How to help your team get started with RealtimeBoard

Simple steps that will help your team work collaboratively in RealtimeBoard

Now that you and a few teammates are using RealtimeBoard and seeing the benefits of simple visual collaboration, you might be ready to get the rest of your team on RealtimeBoard.

Let us help you present RealtimeBoard to your teammates. We can introduce RealtimeBoard via a quick live demo and answer the most common questions: why, what and how.

Before the meeting

TIP 1: Here you can find a link to a pre-made RealtimeBoard kick-off board. Save it to your boards and customize it for your team.

TIP 2: Prior to the presentation, send invites to the board. In the invitation, ask everyone

 to do the homework in the first part of the team activity frame. As an example, we added an ice-breaking game. Ask participants to upload a picture of their day. Personal stories will increase team engagement and give them a chance to get to know the tool even before the presentation begins.

 add their ideas via stickers in the quadrants. Later you can tailor the presentation and address the specific needs of the team.

TIP 2: You can invite both collocated and remote employees to the meeting. For the former, you just need to find a room for your presentation; for the latter, use the screen sharing and video chat features.

Presentation agenda

1. Meeting kick-off – Announce the agenda and warm up by discussing the pictures of the day.

2. Why RealtimeBoard? – Go through the feedback in the quadrants, discuss assumptions, answer questions and motivate to go further.

3. What is RealtimeBoard? – Demo RealtimeBoard features and suitable use cases.

4. How will we use RealtimeBoard? – Establish your timeline and next steps.

5. Close the meeting by answering questions and providing resources that will help in further adoption.

Meeting kick-off

TIP 4: Load the board and set up a video chat. Ask the teammates to open the board too. Help everyone choose navigation controls according to their device.

TIP 5: Start in presentation mode. We have already set up the order of the slides, so right after the first slide (agenda), you will jump to the “How was your day?” frame. If you show the full-screen presentation, exit it for a while to set up a timer plugin and let every team member describe their day in less than one minute.

TIP 6: After the warm up, discuss the feedback left in quadrants. When finished, simply move to the next slide, which is the start of the “Why” section.

WHY should we start using an online whiteboard?

After gathering feedback and analyzing the industries we are working in, we have identified four key trends that make an online whiteboard relevant for convenient digital collaboration.

We have devoted a separate article to this topic, but in brief, these trends are:

1. An influx of remote workers, because businesses acquire talents worldwide to compete and win in today’s changing business environment.

2. Customer centricity, design thinking and Agile are the managerial approaches being used to survive in intense competition and high uncertainty.

3. Digital transformation is the most affordable way to maintain the comfort of all participants in business processes, from managers to clients.

4. Visual thinking is the clearest means of human communication.

We would suggest that you emphasize the fourth trend as the main reason why teams should start using an online whiteboard for communication. Whiteboard collaboration has always been associated with discussions empowered by a visual language. Online whiteboarding brings this process to a whole new level, uniting people speaking a visual language in any possible place, from nearby offices to another continent.

WHAT is RealtimeBoard?

As you can see, RealtimeBoard is an online whiteboard just like those we have in meeting rooms. All the tools are located on the left side of the screen. Like a physical whiteboard, it allows you to add various content from texts to images, create maps and diagrams, and work with visual templates together with a team.

But it’s more than just a simple whiteboard. As a digital platform, RealtimeBoard encompasses several additional benefits like:

 Powerful sticky notes that you can import from spreadsheets and photos or add manually.

 25+ addons that enhance the whiteboarding experience including Jira, Sketch and Slack.

 It works on all devices.

 It can recognize drawings.

As a whiteboarding platform, RealtimeBoard helps your team go beyond brainstorming, with a wide variety of tasks that require collaboration: workshopping, strategy mapping, Agile ceremonies, UX research and design, product development, customer discovery and process visualization.

TIP 7: Each image on the slide “What do teams do in RealtimeBoard?” is clickable and leads to a dedicated demonstrational board. Feel free to show it to your team.

TIP 8: More useful resources for your demo, containing demonstrational boards, pre-made templates, use cases and best practices, are located in our guide under the hat icon on the top-right side of the board.

HOW do different teams use RealtimeBoard?

RealtimeBoard was created with the mission to help team-driven companies turn the challenges of distributed work into competitive advantages. However, these challenges are not exclusive to teams that think of themselves as distributed. RealtimeBoard is also a tool that replaces office whiteboards, paper sticky notes, meeting rooms and many other things that are also associated with collocated work. Let’s have a look at the best features for different teams.

TIP 9: You may describe all types of teams in RealtimeBoard, but we suggest that you choose the one that matches your team and focus on it.

Collocated teams

Collocated work is powerful enough until you end up with no empty place on a board or two hours spent typing stickers after brainstorming. To help cross-functional teams benefit from their live meetings, RealtimeBoard released a couple of handy features to reimagine the collaboration experience. Moreover, no team is always collocated. As soon as the team leaves the meeting room, they also need tools to digitally share ideas and access the meeting notes.

