Meeting culture in public administration

Teams of all sizes and from different departments use Conceptboard to prepare meetings in a structured way, to make them interactive and descriptive, and to track them transparently.

Presence, remote or hybrid

Use visual facilitation and collaboration regardless of location

Regardless of whether teams work together in the office on site or from different locations or the home office, they can integrate our online whiteboard into their meetings and make use of the collaboration and visualization options.

Before the meeting

Preparation is everything

  • Agenda: send the board directly with the meeting invitation and already enter the agenda here for all to see
  • Responsibilities: Determine in advance who will be involved in the organization and running of the meeting and name them on the board for all to see, e.g. moderator, discussion leader, minutes, chat support, technical support.
  • Participation: Do you want to get input from the participants in advance so that you can jump right in on the day of the meeting? Ask participants to post their contributions asynchronously on the board by the deadline, e.g. place sticky notes, write comments or leave questions in the board's chat.

πŸ’‘ Tip: Send a small task with your board, with which untrained people can test the basic functions.

  • Share the board before or during the event: Whether you share the board before the event or only at the beginning is up to you. You can invite people to the board ad hoc (guest access disabled) or share the link for access (guest access enabled).

πŸ’‘ Tip: For series meetings, it is recommended to either create one large board with multiple sections for the individual meetings or to create one board per meeting, which are then collected in a project folder.

  • Sections & Table of Contents: Even with small boards, you can make it easier for participants to find their way around if you divide the board into sections and/or create a table of contents.
  • Build a board: Use one of our templates or start with simple sections for the most important points of the meeting, e.g. welcome, brainstorming, results

πŸ’‘Tip: The creators themselves decide how elaborate or simple a board should be. An appealing design can emphasize the content of the meeting, but sometimes a simple free space with sticky notes is sufficient.

During the meeting

Moderation & Interaction

  • Video conferencing: The Conceptboard integrated video conferencing tool is disabled for most public institutions as it is a third-party service. We recommend public agencies use their usual external video conferencing tool
    MS Teams integration
    Webex integration via iframe
  • Screen sharing vs. moderation mode
    Working alone in the videoconferencing tool, where you share the board via screenshare, is especially useful when there are inexperienced participants, the participants are not supposed to edit themselves but mainly listen, or something is unclear. The moderator or minute-taker can also take notes transparently for everyone in real time.
    Moderation mode: You call up the board in parallel and share it with the participants. They follow you on the board via the moderation mode. This way you can visualize live, e.g. highlight a passage with a highlighter or arrow icon, but the participants can also work independently on the board.
  • Interaction: Invite your audience to participate
    Vote with the voting widget, stick dots or drag the mouse pointer into a field
    Sticky Notes
    Chat waterfall

πŸ’‘ Tip: Rely on Conceptboard's strengths - visualization and collaboration! Integrate illustrations, icons, or hand-painted sketches and markers instead of creating text deserts, and encourage participants to participate with exercises.


After the meeting

Minutes, documentation and further development

  • Email chains & paper mountain vs. board link: Working with an online whiteboard eliminates the need to send minutes and other documentation via email or file them in the fileshare. The proceedings and all results are saved in the board and can be accessed again and again. We recommend to pin the link of the meeting board in the follow-up in the intranet, a wiki or chat or to send it again to the participants.

πŸ’‘ Tip: Logged-in users can find the board in their board overview, guests can save the link.

πŸ’‘Tip: Block the editing of a board if you want to prevent changes after the end of the meeting - if further work is desired, work can also be done asynchronously.

  • Export: If it is essential to keep track of data in other media, e.g. filing (both analog and digital), sending by email, embedding in Power Point, etc., you can choose from various export functions and save the board or individual sections or a specific selection as a PDF or PNG. β†’ HC Link
  • Is it possible to print an online whiteboard? With Conceptboard you have full flexibility. If it is absolutely necessary, you can even print your board.

πŸ’‘ Tip: If you know in advance that you will need to print out or otherwise keep track of the board, choose the DIN A4 section for the board content, for example, and 16:9 for embedding in PowerPoint.


Templates & inspiration for meeting boards


More resources 

Conceptboard for public administration

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