Publication by Miro about the future of distributed teamwork

Using Miro to run seamless remote meetings & workshops

Whether you’re running a professional workshop, holding an impromptu brainstorming session, or transitioning your Agile ceremonies online, managing and facilitating online sessions can be challenging. From introducing new technology to keeping everyone on track, there is a lot to consider.

Over the last weeks and months we’ve seen a growing need for solutions that enable online, collaborative sessions. While Miro has always been a solution for distributed and remote collaboration, we’ve enhanced Miro’s real-time and facilitation capabilities to make it easier and more powerful than ever before to run workshops and remote meetings right from Miro.

Lindsey Meredith

Product Marketing Manager at Miro

Lindsey has worked closely with Product and UX teams for the last seven years on developing and implementing remote collaboration practices in their teams.

Why Miro for remote meetings & workshops

The whiteboard has always been the heart of teamwork, and when team’s lose the ability to meet around one, collaboration suffers. That’s where Miro comes in.

Miro is an online collaborative whiteboard that enables distributed teams to work together as if they are in the same room. It addresses the need for teams to ideate and collaborate visually in real time, without the constraint of physical proximity.

Miro gives instructors, managers, and others who find themselves needing to facilitate online, collaborative sessions the ability to quickly and easily transition to an online format. It has proven successful for 5 million users around the world.

Miro makes our workshop process smooth and saves us tons of time, and it is a great way to visualize all our materials and find patterns and insights easily.

 Maru Latournerie, Partner & Head of Research, Pixel Research Lab

Running a remote meeting or workshop in Miro

Miro supports you through the entire process of running workshops and remote meetings online. From building your workshop board to sharing with collaborators, managing attention and pace, and sharing insights following the session. Let’s walk through the key capabilities and best practices for how to run successful online workshops and remote meetings in Miro.

Setup and preparation

Prepare yourself and your audience for success and an easy onboarding experience. Think about the exercises you’re going to apply: brainstorming ideas, voting for the best choice, clustering inputs, adding visuals for mood board, etc. Use the Templates Library to browse over 120 pre-built templates to get a head start or build something from scratch yourself.

Some of our most popular templates for remote meetings and workshops are:

Pro Tip: Once you’re happy with the content and layout of your board, lock the content that will serve as the backdrop to the board to prevent accidental editing by your participants.

1. Use Visual Notes for agendas, note-taking & more

Visual Notes is a fully-functional text editor you can use to create meeting notes, project summaries, board annotations, and more, without switching between Miro and note-taking apps. This is a great place to set your agenda and give longer form instructions. You can “pin” your Visual Notes open, so that all participants see it when they join the board, link to items, and add visuals from the board.

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2. Create Presentations without leaving your board

Miro has several tools to help you build a sequential presentation for your remote audience. Use Frames to group content into slides for your presentation. All your Frames will be indexed into a digest, where you can re-order and name them. Once you have framed your key content, you’ll be able to easily present directly from Miro. Turn on Presentation Mode to walk through your Frames full-screen.

3. Invite collaborators via Guest Editors

For Team Plan and above, the simplest way to invite collaborators to your board is anonymous Guest Editors. Simply make your board publicly accessible and share the link! Anyone with the board URL can immediately start editing the board content with you live, no sign in required. There’s no limit to the number of Guest Editors so you can collaborate without constraints.

If you are on the Free Plan, you can already invite unlimited users to your account to collaborate at no charge. For Consultant, Business and Enterprise Plan, if you require more security and a record of who is editing, Day Passes are a great option instead.

During your session

Miro provides a suite of tools to help with online collaboration and facilitation. Let’s review Miro’s collaboration capabilities which are available on all plans, even Free Plan. Then, we’ll talk about the Facilitation features that let you take it up a notch on any of our Paid Plans.

1. collaborate in real time

Miro is built to emulate the experience of working together side by side in the same room on a whiteboard, but with many added perks. Miro’s infinite canvas means that you never run out of space and it’s freeform, so you aren’t constrained to work in any specific way. The multi-user platform means that everyone can contribute directly, without having to crowd around a physical whiteboard and no one has to play note taker and transcribe other people’s ideas.

2. Share your screen instantly

Allow your audience to follow along with your actions as your present content or navigate the board. This is a great way to capture your audience’s attention when introducing new activities or explaining concepts. It puts you in control and your audience in an observation mode so they can’t edit while in the Screen Share.

3. Lead the meeting with ease

Sometimes you need more than just freeform collaboration, you need to facilitate discussions, manage time, and gather opinions or make decisions as a group. If this is the case for you, Miro’s facilitation capabilities available on the Team Plan and above are what you need.

4. Video Chat, time box and vote on ideas 

For an awesome online collaborative experience, launch a Video Chat directly from your boards to discuss like you would in person. Time-box all your activities and make sure everyone can see how much time is left and stays on track with the Countdown Timer. When it’s time to make a decision or uncover preferences, democratize the process with an Anonymous Voting.

After your session—and beyond!

Unlike physical whiteboards, Miro boards aren’t constrained by a physical location which opens up new possibilities for how you continue work following a session. For many customers, Miro boards become their living documentation. They will groom the board, highlight key findings using Frames or Visual Notes, and present to stakeholders and distribute to the team.

1. Go from idea to action

Miro is used for so much more than just real-time sessions. It is the central hub, the rallying point, for teams to meet as they work asynchronous through a project. Easily take ideas you’ve generated and convert them to tasks you can manage through visual Kanban boards. Miro’s integrations enable you to embed boards into key software like Jira, Confluence, and more so teams will have context and stay aligned as they take tasks across the finish line.

2. Use Stickies Capture to upload real sticky notes in seconds

When you have the opportunity to meet in person, Miro helps to bridge the gap to continue work online after you leave the room. Simply snap a photo of your board before you head out and use Stickies Capture to automatically convert all your physical sticky notes to fully editable, digital stickies in Miro. Save hours transcribing whiteboards and never send a photo of a whiteboard again! Simply invite your teammates to your Miro board to seamlessly continue work online together.

Wrapping up

Whether you’re a seasoned workshop pro or have found yourself suddenly remote and looking for a way to continue your team’s meetings and rituals online, Miro provides the foundational building blocks for a great online session. Remember to set yourself up for success with a well designed board and instructions, engage your audience with ice breakers, voting, and interactive activities, and keep the learning going afterwards on your Miro boards.

Check out the additional resources below to learn more about Remote Meetings and Workshop:

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