57 Best Digital Facilitation Tools for Online Workshops and Meetings [2024]

57 Best Digital Facilitation Tools for Online Workshops Meetings in 2024Hover Image

The way we work has changed a lot in the past few years.

With more people working remotely, there is a high demand for useful digital tools that help us work better together.

These online tools are very important for adapting to new work styles and making workshops, meetings, and events more efficient and collaborative.

If you’re new to online workshops and meetings, don’t worry!

We’re here to help you navigate through all the amazing tools that can make your process run smoothly, especially when it comes to remote workshop facilitation.

Finding the right digital facilitation tools for workshops and meetings isn’t easy as it requires careful consideration to see what really fits well and works together.

We have evaluated 57 online tools for workshops and meetings and will share the details of the best ones in this post.

These tools have been useful in our own workshops and meetings.

The list is divided into 15 groups named;

1. Video Conferencing

2. Screen Recording

3. Virtual Whiteboard

4. Online Mind mapping

5. Online Communication

6. Collaborative Document Editing

7. Idea Generation and Brainstorming

8. Workshop Planning and Facilitation

9. Collaborative Design Tools

10. Presentation Software

11. Project Management Tools

12. Note-Taking Tools

13. Survey Tools

14. Virtual Space

15. File Sharing and Storage

1. Video Conferencing Tools

1.1 Zoom

High-Quality Video Communication

Zoom is an indispensable video conferencing tool that simplifies remote interactions followed by effective communication and collaboration.

Zoom Video ConferencingHover Image

Zoom is renowned for its user-friendly interface and exceptional video quality. We chose Zoom for its reliability, screen-sharing capabilities, and interactive features. It is ideal for business professionals who are looking for a seamless video communication solution.

👍 Pros:

🟢 Outstanding video and audio quality
🟢 Feature-rich screen-sharing and collaboration tools
🟢 Virtual background options for a professional touch
🟢 Good for all types of organizations
🟢 Integrated drawing, note, and whiteboard tools
🟢 AI Companion, a helpful generative AI digital assistant

👎 Cons:

🔴 Limited duration on the free plan
🔴 Lack of comment control
🔴 Past security concerns
🔴 Full functionality may require software downloads

Official Website: Zoom

1.2 Microsoft Teams

Integrated Collaboration Hub

Microsoft Teams stands out as an all-encompassing collaboration platform.

Its integration with other Microsoft apps offers uninterrupted document sharing and editing during meetings. The best thing about Microsoft Teams is that it is perfect for businesses looking for a comprehensive productivity solution because it has helpful features like file storage, threaded conversations, and calendar scheduling.

👍 Pros:

🟢 Seamless integration with Microsoft 365
🟢 File sharing
🟢 Channels focused on discussions and collaboration within the team (chatting, meeting, adding files, and more)
🟢 Meeting customization
🟢 Tabs to navigate through channel content

👎 Cons:

🔴 Resource intensive
🔴 Limited number of channels (200 public and 30 private channels per team)
🔴 Paid Plans for advanced features

Official Website: Microsoft Teams

1.3 Google Meet

User-Friendly Video Conferencing Tool

Google Meet is a secure and intuitive online meeting solution for remote collaboration.

It provides high-quality video calls (but 720p only, high resolution is only possible with Google’’s own hardware), screen-sharing, real-time captioning, and scheduling through Google calendars. People choose Google Meet for its simplicity, accessibility, and compatibility with various devices and browsers. Its user-friendly interface makes it suitable for everyone (with Google Account).

👍 Pros:

🟢 Seamless integration with G-Suite
🟢 Meeting hosts can control participants’ interaction
🟢 Send messages and files without interrupting calls
🟢 Simple Interface
🟢 Audio and video preview before entering the meeting

👎 Cons:

🔴 Screen sharing is limited to 1 person
🔴 Participants are limited up to 100 (in the free version)
🔴 No drop-down menu to manage meeting
🔴 Limited free version
🔴 Resolution is only 720p (high resolution only with Google Meet hardware)
🔴 Bandwidth requirement (stable internet connection)

Official Website: Google Meet

1.4 Whereby

Instant Web/Video Conferencing

Whereby is an easy-to-use conferencing tool designed for quick and hassle-free meetings.

Whereby Web Video ConferencingHover Image

Whereby’s strength lies in its simplicity and accessibility. What we appreciate most is its ability to create instant meeting rooms without any need for downloads and installations. When it’s time to have the call, everyone can simply meet in the browser, whether on a mobile or desktop device.

👍 Pros:

🟢 No need for participants to download software
🟢 Custom meeting room URLs for branding
🟢 User-friendly interface
🟢 Straightforward meeting setup
🟢 Perfect for hustle-free user interviews

👎 Cons:

🔴 Feature limitations
🔴 Very limited free version

Official Website: Whereby

1.5 GoToMeeting

Superior Video Conferencing Quality

GoToMeeting is a video conferencing tool known for its high-definition video quality and robust meeting management features.

It offers the unique advantage of hosting free video meetings without the annoying time constraints that other platforms impose. Moreover, the meetings are followed by webinar hosting, drawing tools for presentation, and HD video quality. Businesses rely on GoToMeeting for its robust security measures like end-to-end encryption.

👍 Pros:

🟢 Exceptional video and audio quality for crystal-clear communication
🟢 Meeting recording
🟢 Custom branding options for webinars and meeting tools

👎 Cons:

🔴 Feature limitations
🔴 Scheduling integration is not smooth
🔴 Screen-sharing features freeze up sometimes
🔴 Large conference calls don’t allow recording feature
🔴 Limited free version
🔴 Bandwidth requirement (stable internet connection)

Official Website: GoToMeeting

2. Screen Recording Tools

2.1 OBS Studio

Versatile Open-Source Screen Recording (and Streaming)

OBS Studio is a free tool for live streaming and recording videos effortlessly with customizable settings.

