How to Prepare for an Online Whiteboard Session

When you start using whiteboards to run your online meetings you can make a lot of mistakes, and go through a bunch of ups and downs until you get it right. There are just so many features you can use, and until you get fully used to them you might not be comfortable enough to utilize them while running a brainstorming session with your team.

So, if you’re just learning how to use an online whiteboard – we’re here to help you with some handy tips on how to prepare for an online whiteboard session.

  1. Make Sure Your Zoom Levels Are Good

Unlike regular whiteboards, online whiteboards don’t have borders, therefore your working area is virtually infinite. This means that you need to ensure that your whiteboard has proper zoom settings before you start using it.

A good rule of thumb is to use the 70-100% zoom settings, and to ensure that your whole team is following it. Theoretically, you can zoom out the whiteboard and enlarge the elements you’re adding, but once people start adding different elements to the board it will become messy.

So, prepare your board at a certain zoom level, and let everyone know which level they should be using.

  1. Create a Structure Ahead of Time

Just like you create an agenda for a meeting, you should create a structure for your online whiteboard session. This means that you’ll create a well-structured canvas other team members can easily navigate.

To do this, just follow some of the best practices regarding whiteboard structuring. Create a flow using connectors, visually define different areas of your whiteboard (use shapes to create smaller canvases within the big one), and so on.

  1. Make Your Whiteboard Beautiful

Whether you’re creating your whiteboard just for yourself or for the whole team, the way it looks is going to have a lot of impact on your online whiteboard session. You can play around with different fonts, colors, layouts, sketches, images, etc. 


Besides the fact that your whiteboard will look good, it will definitely help set your team’s mind in the right creative space. Which will make brainstorming and collaboration seamless.

  1. Make Sure You Onboard All Participants

Not everyone will be aware of how you’re using your online whiteboard, what features it has, and what are some best practices to follow. So if you’re, for example, holding a workshop where you’ll be using a whiteboard, plan ahead and set some time aside to go through the features.

You don’t need to cover every single feature your whiteboard software offers, just focus on those options that are relevant to what you’ll be doing during the session.

To ensure all participants are properly onboarded, you should explain why you’re using an online whiteboard, and what are you hoping to achieve with it. After that, you can give participants a simple task to help them familiarize themselves with the technology. Then, you can move to more complex tasks and exercises so that everyone can get to use the features you’ll need for the actual session.

Final Thoughts

Having online whiteboard sessions, whether for workshops, project planning, brainstorming or presentations will help your team collaborate and improve their problem-solving skills. Besides, it’s a great way to make the meetings more interactive and help employees feel like they’re contributing to larger goals.

Just follow the tips we’ve shared in this article, and we’re certain your next online whiteboard session will be an amazing experience for everyone involved.

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