Chapter 7: Collaboration and Ideation with Microsoft Whiteboard

Attending brainstorming sessions and facilitation workshops is an everyday activity in every organization. The easiest and simplest way is to gather around flipcharts and use Post-it™ notes to keep momentum and ideas flowing. The problem here is documenting the results in an organized way following these sessions. Additionally, as remote work becomes common, ideation and collaboration are a big challenge at a distance. To be successful, you have to learn how to use the proper ideation tools available, such as Microsoft Whiteboard, included in Microsoft 365 subscriptions.

This chapter demonstrates how to use Microsoft Whiteboard effectively. We will cover the following topics:

• Sharing and saving your whiteboard
• Using templates
• Grouping objects
• Use reactions to target and prioritize
• Working with a whiteboard in Microsoft Teams

Whenever you need a hand with ideation, count on Microsoft...

Using templates

Microsoft Whiteboard works like a giant flipchart. We usually start with a blank canvas, adding virtual "Post-it" notes and drawings, pasting images, and so on. In addition to the blank canvas, Microsoft Whiteboard includes templates to help you with project planning, documenting meeting minutes, making kanban boards, and so on.

Figure 7.4 – Templates available in Microsoft Whiteboard

To access templates, click on the + sign on the functions bar (see Figure 7.4), then after that, select the type of template you are looking for and you will see numerous templates that can be easily added to the screen. Templates provide guidance and orientation according to different methodologies and best practices. All templates are editable, which means you and your team can tweak them as needed. The most used template is the kanban board (see Figure 7.5):

Figure 7.5 – Kanban board template in Microsoft Whiteboard

You can...

Grouping objects

The power of Microsoft Whiteboard lies in its simplicity. You can draw, drag and drop, copy and paste, include pictures and other elements, and so on. You and your team will have your creative juices flowing as you become familiar with using Microsoft Whiteboard in all your meetings.

A specific whiteboard might be used for a long time. Imagine a project team, for example. You do not need to create a new whiteboard every time you want to brainstorm. You may want to keep the same whiteboard, making it easier to find and retrieve information from the past. It is also possible to group and categorize ideas by moving the notes around, grouping, or drawing boundaries, as shown in Figure 7.6:

Figure 7.6 – Categorizing and grouping notes

Ideas are not usually fully formed when they are born. Ideation methodologies and brainstorming usually diverge in all directions as people contribute with more ideas. To get useful results, we must prioritize...

Using reactions to target and prioritize

The possibility to use reactions is another useful feature in every brainstorming session and many other meetings. As people ideate freely, a high volume of suggestions is generated. To prioritize and shortlist the best alternatives, you may use different techniques based on user reaction. For example, you may tell your team members that each of them has only two reactions to select the two best options.

In Figure 7.7, you can see an example of how to use reactions to vote or prioritize on Microsoft Whiteboard. You click on the note you want to react to and select the like reaction. If you change your mind, you may unlike (or remove your vote) or you can use different reactions, such heart or thinking. It is as simple as that. However, it is quick and useful:

Figure 7.7 – Reactions with Microsoft Whiteboard

All the tips and tricks you have learned so far about Microsoft Whiteboard will help you and your team...

Working with a whiteboard in Microsoft Teams

As mentioned, Microsoft Whiteboard is an application included in your Microsoft 365 subscription, which means it is fully integrated with other Microsoft 365 apps, such as Microsoft Teams, for example.

It is possible to add a specific whiteboard to a channel or a meeting, making it easier to collaborate. During a meeting, you can add a whiteboard by merely clicking on the screen-sharing icon and selecting Microsoft Whiteboard (Figure 7.8):

Figure 7.8 – Adding a whiteboard to a call with Microsoft Teams

Once you add a whiteboard to a meeting, participants can collaborate. All the features we learned about in the previous sections will be available. You may use the Microsoft Whiteboard application or use it embedded in Microsoft Teams, as shown in Figure 7.9:

Figure 7.9 – Collaborating using a whiteboard during a meeting

Besides adding a whiteboard to a specific meeting, you...

Summary

My final advice is that you explore Microsoft Whiteboard with your team as soon as possible.

As we are writing this book, Microsoft Whiteboard is evolving fast with new features being added. One of Microsoft Whiteboard's major benefits is that you do not have to leave your Microsoft 365 environment or create a different account to use a third-party app. It is fully integrated with the Microsoft 365 suite, making it easier to find and retrieve information.

In the next chapter, you will learn tips and tricks for using Microsoft SharePoint, a collaborative platform that allows an organization to store, retrieve, search, archive, and manage digitized documents.