Best Collaborative Whiteboard Software
Collaborative whiteboard software provides a shared, singular, and open design space where collaborators can simultaneously make edits and share content from their respective devices. As the name implies, a collaborative whiteboard tool often resembles a physical whiteboard. These solutions include a variety of features which allow users to design, communicate, save, and share content in a customizable space.
While these tools are popular among design and project management teams, groups across any number of disciplines can benefit from an intuitive and user-friendly content sharing space. Most collaborative whiteboard solutions are standalone products, but some are built into other design software or visual collaboration platforms.
To qualify for inclusion within the Collaborative Whiteboard category, a product must:
Best Collaborative Whiteboard Software At A Glance
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Miro is the AI Innovation Workspace that brings teams and AI together to plan, co-create, and build the next big thing faster. Serving more than 100 million users across 250,000 customers, Miro empowe
38,475 Twitter followers
Lucid is a Work Acceleration Platform powered by visual collaboration. Its enterprise offering is the Lucid Visual Collaboration Suite, which combines Lucidchart for intelligent diagramming and Lucids
14,558 Twitter followers
Webex Suite is an all-in-one, AI-powered collaboration suite built to increase productivity and maximize teamwork in today’s hybrid work. With 8 powerful individual workflows – Meetings, Messaging, Ca
721,498 Twitter followers
Goodbye app overload. Hello effortless work. Work can be complicated. Your tools shouldn't be. Zoom Workplace connects all the ways you collaborate — from meetings to docs to chat and more — with bui
Zoom Workplace is a platform that centralizes communication, collaboration, and execution in one environment, offering features for videoconferencing, virtual meetings, webinars, and more. Reviewers appreciate the simplicity and reliability of Zoom Workplace for daily meetings, highlighting the ease of joining calls, scheduling meetings, sharing screens, and the clear audio and video quality. Users mentioned occasional minor connection issues or short audio delays, and noted that the platform can use a lot of system resources during long meetings.
1,045,404 Twitter followers
Canva is an end-to-end AI-powered visual communication and collaboration platform empowering everyone in the world to design everything from presentations to infographics, videos, documents, websites,
Canva is a web-based design tool that allows users to create professional-looking designs without needing advanced design skills. Users like Canva's intuitive interface, vast template library, and time-saving features, which make it easy to create presentations, social media posts, and other designs quickly. Users experienced occasional performance lags, especially when working on larger designs or with slower internet connections, and some features and templates are only available in the paid version.
334,306 Twitter followers
ClickUp is the world’s first Converged AI Workspace, bringing together all work apps, data, and workflows. ClickUp eliminates all forms of work sprawl to provide 100% context and a single place for hu
ClickUp is a project management tool that combines tasks, documents, and goals into a single interface, offering customization and automation features. Users like ClickUp's flexibility, customization options, and its ability to consolidate multiple tools into one, making it easier to manage tasks and projects. Users experienced issues with ClickUp's steep learning curve, occasional performance slowdowns, and complexity due to its numerous features and customization options.
68,803 Twitter followers
FigJam is the space where teams turn possibilities into real plans. Use FigJam’s flexible, open canvas to shape stronger solutions to tough problems, get stakeholders on the same page, and keep spri
546,528 Twitter followers
Mural is a visual collaboration platform specifically designed to enhance the productivity and effectiveness of go-to-market (GTM) teams. As an interactive workspace, Mural enables teams to create per
Mural is a collaboration tool designed for developers and individuals who require a simple communication platform and typically use complex views. Reviewers appreciate the intuitive nature of the software, its ability to streamline organization, and its features that facilitate collaborative sessions into structured, visual experiences, making it a daily hub for team planning and development. Users mentioned performance issues when processing large files, a slow mobile app experience, and a cluttered interface when working on larger boards with multiple collaborators, and they also noted that the software can be overwhelming for new users.
13,642 Twitter followers
Dostoevsky said that beauty will save the world. Padlet offers beautiful boards and canvases for visual thinkers and learners. Use boards to collect, organize, and present anything. Use sandboxes
73,567 Twitter followers
Conceptboard is the GDPR-compliant online whiteboard that combines visual collaboration with secure task and project management. Built for distributed teams, Conceptboard supports real-time and asynch
4,924 Twitter followers
Google Jamboard was an interactive whiteboard developed to enhance real-time collaboration and creativity within teams. It combined a 55-inch touchscreen display with the power of Google Workspace, al
31,775,247 Twitter followers
Klaxoon is a collaboration platform that leverages visual management to boost team engagement, alignment, and creativity. Its unique digital whiteboard combines interactive activities such as quizzes
13,601 Twitter followers
Aha! is the world's #1 product development software. We help more than 1 million product builders to bring their strategy to life. Our integrated tools empower teams to go from discovery to delivery.
Aha, enterprise + Ideas is a product management tool that provides clarity on the product roadmap and facilitates communication with stakeholders. Users like the tool's high customizability, intuitive use, efficient integration with other platforms like Jira and DevOps, and its ability to centralize and streamline tracking of roadmaps and ideas. Users reported issues with the tool's seat pricing, less intuitive areas in the Gantt, limitations in reporting capabilities, and a lack of certain quality-of-life features like the ability to tag colleagues directly in notes or comments.