OBS Studio Open-Source Screen Recording and StreamingHover Image

OBS Studio stands out as a free, open-source screen recorder and live streaming tool that is continuously improved by a community of developers. We like how OBC Studio lets me adjust recording settings to fit different purposes. If you’re looking for powerful screen recording (and streaming) capabilities, this is for you.

👍 Pros:

🟢 Highly customizable recording and streaming settings
🟢 Seamless integration with popular streaming platforms
🟢 Easy integration with Elgato stream decks

👎 Cons:

🔴 No built-in editing tools
🔴 Resource intensive
🔴 OBS often does not work reliably

Official Website: OBS Studio

2.2 Camtasia

Professional Screen Recording and Editing

Camtasia is a screen recording and video editing software that simplifies the creation of professional-quality video content.

For professional-grade screen recordings, Camtasia is undeniably your powerhouse. It offers advanced editing tools to create polished videos with animations and effects. Camtasia’s precision and flexibility give your online meetings a polished edge, leaving a lasting impression on your audience.

👍 Pros:

🟢 Advanced editing
🟢 Customizable settings
🟢 Library of assets

👎 Cons:

🔴 Premium features come at a cost
🔴 Requires significant computer resources

Official Website: Camtasia

2.3 Loom

Cloud-based Video Recording for Asynchronous Messaging

Loom is a versatile screen recording tool that allows you to record and share videos easily with teammates or customers.

Loom - Screen & Video Recording SoftwareHover Image

Loom is a user-friendly tool for capturing and sharing screen activities via the cloud. It eliminates the need for complex video editing software and file uploads. Instead, you can simply share the video with a single link. Loom also integrates seamlessly with everyday tools, making it efficient for communication. Loom also introduced Loom AI, which speeds up video recording by generating topics for key points. Viewers can navigate through the content using clickable chapters.

👍 Pros:

🟢 Loom stands head and shoulders above all other recording tools
🟢 Easy to record screens
🟢 Simplify video organization through chapter creation
🟢 Password protection of the videos
🟢 Trim and append videos
🟢 Easily embedded GIF share feature
🟢 Libraries for the videos (organize and store videos systematically)

👎 Cons:

🔴 Sometimes, videos don’t move past the processing phase.
🔴 Slow internet connections can hinder the workflow.
🔴 Limited access on the free version

Official Website: Loom

3. Virtual Whiteboard Tools

3.1 Miro

Online Whiteboard for Real-Time Collaboration

Miro is a visual collaboration platform that facilitates brainstorming, designing, and collaborating on a digital canvas.

Miro Online Whiteboard For Real-Time CollaborationHover Image

Miro is your reliable companion for remote collaboration during meetings and workshops. It offers a wide range of features, including real-time collaboration, a chat function, drawing tools, an endless canvas, and ready-made templates to inspire creativity and facilitate idea exchange. Miro’s user-friendly interface draws folks in, making it perfect for virtual ideas sketching. What we appreciate most is its vast ecosystem of integrations.

👍 Pros:

🟢 Comprehensive set of tools for effective workshops and meetings
🟢 Extensive template library for various workshops and projects
🟢 Seamless real-time collaboration for distributed teams
🟢 Rich ecosystem of third-party app integrations

👎 Cons:

🔴 Limited functionality when working offline
🔴 Slow and sometimes clicky interface
🔴 Overwhelming functionality (steep learning curve)

Official Website: Miro

3.2 FigJam

Figma Integration

FigJam is a collaborative digital whiteboard by Figma, designed specifically for brainstorming and ideation.

FigJam - Collaborative digital whiteboard by FigmaHover Image

FigJam offers a simple yet effective platform for idea generation. Its intuitive interface and sticky notes support creative workshops. What stands out is its integration with Figma design files.

👍 Pros:

🟢 Seamless integration with Figma for transitioning ideas into design
🟢 Versatile sticky notes for brainstorming and organization
🟢 Precise control over who can edit and view boards
🟢 Version controls

👎 Cons:

🔴 Figma dependency
🔴 Compatible with modern hardware
🔴 Requires paid Figma subscription for full functionality

Official Website: FigJam

3.3 Mural

Visual Work Platform for Real-Time Collaboration

Mural is a digital workspace for visual collaboration which helps teams to brainstorm and design together.

Mural Visual Work Platform for Real-Time CollaborationHover Image

Mural provides an expansive digital canvas for creative workshops and brainstorming sessions. Notable features include sticky notes, an extensive template library, integration capabilities, and version history.

👍 Pros:

🟢 Robust set of tools for facilitators to guide workshops effectively
🟢 Embed YouTube video in Mural’s outline
🟢 Video chatting is available alongside designing
🟢 Interactive templates for various design thinking activities
🟢 Intuitive interface

👎 Cons:

🔴 Large murals with extensive content can experience lag
🔴 Lack of multiple artboards
🔴 Fewer features compared to Miro

Official Website: Mural

3.4 Microsoft Whiteboard

Microsoft 365 Integration

Microsoft Whiteboard is good for teams of all sizes looking for a versatile and integrated platform for collaboration.

Microsoft Whiteboard is your creative space to sketch out ideas and concepts. With handy tools like inking, object recognition, and the ability to use it according to different devices, it is a versatile choice. People opt for this platform due to its seamless integration with Microsoft 365.

👍 Pros:

🟢 Converts freehand drawings into neat shapes for clarity
🟢 Built-in accessibility features for diverse users’ needs
🟢 More than 60 free templates
🟢 Accessible across multiple devices including macOS and iOS.

👎 Cons:

🔴 Primarily designed for Windows users, limiting cross-platform compatibility
🔴 Requires Microsoft accounts to view boards

Official Website: Microsoft Whiteboard

3.5 Jamboard

Google Ecosystem Simplicity

Jamboard is a digital whiteboard tool designed by Google, making it an excellent choice for teams already using G-Suite.

