An online whiteboard is defined as a visual-aid tool that allows real-time collaboration among two or more people using a digital white-board, with basic features such as writing, editing, erasing and importing multimedia files and documents.
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In this article, we explain the key features needed in today’s environment, especially with the increased need for collaboration during the coronavirus Global lockdown, with a comprehensive shortlist list of 10 software that best suits 2020 requirements.
What Is an Online Whiteboard?
An online whiteboard is a visual-aid tool that allows real-time collaboration among two or more people using a digital whiteboard, with basic features such as writing, editing, erasing, and importing multimedia files and documents.
Some of the advanced features of popular online whiteboard software include video conferencing, document management, virtual workplace and project management, webinar, and calendar management.
A typical example of an online whiteboard software is GoToMeeting, which allows you to video conference with team members or students, while sharing, brainstorming, and collaborating with the aid of an online whiteboard where users, based on access rights, can either view or edit the whiteboard.
Since VOIP opened the door to voice communication and meetings over the internet, the demand for remote working, brainstorming and collaboration using digital whiteboards has only been growing every year. With a 2020 Grand View Research study Opens a new window projecting the market for whiteboard collaboration software to increase by over 7.5% each year from 2020-2027 to reach $2.7 Billion space. However, with the Coronavirus pandemic causing worldwide governments to announce shutdowns, leaving businesses to online tools to manage workforce and tasks. This has already created a much larger than usual demand surge for online whiteboards as well, with many first-time buyers looking for the best-suited product.
Online whiteboards are indeed key to remote working and collaboration, especially among planning committees, strategy teams, and senior management. This also increases the demand for security features, with many software offering SSO logins for team licenses.
Learn More: Top 10 Meeting Software Solutions in 2020
Key Must-Have Features of Online Whiteboards for Organizational Collaboration
While one size may not fit all or anyone, what we do know is that in today’s work from home environments, some key features have become necessary to have in an online whiteboard software. Below are the key features:
1. Drawing, writing and erasing
One of the most critical features of any online whiteboard software is to have drawing, sketching, writing, and erasing options. Unlike physical whiteboards, these digitized features can often be accessed by multiple users at the same time and is a common feature across most software.
2. File importing
Most collaborative meetings require importing files such as reports, spreadsheets, text documents, and multimedia to conduct effective discussions and webinars. If you are mid-sized or large organization, this is a must-have feature for effective remote collaboration.
3. Multi-user/ group collaboration
While whiteboard software differs between specified numbers of people allowed simultaneously on a collaborative project, many offer unlimited guests and members who can all edit and comment at the same time. Large scale meetings might require administrative access controls for effective management.
4. Drag and drop
Larger teams may require features that are easy to navigate and can help accelerate organization-wide adoption. Thankfully most software for whiteboard collaboration offer a range of drag and drop options for more productive brainstorming sessions.
5. Data security
Sensitive information is often discussed during collaborative whiteboard facilitated sessions, and it is critical to any organization that this information stays. This includes the prevention of eavesdropping in live collaborations and unauthorized access to recordings. Many software also offer SSL login for additional team-access security.
Top 7 Online Whiteboard Software Tools for 2020
Below is the alphabetical listing of the top 7 online whiteboard software based on user rating across multiple software review and listing sites, and feature evaluation based on typical requirements of mid-to-large companies. These features include conferencing options, calendar and scheduling, project and task management, security etc. We would also recommend users to try out the trial versions and free licenses to judge the actual utility for your organization or team.
1. AWW App
AWW offers affordable software with extensive pricing options. Popular for its clean UI, drag and drop features, real-time user/ guest rights management and on-premise data storage and integrated video conferencing options.Best recommended for small-to-mid-sized companies who do not need advanced document and project management features or SSL (single sign on) logins.
Key features: Video conferencing, chat and comments, priority support for enterprise licenses, custom plans, on-premise data storage option, and unlimited meeting participants at the basic paid license.
Pricing: Starts for free for basic features like chat, board sharing and tools; however, you will require a paid license starting at $10 for conferencing features. A great software for new users with simple and clean UI and drag and drop functionality.
2. GoTo Meetings
Editorial comment: Goto meeting stands out for its comparatively fluid video conferencing and scheduling features, with real-time whiteboard collaboration features. Particularly effective for webinars and online events, including online classrooms.
Key features: Video conferencing and scheduling, calendar management, real-time editing, file import, group brainstorming collaboration, session recording and replay, project management, landing page integration for webinars and events.
Pricing (2020): Starts at $89/ per month for Starter pack with 14 day free trial, with higher priced packages available for features such as video editor, meeting recording etc. Since the package starts at a relatively steeper price, even the starter package includes many features that would otherwise be listed under ‘pro’ versions of other software.
3. Limnu
Aimed at multimedia and storyboarding collaboration among digital marketing professionals/ agencies and clients/ team members, Limnu is one of the most affordable solutions. With whiteboard features like doodling, group collaboration and discussion boards and admin management, Limnu is a popular software among small-to-mid-sized companies and startups.
Key features: While lacking calendar management features, Limnu still offers video conferencing and packed with a good UI, group whiteboard collaboration, Single sign-on (SSO) security etc.
Pricing: With basic collaboration features available for free, the best features are also available at the highest price of just $8/ per month for team license.
Learn More: What is Unified Communications?
4. Mural
While lacking video conferencing features, it makes up for it with workplace and task management features. An affordable solution for companies who already use Google Meet or other conferencing solutions that lack collaboration tools.
Key features: Project management, virtual workplace, unlimited guest access, real-time editing and sharing, drag and drop functionality.
Pricing: Free starter package with most key features, with advanced security and priority support features available for $20 per month. Only 2 license levels are available with the custom enterprise/ team license option available on quote.
5. Miro
Miro comes with advanced content management features, video conferencing and other premium features at relatively affordable pricing. Best suited for small-to-medium companies looking for a combo tool for basic video conferencing and digital asset management and advanced collaboration features.
Key feature: Video conferencing, chat and commenting, content and document management, project management, discussion/ brainstorming boards, multi-user real-time editing, user access, and unlimited guests.
Pricing: Free license gives access to basic collaboration features along with templates and three boards. Business license for $16 (the highest planned license) will be needed to unlock single sign on (SSL) security feature.
Learn More: Top 10 Communications Platform as a Service Companies in 2020
6. Twiddla
While relatively expensive, Twiddla also offers the most comprehensive set of features and security. Typically recommended for large enterprises due to its offers such as unlimited simultaneous meetings and participants, no meeting time limit, full multimedia import, meeting/ event calendar management, and more.
Key Features: Twiddla is popular for its enterprise functionalities such as SSL security, moderator controls, unlimited storage, API integration with other collation tools, full-stack editing, drawing and multimedia import etc.
Pricing: Starts at $14/ per month for and includes SSL security function, with advanced license going up to $349/ per month.
7. ZiteBoard
Ziteboard is one of the most feature-rich whiteboard collation apps with advanced features for document and content management. Although it lacks some webinar and scheduling features such as calendar management and project management, it is still one of the most popular online whiteboards in the market today.
Key features: Video and chat conferencing, commenting, online document management and sharing and regular whiteboard features such as drawing, writing, erasing, importing files etc.
Pricing: Free package is similar to most product licenses in this bracket which includes collaboration upto three people. The highest planned package is for $85/ per month with option for custom enterprise packages.
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