Together with RealtimeBoard, your team mates improve both collocated and distributed collaboration, easily digitize paper stickers, expand the boundaries of the meeting room to an infinite collaboration space and can access the meeting notes anytime from any place.

Common collaboration challenges

All whiteboards and rooms have borders, indirectly limiting ideation flow


Can’t easily capture, archive or continue to work on ideas that originate in the conference room


Drawing on paper is the fastest way to prototype, but it requires digitization later


Lack of viewers’ focus when presenting something on the physical board

RealtimeBoard solution

Infinite collaborative canvas


Digitize paper sticky notes


Drawing recognition for touch devices


Screen sharing and presentation mode to help you take the stage

TIP 10: Ask your colleagues to practice RealtimeBoard features that are timesavers for the collocated teams in this frame.

Partly distributed and partly collocated teams

As teams become distributed and the nature of work changes, remote colleagues are equal participants of the team but also isolated from the others. This isolation may become an obstacle to shared understanding.

Together with RealtimeBoard, distributed and collocated teams can gather together on a platform that allows equal engagement from any participant, work offline on paper stickers and easily digitize them to share with remote colleagues, disregard time zones and let anyone join the board when it’s convenient, and speed up iterations, tracking board activity in Slack instead of having to wait for an email.

Common collaboration challenges

Distributed teammates aren’t engaged in live brainstorming, ideation or process rituals


Necessity to support a lot of project documentation in a valid condition


Lack of transparency for stakeholders due to artifacts living in multiple systems and disconnected tools


Feedback is not easily collected and communications are missed, causing project delays

RealtimeBoard solution

Live collaboration

Showing cursors

Video chat

Voting


Editing Google Docs inside RealtimeBoard


Seamless integrations with Jira, Confluence, Sketch, InVision App, Adobe CC, etc.


Slack integration

Commenting and @mentions

TIP 11: Ask your colleagues to practice RealtimeBoard features for partly distributed teams in this frame.

Distributed teams

More and more professionals share the belief that people shouldn’t be restricted to a certain place in order to work somewhere. Thanks to digital solutions designed with the needs of distributed teams in mind, this belief becomes a reality.

Together with RealtimeBoard, distributed teams can collaborate as if they were in the same room; create transparent, seamless workflows with all product management tools like InVision, Sketch, Jira, Confluence etc.; conduct live collaborative sessions like voting, brainstorming and story mapping regardless of the location; and speed up iterations, tracking board activity in Slack instead of having to wait for an email.

Common collaboration challenges

Distributed teammates can’t hold productive live brainstorming, ideation or process rituals.


There are many PDFs, articles with methodologies and images of frameworks, but the team can’t collaborate on them


Lack of transparency for stakeholders due to artifacts living in multiple systems and disconnected tools


Feedback is not easily collected and communications are missed, causing project delays

RealtimeBoard solution

Live collaboration

Showing cursors

Video chat

Voting


Pre-made or custom templates


Seamless integrations with Jira, Confluence, Sketch, InVision App, Adobe CC, etc.


Slack integration

Commenting and @mentions

TIP 12: Ask your colleagues to practice RealtimeBoard features for distributed teams in this frame.

With these functionalities, RealtimeBoard can become the starting point to kick off the visual thinking process for almost any task. One of the goals behind this solution is to empower teams to create big things. Now is the time to collaborate on an outstanding project; start by throwing ideas onto a RealtimeBoard board.

TIP 13: Finish this step by explaining the task you want your team to start using RealtimeBoard for, so that you can later discuss HOW to do it.

Our team – HOW will we use it?

RealtimeBoard is flexible enough for almost any workflow and process, so there isn’t one “right” way to use it. But before starting a real project together with your team, establish basic rules.

1. When is your team going to start using RealtimeBoard and for what purpose? As an example, you can apply user story mapping, retrospectives, prototyping, ideation, etc. We recommend that you transition at least one or two workflows/use cases immediately after the meeting to keep up momentum.

2. What should the result look like? Are there any do’s and dont’s? For example, workflow instructions in the invitation, rules of invites and @mentions, updating process, etc.

3. Who can create and edit boards in RealtimeBoard? We recommend encouraging everyone on your team to create tasks and projects to try it out.

4. How does it match an existing workflow? If relevant, ask the team to integrate RealtimeBoard with Jira, Slack, Google Drive, Box, Dropbox or Trello.

5. What is everyone expected to do? For example: contribute, leave feedback, add content, just view, give approvals, generate ideas, vote, etc.

6. What are the timeframes for the tasks?

TIP 14: While the process is new, fix the approved rules somewhere on an online or offline board, so everyone can access them visually.

What’s next?

Finish the meeting by answering questions and removing concerns. Complicated questions can always be addressed to feedback@realtimeboard.com

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