The simplicity and real-time collaboration it offers makes it a favorite among creative teams and businesses. You can easily conduct brainstorming and problem-solving sessions on Jamboard.

👍 Pros:

🟢 Easily integrated with Google Workspace
🟢 Infinite Canvas for brainstorming
🟢 Real-time collaboration

👎 Cons:

🔴 Users need a Google account to access
🔴 Limited export options

Official Website: Jamboard

3.6 LucidSpark

Infinite Canvas for Visual Collaboration

LucidSpark is a dynamic virtual whiteboard that is a no-brainer for collaborative thinking.

Lucidspark Infinite Canvas for Visual CollaborationHover Image

Its standout feature is the ability to create and manipulate digital sticky notes for creativity and ideation. LucidSpark goes beyond simple drawing tools as it allows users to embed rich media like images and video directly into the board.

👍 Pros:

🟢 Powerful sticky note features for brainstorming
🟢 Supports embedding various media types
🟢 Real-time cross-device collaboration
🟢 Team members can change the status of their task
🟢 Support for Kanban

👎 Cons:

🔴 Requires an internet connection for access
🔴 Sharing can be tricky for non-technical users
🔴 Feature complexity (for individuals who prefer a streamlined and simplified interface)

Official Website: LucidSpark

3.7 Conceptboard

Creative Team Emphasis (Visual Planning and Detailed Commenting)

Conceptboard is designed for creative teams for remote collaboration who are looking for a versatile platform to plan and gather feedback.

Conceptboard offers a comprehensive platform for collaboration and feedback. What we think is it is an invaluable asset for my team because its project planning tools standout for me. For example, we love its moderator mode. If you’re a moderator, you can control what other people see i.e. your screen.

👍 Pros:

🟢 Ideal for visual project planning and management
🟢 Facilitates detailed collaboration and feedback
🟢 Integration with popular apps

👎 Cons:

🔴 Requires an internet connection for use
🔴 Steeper learning curve
🔴 Limited language options
🔴 Limited free version features

Official Website: Conceptboard

3.8 Stormboard

Data-First Collaborative Workflow Platform

Stormboard is a platform that helps you work together by turning your unstructured interactions into organized workspaces filled with useful data.

Stormboard Data-first collaborative workflow platformHover Image

Stormboard is an all-in-one shared digital transformation workspace and collaborative whiteboard. It allows high-performing professionals and teams to hold meetings, manage projects, and work on day-to-day initiatives regardless of their location.

👍 Pros:

🟢 Data-driven work functionality
🟢 Guided brainstorming sessions
🟢 Seamlessly integrates with tools like Microsoft Teams and Slack
🟢 Intuitive design makes it easy for participants to collaborate

👎 Cons:

🔴 No offline access
🔴 Offers fewer customization options compared to some alternatives
🔴 Stormboard is primarily available in English

Official Website: Stormboard

3.9 TLDraw

Real-Time Collaborative Drawing and Annotation

TLDraw is suitable for everyone seeking instant virtual whiteboard functionality for creative collaborations.

TLDraw is a versatile browser-based tool that enables real-time collaboration. It provides a virtual canvas where users can draw and annotate easily by illustrating ideas. Whether you’re working on design concepts, sharing visual ideas, or simply sketching out thoughts, TLDraw offers an intuitive platform for teams to come together visually.

👍 Pros:

🟢 Sign-in free and browser-based drawing app
🟢 Simple whiteboard features
🟢 No account needed to join

👎 Cons:

🔴 Basic functionality
🔴 Limited collaboration features
🔴 Less versatile than others

Official Website: TLDraw (old version) or TLDraw (new version)

4. Mindmapping Tools

4.1 Xmind

Advanced Mind Mapping

If you’re looking for a versatile mind-mapping tool, this is for you. Xmind supports creative problem-solving through visual thinking.

Xmind Advanced Mind MappingHover Image

Xmind is a helpful tool for assisting your visual thinking process in online workshops. Its wide range of templates and customizations make it a popular choice for brainstorming sessions. For productive and focused visual discussions, Xmind is a go-to mind mapping tool.

👍 Pros:

🟢 Customizable channels for specific projects
🟢 Rich collection of templates
🟢 Diverse export options
🟢 Evernote integration

👎 Cons:

🔴 Collaboration limitations
🔴 Users find its interface not so intuitive

Official Website: Xmind

4.2 Mind Meister

Collaborative Mind Mapping

Mind Meister is a cloud-based mind-mapping tool that organizes ideas collaboratively. It is best for individuals who want to do visual brainstorming effectively.

Mind Meister’s user-friendly interface and real-time collaboration features make it a standout choice for brainstorming and organizing thoughts. I’ve found its collaboration capabilities particularly valuable for remote team meetings.

👍 Pros:

🟢 Real-time collaboration
🟢 Integration with various tools (like Google Workspace and Microsoft Teams)
🟢 Accessible anywhere

👎 Cons:

🔴 Advanced features require a paid subscription
🔴 Limits the design possibilities (no large library of templates)
🔴 Limited free version (free plan doesn’t tell completely what a tool can do)

Official Website: MindMeister

4.3 Coggle

Simplicity and Clarity in Visualizing Ideas

Coggle simplifies idea sharing for teams who need a straightforward mind-mapping solution.

Being a collaborative tool, Coggle is a key player in online meetings which helps participants organize ideas naturally. Coggle’s straightforward interface is designed for hassle-free mind mapping. Its strength lies in supporting real-time teamwork and letting groups create mind maps together during conferences. What we appreciate most is its emphasis on clarity.

👍 Pros:

🟢 Easy-to-use
🟢 Real-time collaboration (suitable for group brainstorming)
🟢 Clear and concise mind mapping, ensuring easy comprehension

👎 Cons:

🔴 Limited templates
🔴 Limited customization options (font features)
🔴 Free version limitations (like image uploads)

Official Website: Coggle

5. Online Communication Tools

5.1 Slack

Simplified Messaging and Team Communication

Slack is a team collaboration platform that boosts productivity through real-time messaging.