22,215 Twitter followers
Meet Stormboard: The #1 data-first collaboration platform for transforming unstructured interactions into collaborative workspaces. Make strategic decisions, collaborate remotely, and even eliminate
1,358 Twitter followers
ezTalks is specialized in providing reliable web conferencing and video conferencing solutions. It offers cloud and on-premise software with powerful features such as HD video/ audio Chat, IM, screen
2,306 Twitter followers
Learn More About Collaborative Whiteboard Software
What is Collaborative Whiteboard Software?
Collaborative whiteboard software, sometimes called digital, online, or virtual whiteboard software, provides a digital canvas that can be edited simultaneously by multiple participants. Collaborative whiteboards are outfitted with multiple features to support a user's ability to represent their ideas visually, including brushes, colors, shapes, images, and templates. These collaboration tools are incredibly flexible, and businesses can easily utilize one for a myriad of purposes. Popular use cases of this type of software include, but aren't limited to, project management, workflow visualization, meeting management, and brainstorming sessions.
What are the Common Features of Collaborative Whiteboard Software?
The following are some core features within collaborative whiteboard software that can help users collaborate simultaneously and remotely:
Freehand drawing: The staple feature of collaborative whiteboards is the ability for users to draw freehand. Most digital whiteboards allow users to modify their drawing tool by providing different brush widths, textures, and colors. Freehand drawing is the cornerstone feature within a collaborative whiteboard, and most businesses looking to leverage one have this feature in mind to facilitate real-time team collaboration.
Premade assets: The majority of collaborative whiteboard solutions provide preset assets for users to utilize on a canvas, including shapes, images, and emojis. Premade assets are helpful for allowing users to quickly represent an idea on a canvas without drawing it themselves.
Real-time chat: Some collaborative whiteboards are mainly intended for facilitating simultaneous remote collaboration as opposed to co-located collaboration. Remote solutions will often provide a real-time live chat that can be accessed by team members using the same canvas. This allows remote teams to communicate via text while using the whiteboard.
Commenting: Many teams leverage collaborative whiteboard software to facilitate asynchronous collaboration since whiteboards can be edited by multiple users at different points in time. One feature many online whiteboards provide to support this use case is the commenting capability for users. Virtual whiteboards with this feature give users the ability to leave annotations on parts of the canvas itself for their teammates to read later. Some whiteboards will offer a sticky note feature to achieve the same goal.
Templates: Some collaborative whiteboards come with premade templates for specific types of tables or diagrams, including mind maps, Kanban boards, and user story maps. Templates are useful for providing the framework for specific brainstorming exercises or project planning techniques.
Screen sharing: A few digital whiteboards will also include screen sharing capabilities within their offering. Users can leverage this feature to share information from an app or browser to their teammates without leaving the whiteboard. Screen sharing and collaborative whiteboarding can also be secondary features of video conferencing software and visual collaboration platforms, so buyers looking for both of these capabilities can also find potential solutions there.
What are the Benefits of Collaborative Whiteboard Software?
Collaborative whiteboards are flexible in nature which allows businesses to leverage them in many different contexts. Digital whiteboards are well suited to support multiple types of collaboration, so businesses can utilize them across multiple scenarios and use cases.
Flexible real-time collaboration: While many collaboration tools support real-time collaboration, virtual whiteboards uniquely fit a niche for flexible, open-ended collaboration. Since there isn't a strict use case for online whiteboards, teams can decide how they want to leverage one based on meeting type or activity.
Asynchronous collaboration: One key feature of online whiteboards is the ability for users to make changes or updates at different points in time. The ability to effectively collaborate asynchronously is useful for teams with varying schedules or those spread across multiple time zones.
Visual collaboration: Few collaboration tools provide the capacity for visual collaboration that digital whiteboards offer. While many solutions connect teams over text or voice channels, collaborative whiteboards allow teams to visually represent and record their ideas and thought processes.
Who Uses Collaborative Whiteboard Software?
Collaborative whiteboards do not have a set use case, and as a result, are highly flexible. Potentially any type of team could find a use for a digital whiteboard, whether it be for project management, meeting management, or to brainstorm. However, there are a few use cases where collaborative whiteboards are especially pertinent.
Creative teams: Within a business, the most obvious use case for a collaborative whiteboard is within creative teams. Creative departments including product design, user experience, and marketing teams are already handling visually creative tasks. Interactive whiteboards can be an effective tool for project planning, creating mock-ups and user story maps, and visually brainstorming.
Remote teams: Remote work is becoming more prevalent, and many in the workforce have the option to work remotely some or all of the time. While remote work comes with many benefits, the organic collaboration between co-located teams can be difficult to replicate in a virtual environment. Virtual whiteboards support team collaboration within remote teams by allowing them to collaborate visually. Many remote teams also employ collaborative whiteboards as a space to share ideas and provide updates in lieu of an office break room.
