Online Whiteboard Guide

How does an online whiteboard compare to other remote collaboration tools?

Key Takeaways

  • Video Conferencing: Online whiteboards allow for more visual and interactive collaboration compared to video conferencing.
  • Instant Messaging and Chat Tools: Online whiteboards provide a more dynamic collaboration experience than simple text-based communication.
  • Project Management Software: Online whiteboards are ideal for interactive problem-solving, while project management software is better for task organization and execution.
  • Screen-Sharing Tools: Online whiteboards offer more interactive collaboration than screen-sharing tools, which are better for remote presentations or technical support.
  • Document Collaboration Software: Online whiteboards are better for remote collaboration and teamwork, while document collaboration software is more efficient for written communication and editing.
  • Mind-Mapping Tools: Online whiteboards offer flexible, free-form brainstorming, while mind-mapping tools are designed for organizing and structuring ideas hierarchically.
  • Audio/Video Recording Tools: Online whiteboards are more suitable for real-time collaboration, while audio/video recording tools are useful for asynchronous collaboration.
  • The best tool depends on the specific needs of the team and the nature of the task at hand.


Remote collaboration has become more widespread than ever, and there are innumerable tools available to simplify it. Online whiteboards are one of these tools that can streamline the process of cooperating from a distance. In this post, we plan to compare online whiteboards with other remote collaboration tools to see their differences and similarities in brief.

1. Video Conferencing Software

Online whiteboards and video conferencing software serve different purposes in remote collaboration. While video conferencing tools are primarily used for communication and discussion, online whiteboards allow for more visual and interactive collaboration.

Participants can draw, write, and manipulate images and shapes on the whiteboard, making it easier to brainstorm and work through complex problems.

2. Instant Messaging and Chat Tools

Instant messaging and chat tools are wonderful for quick and easy communication, but online whiteboards suggest a more dynamic collaboration experience, as seen in our guide to using a virtual whiteboard at work.

With online whiteboards, participants can use various tools to collaborate with ease. Instant messaging and chat tools are more efficient for simple tasks or when participants are working asynchronously.

3. Project Management Software

Online whiteboards and project management software are used for different purposes. Online whiteboards facilitate interactive problem-solving, but project management software helps with task delegation, progress tracking, and communication.

Online whiteboards may be more suitable for initial idea generation and concept development, while project management software may be better for organizing and executing tasks in a systematic and efficient way.

4. Screen-Sharing Tools

Online whiteboards and screen-sharing tools both allow remote teams to collaborate in real-time. However, online whiteboards provide more interactive collaboration as they let participants use contemporary communicative tools.

Screen sharing, on the other hand, allows remote teams to view the same screen or application simultaneously. It’s useful for tasks such as remote presentations or technical support.

5. Document Collaboration Software

While document collaboration software allows teams to edit and comment on documents in real-time, online whiteboards are best for remote collaboration and teamwork. They offer different tools to simplify intricate topics.

In contrast, document collaboration software is more efficient for tasks that require written communication and editing. Ultimately, the best tool will depend on the specific task and preferences of the team.

6. Mind-Mapping Tools

Online whiteboards and mind-mapping tools both offer visual collaboration capabilities, but they differ in their primary purpose. Online whiteboards are more flexible and are designed for free-form brainstorming, drawing, and collaboration.

On the other hand, mind-mapping tools are specifically designed for organizing and structuring ideas hierarchically. Both tools are useful for remote collaboration. You can choose one depending on the type of your task and needs.

7. Audio/Video Recording Tools

Online whiteboards and audio/video recording tools play different roles in remote collaboration. Online whiteboards make it easier for remote teams to work on the same canvas effectively.

Audio and video recording tools are more useful for asynchronous collaboration, allowing participants to record and share their thoughts or presentations. While both tools can be valuable in remote collaboration, they are best suited for different types of tasks.

Final Words

Online whiteboards are a decisive tool for remote collaboration with their visual and interactive capabilities. While other tools such as video conferencing and instant messaging software can also be advantageous, they serve different purposes. The best tool will always depend on the specific needs of the team and the nature of the task at hand.