Slack - Simplified Team Messaging and CommunicationHover Image

Slack is a real-time messaging platform for online communication. Its real-time chat, channels, and integrations create a dynamic workspace. What sets it apart is its extensive app directory which offers endless customization options. It is a go-to choice for seamless, collaborative discussions.

👍 Pros:

🟢 Excellent tool for remote teams or distributed organizations
🟢 Customizable channels for specific projects
🟢 Advanced search functionality
🟢 Customizable notifications
🟢 Integrations with over 2,600 top apps
🟢 User-friendly interface

👎 Cons:

🔴 Notifications can become overwhelming
🔴 Messages can become unorganized quickly
🔴 Context switching occurs easily
🔴 Free version limitations (10,000 searchable messages and 10 app integrations)

Official Website: Slack

5.2 Microsoft Teams

Integrated Collaboration Hub

Being a unified communication platform within Microsoft 365, It is best for enterprises, organizations, and businesses looking for comprehensive collaboration across different apps.

Microsoft Teams offers a unified digital workspace where teams can chat and hold video meetings. Moreover, Microsoft Teams facilitates effortless sharing and editing of documents during meetings. Its standout feature is deep integration with Microsoft 365 apps.

👍 Pros:

🟢 Seamless integration with Microsoft 365
🟢 AppVideo conferencing
🟢 File storage

👎 Cons:

🔴 Dependency on Microsoft 365
🔴 Limited customization

Official Website: Microsoft Teams

5.3 Google Chat

Smart, Integrated Team Collaboration

Google Chat is an intelligent and secure communication and collaboration tool designed for teams.

Google Chat, formerly known as Hangouts Chat, is a collaboration tool similar to Slack or Teams. It is designed to streamline teamwork by providing a centralized platform for getting work done. With features like direct messages, group conversations, dedicated virtual rooms for projects, and threaded conversations, Chat enables teams to collaborate effectively. Additionally, Chat supports 28 languages and each room can accommodate up to 8,000 members.

👍 Pros:

🟢 Free for Google Workspace users
🟢 Tight integration with other Google Workspace apps
🟢 Threaded conversations
🟢 Enterprise-grade security features
🟢 Simple and effective
🟢 AI-driven smart reply functionality

👎 Cons:

🔴 Few features and notification settings
🔴 Customization is relatively limited
🔴 Limited support for third-party integrations and bots
🔴 No standalone version
🔴 Dependency on Google ecosystem

Official Website: Google Chat

6. Collaborative Document Editing Tools

6.1 Notion

All-in-one Workspace for Notes and Project Management

Notion simplified document editing, project management, and knowledge sharing that is perfectly amazing for teams of all sizes.

Notion - Collaborative All-in-one WorkspaceHover Image

Notion reimagines collaborative document editing with a versatile workspace that’s more than just a text. It’s perfect for teams seeking to blend documents, wikis, databases, and project management in one place. Its stylish, modular approach sets it apart for creative and adaptable collaboration.

👍 Pros:

🟢 Versatile all-in-one platform
🟢 The clean user-interface
🟢 Collaboration features
🟢 Highly customizable workspace with templates
🟢 Integration of notes with tasks and databases
🟢 Easy web clipping

👎 Cons:

🔴 Limited offline functionality
🔴 Lack of communication features
🔴 Free version has limitations

Official Website: Notion

6.2 Google Docs

Real-Time Document Collaboration

Google Docs offers real-time collaboration through commenting and editing documents along with a chat option.

Google Docs stands out as a web-based dynamic platform for document editing. Its effortless sharing and commenting features foster seamless teamwork during online workshops and meetings. Google keeps everyone on the same page. With its cloud-based storage, accessibility is never an issue, making it the ideal choice for collaborative document editing.

👍 Pros:

🟢 Real-time collaboration
🟢 Accessibility from anywhere
🟢 Version history for tracking changes

👎 Cons:

🔴 Limited offline functionality
🔴 Requires Google account
🔴 Formatting can be challenging at times
🔴 Google may not offer the same level of fine-grained control as desktop-based word processors

Official Website: Google Docs

6.3 Microsoft Word

Integration with Microsoft Office 365

This is a widely used and well-known word-processing tool. It is ideal for teams familiar with Microsoft Office.

Microsoft Word brings decades of document-editing expertise to the digital table. It’s a reliable choice for those who prefer a familiar interface. While it excels at individual document creation, its collaboration features have improved. If your team already uses Microsoft tools, Word’s integration with Office 365 is great to have. What we like about it is we can work together on documents even without an internet connection.

👍 Pros:

🟢 Extensive formatting options
🟢 Advanced editing features

👎 Cons:

🔴 Limited real-time collaboration features
🔴 Software installation required

Official Website: Microsoft Word

7. Idea Generation and Brainstorming Tools

7.1 Ideaflip

Visual and Intuitive Idea Mapping

Ideaflip is a platform that simplifies idea generation and organization. It is particularly well-suited for design teams and creative professionals.

Ideaflip - Visual and Intuitive Idea MappingHover Image

Ideaflip reimagines brainstorming with its intuitive, digital approach. Its visual workspace helps teams to explore ideas organically, arranging and connecting them as they go. I’ve found its simple drag-and-drop interface and visual organization of ideas to be effective for fostering creativity and teamwork.

👍 Pros:

🟢 Visual organization
🟢 Simple for brainstorming sessions
🟢 Real-time collaboration

👎 Cons:

🔴 Limited integrations
🔴 Not budget-friendly for small teams
🔴 Limited export options for ideas and boards

Official Website: Ideaflip

7.2 Padlet

Versatile Digital Canvas for Ideas

Padlet is an interactive online bulletin board promoting content sharing for teams who are creative thinkers and want to share their ideas visually with effective and no-brainer options.