Classroom settings: Collaborative whiteboards can take the place of a physical whiteboard in both physical and virtual classroom settings. Physical classrooms can benefit from a digital whiteboard that students and teachers can contribute to and that can be saved for later reference. Some in-person classrooms also leverage a physical digital whiteboard as a hardware analog for a traditional physical whiteboard. Remote classroom settings are also becoming increasingly common; interactive whiteboards can help keep students engaged and provide a shared space to share ideas and brainstorm for class activities.
What are the Alternatives to Collaborative Whiteboard Software?
Alternatives to collaborative whiteboard software can replace this type of software, either partially or completely:
Diagramming software: Diagramming tools are very similar to online whiteboards in the features they provide. However, the former is more concerned specifically with the creation of diagrams while whiteboards offer more freeform idea expression.
Mind mapping software: Mind mapping software is intended specifically for the creation of mind maps. Like diagramming software, mind mapping tools support a specific type of visual collaboration. Businesses should consider the breadth and depth of what they expect to create in a visual collaboration-type tool before deciding on a category of software to pursue.
Visual collaboration platforms: Visual collaboration platforms take the base features of collaborative whiteboards and expand upon them by adding built-in communication channels and deeper integrations with other software solutions. While visual collaboration platforms provide all the features of a digital whiteboard, not all businesses are looking for the extended functionality provided by a visual collaboration platform.
Video conferencing software: Like visual collaboration platforms, some video conferencing software solutions include a whiteboard feature within their offering. However, since these whiteboards are built into larger video conferencing platforms, users may not have the ability to access them unless they are in a video chat. Additionally, these built-in whiteboards may not provide as extensive functionality as standalone whiteboard solutions.
Challenges with Collaborative Whiteboard Software
Software solutions can come with their own set of challenges.
Requires a solid implementation plan: As mentioned previously, collaborative whiteboards are open-ended in how they can be used. While this allows them to be leveraged in many contexts and by different types of teams, businesses without a concrete implementation plan for one might find themselves wasting capital. Without a specific use case, employees may abandon the tool altogether if they don't find their own personal use for it. To avoid this, businesses should build use of a collaborative whiteboard into their processes and workflows to ensure adoption of the software solution.
Which Companies Should Buy Collaborative Whiteboard Software?
Since collaborative whiteboards do not have a set intended use case, virtually any company or business could find a use for one within their processes. There are specific teams or types of businesses that may have a more obvious need for virtual whiteboards, but these solutions are open-ended enough in nature that businesses could easily find a use for one.
How to Buy Collaborative Whiteboard Software
Requirements Gathering (RFI/RFP) for Collaborative Whiteboard Software
While the majority of collaborative whiteboard options provide the same basic features, there are still a few considerations businesses should evaluate when deciding which products they should pursue. In particular, businesses should consider the following questions specific to collaborative whiteboards:
- Are we looking for a standalone tool or are we open to virtual whiteboards built into other solutions like video conferencing software?
- Could our needs be met with a more focused solution like a diagramming or mind mapping tool?
- Are our requirements broad or deep enough that our needs would be better met with a larger visual collaboration platform?
- What key features are must-have features for us outside of freehand drawing (screen sharing, premade templates, etc.)?
Apart from these questions, businesses should also evaluate common software purchasing considerations like the number of seats required, pricing, and payment model.
Compare Collaborative Whiteboard Software Products
Create a long list
Based on the requirements gathering, companies must put together a list of no more than 10 products that qualify. Using G2 is a great way to narrow down which products in a category fit a business's requirements. Users can filter down products in a category by the features they provide, pricing availability, and the business size of reviewers.
Create a short list
After creating a long list, buyers should create a short list to narrow down the business's options. One way to start is by eliminating options that are out of budget or don't provide must-have features. This is also a good point to start reaching out to vendors with an RFI, and their responses can narrow down the options further if vendors don't provide satisfactory information or otherwise can't meet particular business needs.
Conduct demos
Once a business has a short list of products that meet their requirements, they can begin reaching out to software vendors for demos of their product. Demos provide key insight into the viability of a software solution within a business, so buyers must take notes on the demo and think critically about the software's strengths and weaknesses. In the case of a collaborative whiteboard, it is crucial to make note of the product's ease of use and any limitations the product might have (limited number of saved boards, admin controls, etc.).
Selection of Collaborative Whiteboard Software
Choose a selection team
A selection team should start with an executive sponsor to provide buy-in from company leadership and a project manager to handle the logistics of the software buying process. This team should also include subject matter experts within the organization as well as those who will be using the software as part of their work.
For organizations looking to leverage collaborative whiteboards in a classroom context, it can be helpful to lean on user reviews from students for a product to inform that perspective. If possible, it can be helpful to let students demo a whiteboard product to ensure the selection team has as much information to work with as possible.
Negotiation
Before signing a contract, it's beneficial to check if any discounts are available. Buyers must explore payment options and implementation and onboarding services as well, during this time.
Final decision
After a business finds their whiteboard solution of choice, the next steps can vary depending on the vendor. Some vendors require their customers to sign a contract along with the purchase of their solution. However, many collaborative whiteboards are available as lightweight SaaS solutions, and many of these products won't require a customer to sign any lengthy paperwork. In fact, some solutions in the space are available for free as either a browser application or open-source software.
