7 ways to use whiteboards & process design to help your next business project

by Jun 3, 2022Blog, Project Management, Solutions, Whiteboard & Process Design

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When you’re starting a new project or just thinking about a new business idea, you’ll probably think about how it could be implemented. Maybe you have some initial ideas for what the finished product might look like and how to manufacture that final version of your product. However, there’s probably also something missing at this stage, and even more so when it comes to planning out the details of the project from start to finish. Whiteboard and process design techniques can help in these situations. They work by getting everyone involved in the project together in one room with marker-covered surfaces on which ideas can be communicated visually. The following are seven ways whiteboard and process design techniques can help plan your next business project.

7 ways to use whiteboards & process designers to help your next business project

1. Create a visual representation of the project.

A whiteboard is a great way to create a visual representation of your project, and there are plenty of tools you can use to do so. If you’re working in a conference room, it’s best to use a dry erase marker on the wall. This will allow everyone in the room to see what you’ve done so far and give comments. If you don’t have an available wall or conference room, try using paper instead of trying to draw directly onto the whiteboard itself. You can also just use one sheet of paper; however, this may be harder if multiple people work on different parts at once because it doesn’t provide as much flexibility for rearranging things as working with multiple sheets.

2. Complete a ‘gap analysis’.

A “gap analysis” is a valuable tool that can help you understand the gap between where your business is and where it needs to be to achieve your goals. A “gap analysis” is a way of measuring how different processes are from each other so that you can identify areas where improvement will be most beneficial. This can help you determine which processes need improvement and how much work they require.
To conduct a gap analysis, determine what metrics or measures are essential for measuring how well your business performs at each stage of its process flow. You should also consider any limitations and obstacles that may affect the success of individual steps within each process flow. Then, compare these values against those set by industry standards or benchmarks when designing new processes to meet their desired outcomes more efficiently than before while keeping costs low enough to not cut into profits too much.

3. Brainstorm process improvements

Brainstorming is a technique used to generate ideas and encourage creativity. It’s a process by which you can get your team members together, devise a problem or challenge, and then solve it. To begin brainstorming, you must first identify the problem or challenge that needs to be solved. Once this has been decided upon, select an appropriate group of people capable of coming up with innovative solutions. Next, come up with some techniques for brainstorming. There are many different ways you can do this, but here are some ideas:

  • Brain Writing: Each person writes down their idea on paper or Post-It notes, then sticks them onto a wall or board in random order so that it’s not clear whose idea came first.
  • Nominal Group Technique (NGT): This method divides groups into smaller subgroups based on certain characteristics such as gender or age; each subgroup then comes up with its list of possible solutions before sharing these back with the entire group.

4. Identify team member’s roles and responsibilities.

The next step is to identify team members’ roles and responsibilities. Team members responsible for different aspects of the project need to be identified early on so that everyone knows what they’re supposed to be doing. This includes assigning a person or team as a project manager, who will oversee the entire process from start to finish.

The next step is deciding how you want your communication process set up. What types of tools will you use? How often do teammates need access? Will there be weekly meetings? Daily check-ins? What kind of updates are required at each stage to move forward with confidence, knowing that your team members have all received up-to-date information on progress and changes in direction? It’s essential to give people an opportunity for feedback along the way, especially those who might not normally speak up about their opinions but still have valuable input for others’ benefit. You’ll want them involved in this planning process just as much as anyone else, contributing ideas or working towards achieving common goals.

5. Plan your project timeline.

When planning your project timeline, make sure you have enough time to complete all of the necessary steps. Planning is essential for any business project and should not be rushed. Remember that testing, training, and maintenance are equally important parts of the process. The same goes for communication. You can’t expect your team members to communicate effectively if they don’t know what they need to do or when they need to do it.

6. Schedule milestones and checkpoints in your project plan.

Milestones and checkpoints are two of the most critical tools in a project plan. They help keep the project on track, but they also allow you to gauge progress. Milestones are major events that occur throughout your project, such as launching a new product or completing a phase of work. Checkpoints are smaller milestones that occur along the way, such as getting approval from management or holding an informal meeting with team members. Not only do milestones help keep projects on track by giving them structure, but they can also be used to measure how well those projects are progressing toward completion.

7. Bring interested parties together to simplify communication.

When it comes to planning and executing a project, communication is critical. The right people can help you get the job done more efficiently, effectively, and with less stress than if you were doing it alone. So how do you make sure your team of stakeholders is communicating well? First, remember that communicating effectively isn’t just about sending emails or meeting face-to-face. It’s about keeping your audience engaged throughout the process to be informed and on board every step of the way. This means keeping them informed about what’s going on in their role within the project and providing feedback from other parties involved to ensure everyone is working toward a common goal. You’ll want them actively participating rather than passively observing; this will ensure that everyone feels invested in achieving success for all involved parties.


Most of us could use a little help when planning business projects. We often get lost in the details of our work, forgetting that there are more straightforward ways to tackle it. But with whiteboard design and process mapping, you’ll find that you can boost your efficiency and make sure your projects don’t fall apart due to poor planning. The world of whiteboarding and process design currently has some pretty exciting developments, so we can expect this trend to grow even more over time!

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