised Task Board" emerge as popular choices.

7. Action Items

Define Steps: Outline actionable steps for implementation.

For example, create a task list on the virtual whiteboard with assigned responsibilities, "Emma to implement Regular Team Huddles," and "Alex to set up a Centralised Task Board."

8. Save and Share

Save the virtual whiteboard session for future reference. You can share a summary document outlining key outcomes and action items with the team.

In Conclusion

By following these steps on the virtual whiteboard, the team not only generated ideas but also organised and prioritised them effectively. 

The visual nature of the virtual whiteboard facilitated collaboration and ensured a clear plan of action for improving team collaboration.


Experience the benefits firsthand by trying a free project management tool using VirtualSpace—elevate your team's organisation and prioritisation for improved collaboration.

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