Padlet offers a versatile canvas for creative minds. I’ve been impressed by its user-friendly interface which allows participants to post thoughts, images, and links. We think it is an excellent choice for collecting diverse ideas. In virtual workshops, Padlet offers collaborative brainstorming – which ultimately makes ordinary meetings into innovative idea-generation sessions.

👍 Pros:

🟢 Easy for users
🟢 Multimedia support
🟢 Offers customization options for the look and feel of boards.

👎 Cons:

🔴 Limited free plan
🔴 No ready-to-use templates
🔴 No control over what people post and you don’t know who posted

Official Website: Padlet

7.3 SketchBoard

Digital Whiteboard for Visual Thinking

It is an ideation tool for design and creative teams who are looking for a whiteboard designed for visual thinking.

When we talk about the visual thinking environment, we can never forget to add Sketchboard to the list. Its infinite canvas allows teams to sketch out concepts in real time. Sketchboard’s interactive and flexible approach sets it apart, turning virtual meetings into dynamic design thinking sessions.

👍 Pros:

🟢 Digital whiteboard with sticky notes and drawings
🟢 Collaboration in real-time remote teams
🟢 Integration with popular project management tools
🟢 Custom templates
🟢 Version history check
🟢 Offline access

👎 Cons:

🔴 Integration set-up complexity
🔴 Limited file export options
🔴 Export resolution discrepancy

Official Website: Sketchboard

8. Workshop Planning and Facilitation Tools

8.1 SessionLab

Comprehensive Workshop Planning and Collaboration

SessionLab is a workshop planning and design tool that assists workshop organizers in designing impactful sessions.

Sessionlab - Comprehensive Workshop Planning and CollaborationHover Image

SessionLab is your workshop planning partner. (It is for me too!) With a user-friendly interface, it simplifies the creation of detailed workshop agendas. Its vast library of activities and templates ensures you have the tools to create interactive workshops.

👍 Pros:

🟢 Real-time collaborative planning (co-editing and commenting)
🟢 Extensive library of workshop templates and activities
🟢 Session export in multiple formats for a seamless presentation

👎 Cons:

🔴 Limited free plan features

Official Website: Sessionlab

8.2 Facilitate Pro

Efficient Facilitation with Digital Toolkit

Facilitate Pro is a facilitation software that supports efficient meeting management.

Its standout feature is the ability to integrate with popular project management tools, streamlining your planning processes. It is an excellent choice for structured workshops as it allows real-time collaboration and maintains comprehensive records.

👍 Pros:

🟢 Versatile facilitation toolkit with icebreakers and activities
🟢 Integration with Zoom for seamless virtual workshops
🟢 Real-time participant engagement features (Thumbs Up, Polls and Q&A)

👎 Cons:

🔴 Pricey for small teams

Official Website: Facilitate Pro

8.3 Butter

Smoothest Workshop Planning and Team Collaboration

Butter is a tool for facilitating highly collaborative sessions such as workshops, training, boot camps, courses, interactive webinars, or any other session.

Butter - Smoothest Workshop Planning and Team CollaborationHover Image

Butter is a virtual collaboration platform that brings structure, energy, and joy to online interactions. Its feature-rich-agenda planner simplifies preparation for highly-collaborative sessions, followed by a suite of tools to engage participants in one place. Moreover, with its extensive template library, Butter brings structure to online interactions. Unlike typical video conferencing tools, it’s designed for planning, running, and recapping engaging workshop sessions.

👍 Pros:

🟢 Best virtual collaboration platform for workshops
🟢 Effective tools for engaging online workshops
🟢 Collaborative planning
🟢 Rich template library
🟢 Flexible export options

👎 Cons:

🔴 Advanced tools are available in paid versions
🔴 Complex or large-scale events are not supported
🔴 Limited integration options

Official Website: Butter

8.4 Mentimeter

Interactive Audience Engagement and Real-Time Feedback

Mentimeter is well-suited for those who want real-time interaction and participation from the participants.

Mentimeter - Interactive audience engagement and real-time feedbackHover Image

Mentimeter is a dynamic platform designed to elevate virtual workshops and meetings. What We particularly value is its live polling and interactive quiz capabilities.

👍 Pros:

🟢 Offers a range of interactive question formats
🟢 Real-time data visualization and feedback
🟢 Engagement boost

👎 Cons:

🔴 Mainly for presentations with real-time feedback
🔴 Stable internet connectivity is necessary
🔴 Limited free plan

Official Website: Mentimeter

8.5 Stormz

Structured Brainstorming and Decision-Making

Stormz is particularly beneficial for facilitators and workshop organizers who are seeking structured brainstorming sessions.

Whether you’re organizing a strategy workshop or problem-solving meeting, Stormz provides tools to make it effective. We like its facilitation templates which guide teams through decision-making with ease.

👍 Pros:

🟢 Structured ideation
🟢 Real-time collaboration tools
🟢 Flexible export options

👎 Cons:

🔴 High maintenance required for small businesses
🔴 Steep learning curve

Official Website: Stormz

9. Collaborative Design Tools

9.1 Figma

Real-Time Collaborative Interface Design Tool

Figma is a web-based tool that helps design teams create, prototype, and collaborate on user interfaces and digital products.

Figma - Real-time Collaborative Interface Design ToolHover Image

This cloud-based platform is an indispensable tool for modern interface design workflows. Figma’s real-time collaboration and interactive prototypes make it a standout choice for designers looking to streamline the process.

👍 Pros:

🟢 Quick and easy file sharing
🟢 All-in-one tool (design, prototyping, and design handoff)
🟢 Cross-platform accessibility
🟢 Great community with lots of templates, plugins, and UI kits

👎 Cons:

🔴 Requires an internet connection for use
🔴 Cache-related issues (synchronization, performance impact, version control)

Official Website: Figma

9.2 Invision

Collaborative Design and High-Fidelity Prototyping

It is an ideal tool for UX/UI designers, product managers, and design teams seeking a collaborative platform for prototyping.

