Project management can be a real challenge: different tools, scattered information, long email histories, lack of transparency and constantly trying to keep everyone on the same page. Does this sound familiar?
Then it's time for a new approach: visual project management with Collaboard's online whiteboard. With the new task function, you can take your projects to a new level - clearly, intuitively and securely.
Find out in this article:
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What challenges there are in project management
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Why visual planning on the whiteboard is so effective
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How to structure your projects with the new task function in Collaboard
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The benefits of the new notification center
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How to implement projects collaboratively and transparently with your team
The typical pain points in project management
Before we get into the solution, let's take a look at the most common challenges that many teams experience in day-to-day project work:
- Information chaos: Tasks are in Tool A, deadlines in Tool B and feedback in emails.
- Lack of overview: Traditional project tools show lists or tables - the big picture is missing.
- Unclear responsibilities: Who does what by when? This quickly gets lost in everyday life.
- Lack of transparency: Project participants often do not have the same level of knowledge.
- Tool overload: Too many tools mean more complexity, not less.
If you find yourself in these situations, you are not alone. The good news is that there are other ways - and above all, better ways.
Why use a whiteboard for project management?
An online whiteboard is much more than just a digital canvas. It's a space where ideas, tasks, schedules, processes and people come together - visually, intuitively and flexibly.
1. Everything at a glance
You can visualize everything in one place on a whiteboard: Tasks, milestones, responsibilities, schedules, notes, feedback and more. Instead of jumping between tools, you have a central project overview where you can see everything - just like on a real board in the meeting room, only digital and limitless.
2. Visual clarity
People think visually. With Collaboard, you can not only plan projects, but also structure them visually: With colors, shapes, lines, connections and arrangements. This promotes understanding, commitment and shared responsibility.
3. Collaboration in real time
Project management thrives on communication. On the whiteboard, you work together with your team in real time, add comments, discuss tasks or visualize workflows together - whether in the office or remotely.
The new task function in Collaboard - project planning has never been so easy
Collaboard is constantly evolving - and the new task function turns the whiteboard into a fully-fledged project management tool.
✏️ Create tasks directly on the board
From now on, you can place tasks directly where they belong thematically - in the context of your mind map, in the process visualization or next to a mood board. The task is a separate element that you can freely position, move and combine with other content on your board.
👥 Assign tasks
Each task can be assigned to one person in the project team. The assignment is made directly via the element - without any additional click marathon or tool change.
🟢 Status, priority, start and end date
So that nothing gets lost, you can assign each task
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a status (e.g. open, in progress, completed),
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a priority (high, medium, low),
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as well as a start and end date.
This ensures clarity - and your tasks can also be filtered or highlighted in color according to these criteria.
🔔 The new notification center
As soon as a task is assigned to you, you will receive a notification in the new notification center. Even if someone leaves comments or the status of a task is changed, you stay informed - without a flood of emails or constant requests.
🧩 Everything remains flexible and visual
The best thing is that the task function integrates seamlessly into the whiteboard world. You continue to work visually, creatively and collaboratively - but now with clear responsibilities and deadlines.
Advantages of Task Management on the Whiteboard
Why should you plan tasks and projects directly on the whiteboard rather than in traditional tools? Here are the most important advantages:
1. Context instead of list chaos
In many tools, you will find tasks in long lists - without reference to the big picture. On the whiteboard, each task is in direct context: next to the idea from which it originated, next to the process in which it is embedded. This helps with prioritization and communication within the team.
2. Large surface area, great freedom
With Collaboard's infinite whiteboard space, you can visualize your projects in the way that suits you and your team best - whether as a Kanban board, Gantt chart, process chain or completely free.
3. More commitment in the team
Visual planning is appealing - in the truest sense of the word. Your team understands what needs to be done more quickly and participates more actively in the implementation. This motivates and promotes an open team culture.
4. Everything in one place
Collaboard is not just a whiteboard, but now also a project center: tasks, schedules, minutes, brainstorming sessions, feedback - everything is in one place, everything is connected.
Examples: How you can Implement Project Management with Collaboard
Here are a few inspirations on how you can use Collaboard for your project management:
✅ Kanban board directly on the whiteboard
Create columns for "To do", "In progress" and "Done". Simply drag the tasks back and forth between the columns - just like on a physical task board, only better. Click here for the Kanban template in Collaboard.
🧠 Combine brainstorming and task distribution
Start with a brainstorming session, write down all ideas freely on the whiteboard and then convert the promising ideas into concrete tasks - including assignment, priority and deadline. Click here for the brainstorming templates in Collaboard.
📅 Visualize project roadmap
Create a roadmap directly on the board and arrange the tasks on it according to their start and end date. This creates a visual view of the project process that everyone can understand at a glance. Click here for the roadmap template in Collaboard.
Security and data protection? At Swiss level, of course
Project management in particular often involves confidential information, internal planning or sensitive data. That's why Collaboard:
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Hosting in Switzerland or Germany (Open Telekom Cloud),
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On-premises option for maximum control,
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GDPR compliance and
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Highest security standards.
So you can be sure: Your projects remain protected - regardless of whether you work in the public sector, in a public authority or in a company.
