How To Use Whiteboard In Teams Breakout Rooms

2 min read 21-11-2024

How To Use Whiteboard In Teams Breakout Rooms

Microsoft Teams breakout rooms offer a fantastic way to facilitate collaborative work during meetings. But did you know that you can also leverage the power of virtual whiteboards within those breakout rooms? This guide will walk you through how to effectively use whiteboards to enhance your team's breakout room experience. This is a great way to brainstorm, plan, and collaborate effectively.

Preparing for Breakout Room Whiteboard Sessions

Before diving into your breakout rooms, some preparation can make your session run smoothly.

1. Choosing the Right Whiteboard App

Microsoft Teams itself doesn't have a built-in whiteboard. You'll need to integrate a third-party app. Popular choices include:

Miro: A powerful and versatile whiteboard platform with numerous features, ideal for complex projects.
Mural: Another robust option offering a wide range of collaboration tools.
Microsoft Whiteboard: (If available in your Teams version) A simpler option integrated directly into Microsoft's ecosystem.

Pro Tip: Test your chosen whiteboard app before your meeting to ensure everyone can access and use it without difficulty.

2. Setting Up Your Breakout Rooms

In your main Teams meeting:

Create Breakout Rooms: Go to the "Meet now" or "Participants" section of the meeting and initiate breakout rooms.
Assign Participants: Distribute participants evenly across the rooms, considering their roles and expertise.
Share the Whiteboard Link: Before sending participants into breakout rooms, share the link to your chosen whiteboard in the main chat. This ensures everyone has immediate access.
Provide Clear Instructions: Briefly explain the task and how to use the whiteboard app before starting the breakout sessions.

Using Whiteboards in Your Breakout Rooms

Once in the breakout rooms:

1. Accessing and Sharing the Whiteboard

Each participant in the breakout room needs to open the shared whiteboard link. Many whiteboard apps offer real-time collaboration, so everyone can work simultaneously.

2. Collaborative Brainstorming and Idea Generation

Use sticky notes, text boxes, and drawing tools to brainstorm ideas. Assign roles if necessary (e.g., one person scribes, another organizes).

3. Task Assignment and Progress Tracking

Assign tasks within the whiteboard itself. Use checkboxes or other visual aids to track progress.

4. Documenting Decisions and Action Items

Clearly summarize decisions made and action items assigned, ensuring everyone agrees. This keeps everyone aligned and reduces post-meeting confusion.

5. Returning to the Main Meeting

Before ending the breakout room, ensure all relevant information is captured on the whiteboard. Consider appointing a "reporter" to summarize key findings for the main session.

Troubleshooting Common Issues

Connectivity problems: Ensure participants have a stable internet connection.
App compatibility issues: Check system requirements and browser compatibility.
Lack of understanding: Provide clear instructions and potentially a quick tutorial on the whiteboard application.

Maximizing the Benefits of Whiteboards in Teams Breakout Rooms

Whiteboards significantly improve team collaboration by:

Visualizing Ideas: Making brainstorming and problem-solving more intuitive.
Improving Engagement: Fostering interactive participation from all members.
Enhancing Communication: Minimizing misunderstandings through visual clarity.
Streamlining Workflow: Providing a central hub for tasks, decisions, and action items.

By following these steps, you can successfully integrate whiteboards into your Teams breakout rooms, boosting team productivity and enhancing the overall effectiveness of your meetings. Remember to choose the right tool for your needs and clearly communicate with your team to achieve the best results. Start experimenting today and unlock the full potential of collaborative work in Teams!