Teams can iterate on design concepts uninterruptedly. I’ve used it extensively and appreciate its real-time collaboration features. It is an excellent choice for design teams that work on both web and mobile apps.

👍 Pros:

🟢 Great for sharing and collaborating across teams
🟢 Creation of interactive prototypes
🟢 Built-in commenting and feedback tools
🟢 Multiple users can work together on the same design project

👎 Cons:

🔴 Learning curve is steeper
🔴 Importing SVG can be tricky and might result in pixelated, shrunken versions of the original design.

Official Website: Invision

9.3 Canva

User-Friendly Graphic Design (for Non-Designers)

Canva is a versatile graphic design tool that helps users create stunning visuals and graphics effortlessly. Even if you don’t have design skills and experience, you can use it.

Canva - User-friendly Graphic Design for Non-DesignersHover Image

Canva – your creative hub for design collaboration. It offers a vast library of templates, fonts, and images, making it an ideal tool for teams with varying design skills. You can craft amazing presentations and social media graphics during your meetings. Canva’s simplicity and versatility set it apart as a go-to design solution.

👍 Pros:

🟢 Intuitive drag-and-drop design interface
🟢 Abundant design elements and templates
🟢 Real-time collaboration
🟢 Integration with other platforms
🟢 Brand kit feature

👎 Cons:

🔴 Limited advanced design capabilities
🔴 Watermarked content in the free version
🔴 Not suited for complex design needs
🔴 Export limitations for free versions
🔴 Basic animation features

Official Website: Canva

9.4 Sketch

Vector-Based Interface Design Tool (macOS only)

Sketch is known for its simplicity and robust capabilities. It is best suited for UX/UI designers, web and app developers, and design teams looking for a powerful macOS-native design tool.

Sketch - Vector-based Interface Design ToolHover Image

Having used it extensively, we love its focus on web and app design. We think it is a top choice for the designers and teams in the Apple ecosystem. And since last year, it has included a web application that enables anyone to view, inspect, comment, and share designs – using any web browser.

👍 Pros:

🟢 Vector editing capabilities for creating precise designs
🟢 Extensive plugin library for extending functionality
🟢 Artboard management is effective
🟢 Additional web app for collaboration and handoff (suitable for cross-platform teams)

👎 Cons:

🔴 Mac design app, not suitable for cross-platform teams

Official Website: Sketch

10. Presentation Software

10.1 Google Slides

Collaborative and Versatile Presentation Creation

Google Slides is a cloud-based presentation tool that facilitates easy collaboration and seamless sharing.

Google Slides - Collaborative and Versatile Presentation CreationHover Image

Google Slides is a user-friendly presentation tool that allows real-time collaboration and access from anywhere (but requires an internet connection). We’ve used it extensively and appreciate its intuitive interface and compatibility with various devices. It is a practical choice for anyone looking to deliver impactful and professional presentations.

👍 Pros:

🟢 Easy-to-use platform
🟢 Extensive library of presentation templates
🟢 Rich collection of graphics and design elements
🟢 Easy integration and sharing through Google Workspace applications

👎 Cons:

🔴 Limited design flexibility (compared to dedicated presentation software)
🔴 Limited offline functionality and dependency on internet speed
🔴 Potential formatting issues

Official Website: Google Slides

10.2 Prezi

Dynamic Zooming Presentations

Prezi is a software that transforms linear presentations into engaging, non-linear experiences.

What sets Prezi apart is its dynamic, non-linear presentation style. Prezi is renowned for its unique approach to presentations, allowing for zooming and storytelling, which we find particularly engaging and effective. If you want to break away from traditional linear slides, you should give it a try.

👍 Pros:

🟢 Non-linear, zoomable presentation canvas
🟢 Storytelling-friendly design approach
🟢 Collaboration feature for team presentations
🟢 Offline presentation mode for reliability

👎 Cons:

🔴 Limited free features and templates
🔴 Learning curve for users accustomed to traditional slide-based presentations

Official Website: Prezi

10.3 Haiku Deck

Simplicity and Visual Storytelling

Haiku Deck is a presentation software that emphasizes visual storytelling for impactful presentations.

It is all about simplicity and elegance. Its standout feature is its focus on concise, visually appealing slides. With Haiku Deck, you’ll craft presentations that convey your message effectively without overwhelming your audience.

👍 Pros:

🟢 Minimalistic presentation templates and design tools
🟢 Focus on visual storytelling with concise text
🟢 Easy sharing and collaboration
🟢 Integration with image libraries for visuals

👎 Cons:

🔴 Limited template variety
🔴 Not suit complex data-driven presentations

Official Website: Haiku Deck

11. Project Management Tools

11.1 Trello

Visual Project Management

If you want a visual approach to task tracking and project organization in one place, Trello is for you.

Trello - Visual Project ManagementHover Image

Trello’s cards simplify task organization followed by the visual approach. We appreciate its intuitive drag-and-drop interface using which you can drag and drop members to the cards. Trello’s intuitive design makes it an excellent choice for both structured and creative projects.

👍 Pros:

🟢 Intuitive board layouts for tasks and project management
🟢 Tailor boards to fit your workflow
🟢 Team collaboration

👎 Cons:

🔴 Limited automation
🔴 Not ideal for highly complex project management

Official Website: Trello

11.2 Asana

Task Tracking and Timelining

Asana is a comprehensive work management platform that streamlines task and project planning.

Asana takes project management to the next level with its robust task tracking and timeline features. Its amazing feature is the ability to create dependencies between tasks. We find its timeline view particularly useful for project planning.

👍 Pros:

🟢 Easily set task dependencies
🟢 Offers timeline and workload views
🟢 Extensive app integrations are available

👎 Cons:

🔴 Complex for beginners
🔴 Premium features come at a cost

Official Website: Asana

11.3 Todoist

Simplified Task Management

Todoist is a task and project management tool that helps small teams in their planning.

Todoist’s simplicity is its strength. It’s quick to set up and offers a clean interface. What sets it apart is its natural language input for task creation. Just type your to-do list as you think it, and Todoist organizes it for you.

👍 Pros:

🟢 Natural language input
🟢 Accessible on various devices
🟢 Productivity stats

👎 Cons:

🔴 Less suitable for complex team projects
🔴 Lacks task dependency management
🔴 Advanced features are in premium plans only

Official Website: Todoist

12. Note-Taking Apps

12.1 Evernote

Efficient Note Organization

Evernote is a comprehensive note-taking app that helps users organize and access notes from any device.

Evernote - Efficient Note OrganizationHover Image

Evernote is your handy tool for quickly jotting down thoughts during meetings. It is super easy to keep things organized. What sets it apart is its robust tagging system. This app makes sure that no brilliant thought is lost in the digital shuffle and you easily find notes.

👍 Pros:

🟢 Advanced note organization with tags and notebooks
🟢 Cross-platform compatibility
🟢 Rich text formatting
🟢 Multimedia support

👎 Cons:

🔴 Limited features in the free version (60MB monthly upload, 25MB max note size)
🔴 Limited device synchronization

Official Website: Evernote

12.2 One Note

Freeform Note-Taking Canvas

One Note is a digital notebook for capturing and organizing notes, sketches, and multimedia content.

One Note is your virtual whiteboard during online workshops. With features like freeform note-taking, collaborative editing and seamless integration with Microsoft apps, it’s a go-to choice. It is ideal for creative thinkers and anyone who prefers a flexible and open note-taking approach.

👍 Pros:

🟢 Infinite canvas for freeform note arrangement
🟢 Integration with Microsoft 365 apps
🟢 Cross-platform accessibility
🟢 Real-time collaboration

👎 Cons:

🔴 Incompatible with non-Microsoft systems
🔴 No offline autosaving
🔴 Limited formatting options
🔴 Advanced formatting options in the premium plan

Official Website: OneNote

12.3 Apple Notes

Seamless Integration With Apple’s Ecosystem

Apple Notes is perfect for those who want a straightforward and easily accessible note-taking solution across their Apple devices.

Its simplicity and integration with other Apple devices make it a breeze to capture and organize ideas. Whether it’s sketching concepts or making quick lists, it’s a trusted companion for those who love Apple devices.

👍 Pros:

🟢 User-friendly and intuitive interface
🟢 Support for sketches, checklists, and multimedia
🟢 Integration with Apple devices and iCloud

👎 Cons:

🔴 Limited cross-platform compatibility
🔴 Lack of advanced features for power users
🔴 Limited collaboration capabilities

Official Website: Apple Notes

13. Survey Tools

13.1 Typeform

Conversational Surveys

Typeform is an interactive form builder for data collection and feedback best for marketers and researchers.

Typeform - Conversational SurveysHover Image

Typeform should be your go-to tool when you want surveys and forms that not only collect data but also provide a visually engaging experience. Its user-friendly interface and customizable design options make it perfect for crafting interactive questionnaires.

👍 Pros:

🟢 Real-time polling
🟢 Seamless integration with third-party tools
🟢 Versatile question types
🟢 Mobile-responsive

👎 Cons:

🔴 Limited logic and skip logic
🔴 Steep pricing for advanced features

Official Website: Typeform

13.2 Tally

Real-Time Audience Engagement

Tally is a no-code block-based editing platform that helps users create forms by adding various input fields.

When simplicity and speed are paramount, Tally excels. The minimalist survey tool doesn’t waste your time with bells and whistles. It’s perfect for quick, no-nonsense polls. Tally’s straightforward approach sets it apart, ensuring you get the answers you need without complexity.

👍 Pros:

🟢 Real-time polling
🟢 Integration with presentation tools

👎 Cons:

🔴 Few customization options
🔴 Customized domains are only available in the paid version
🔴 Users faced unexpected closures
🔴 Free to use

Official Website: Tally

13.3 SurveyMonkey

Advanced Survey Options

Are you looking for a powerful survey tool? SurveyMonkey is here!

Surveymonkey - Advanced Survey OptionsHover Image

It is your research powerhouse. If you’re looking for comprehensive analytics and question branching, it’s the tool for you. Its robust features and reporting options make it a favorite among researchers. SurveyMonkey’s analytical depth sets it apart as the tool to turn data into meaningful decisions.

👍 Pros:

🟢 Question variety and advanced survey logic
🟢 In-depth survey analytics
🟢 Customization options (to align with branding)

👎 Cons:

🔴 Higher priced plans
🔴 Limited collaboration

Official Website: SurveyMonkey

13.4 Google Forms

Simple and Collaborative Surveys

Google Forms is a free online survey tool and it is perfect for small businesses and educators looking for a user-friendly tool.

Google Forms is an all-rounder of survey tools. Its seamless integration with Google Workspace and collaborative features make it a standout choice for team workshops. With its robust data analysis capabilities, it transforms raw data into valuable insights. Google Forms sets the standard for user-friendly, data-driven surveys.

👍 Pros:

🟢 Simple and straightforward interface
🟢 Easy collaboration
🟢 Integration with Google Workspace Apps

👎 Cons:

🔴 Requires Google account
🔴 Basic design
🔴 Limited question types
🔴 Requires an internet connection

Official Website: Google Form

14. Virtual Space

14.1 Spatial

Immersive Collaboration

Spatial is an innovative virtual space tool that advances immersive collaboration through lifelike avatars and 3D environments.

Spatial - Immersive collaborationHover Image

With Spatial, you’re not just attending a meeting, you’re in an immersive 3D environment where collaboration feels natural. I’ve personally used it for interactive brainstorming sessions. What We like about it is its ability to make online meetings feel like in-person gatherings.

👍 Pros:

🟢 Seamlessly integrated with popular apps
🟢 Cross-platform accessibility

👎 Cons:

🔴 Provide limited options for personalizing spaces
🔴 Requires a VR headset for the complete experience
🔴 Can be demanding on lower-end devices

Official Website: Spatial

14.2 Glue

Persistent Virtual Space

Glue enables ongoing meetings and workshops. I’ve found it invaluable for keeping projects on track.

Glue offers a unique virtual space that redefines teamwork in online meetings. Its standout feature is the ability to create and manipulate 3D content in real time, fostering creativity. Participants can collaboratively build and present ideas which makes Glue an ideal choice for workshops and brainstorming sessions.

👍 Pros:

🟢 Maintains data and interaction between sessions.
🟢 Allows customization of virtual spaces
🟢 Provided immersive audio for lifelike conversations

👎 Cons:

🔴 Offers limited integration with external apps
🔴 Incremental synchronization limitations
🔴 It only supports relational database systems (doesn’t support structured databases)

Official Website: Glue

14.3 Welo

Web-Based Collaboration

Welo distinguished itself as a web-based collaboration tool, making it accessible to users without downloads or installations.

Welo transforms online meetings into vibrant virtual spaces. It offers a combination of immersive 3D environments and practical collaboration tools. With Welo, you can set up engaging virtual workshops, complete with real-time interaction.

👍 Pros:

🟢 Accessible without downloads and installations
🟢 User-friendly interface
🟢 Provide budget-friendly pricing choices

👎 Cons:

🔴 Limited advanced features
🔴 Has a smaller user base in comparison
🔴 Less suitable for complex events

Official Website: Welo

15. File Sharing and Storage

15.1 DropBox

Effortless Cloud Storage and Collaboration

Dropbox is a cloud storage and file-sharing platform that securely simplifies document management.

Dropbox - Effortless Cloud Storage And CollaborationHover Image

With its user-friendly interface, you can upload, organize, and share files. Whether you’re collaborating on a project or need easy access to documents from anywhere, Dropbox offers reliability and versatility. Plus, it boasts robust security features to keep your data safe. It is my go-to tool for storing, syncing, and sharing files effortlessly.

👍 Pros:

🟢 User-friendly interface for easy navigation
🟢 Cross-platform compatibility for desktop and mobile
🟢 File version history and recovery options
🟢 Collaborative features, including shared folders

👎 Cons:

🔴 Limited free-storage space
🔴 Pricing plans are relatively expensive for pro users
🔴 Syncing large files can take time

Official Website: Dropbox

15.2 Google Drive

Integration with Google Ecosystem

Google Drive is a cloud-based collaboration and file-storage platform that helps teams of all sizes get productive.

When it comes to file sharing and storage, Google Drive shines with its integration into the Google ecosystem. It’s perfect for teams using G-Suite, as it enables real-time collaboration on documents, spreadsheets, presentations, and other productivity tools. Google Drive’s generous free storage and straightforward sharing options make it a top choice for digital facilitation.

👍 Pros:

🟢 Free storage (up to 15GB)
🟢 Real-time collaboration on Google Docs files
🟢 Built-in search and organization features
🟢 Accessibility on various devices with Google accounts

👎 Cons:

🔴 Limited offline access to files without prior setup
🔴 Free storage space shared across Gmail and Google Photos
🔴 Requires Google Account

Official Website: Google Drive

15.3 OneDrive

Microsoft Integration and Productivity

One Drive is a file storage and synchronization service that seamlessly integrates with Microsoft 365

onedrive - file storage and synchronizationHover Image

One Drive, Microsoft’s offering, stands out for its integration with Windows and Office 365. If your team relies heavily on Microsoft tools, OneDrive makes sure of effortless document management and sharing. Its version history feature and offline access are invaluable for efficient work in online workshops and meetings. If you’re a Windows user and looking for an all-in-one storage solution, give OneDrive a go.

👍 Pros:

🟢 Extensive integration with Microsoft Office apps
🟢 File versioning and recovery options
🟢 Cross-platform access with Microsoft accounts

👎 Cons:

🔴 Limited free storage space
🔴 Requires Microsoft Account

Official Website: OneDrive


Digital facilitation tools are essential for online workshops and meetings in today’s hybrid and remote work environment.

They can help you to create more engaging, interactive, and productive experiences for your participants.

When choosing digital facilitation tools, it is important to consider your specific needs and budget.

Some factors to consider include:

👉 The size and type of your workshops and meetings

👉 The features that are most important to you

👉 The ease of use and accessibility of the tools

👉 The cost of the tools

Once you have considered these factors, you can start to narrow down your choices and select the digital facilitation tools that are right for you.

Here are some additional tips for using digital facilitation tools effectively:

Plan ahead. Think about which tools you will need for each activity or exercise during your workshop or meeting.

Provide clear instructions. Make sure your participants know how to use the tools you have chosen.

Be flexible. Things don’t always go according to plan, so be prepared to adjust your use of tools as needed.

Encourage participation. Use the tools to create opportunities for participants to interact and collaborate.

Get feedback. Ask your participants for feedback on how you can use digital facilitation tools more effectively in the future.

By following these tips, you can use digital facilitation tools to create more engaging, interactive, and productive online workshops and meetings.

Get in Touch

These online tools are worth trying and hopefully, they will help you save time and make your facilitation work go even smoother.

But tools are just one part of the solution. While they can make your work easier, the quality of your sessions will depend on a well-planned and guided workshop.

Take a look at our post The Comprehensive Guide to Workshop Facilitation for assistance in designing a successful session.

If you would like to learn how we are using some of these tools to make our workshops more efficient and collaborative, reach out to us and we’ll be happy to discuss how we can support your next project.