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Tips or tricks for managing larger whiteboards?

Brita Moorus

As our team adds more to our Confluence Whiteboards, I’ve noticed things can get a bit cluttered or hard to follow.

Does anyone have tips for keeping large or complex boards readable and organized? Are there patterns or layouts that have worked well for you (e.g. color coding, sections, naming conventions)?

Would love to hear what’s worked for others! 💙

Comments

asadiq

@Brita Moorus

Thanks very much for asking this question.

I am actually interested to know if it is possible to setup nested whiteboards to keep boards organized and structured.

Christine_gk8s3j

Screenshot 2025-06-23 105729.png Screenshot 2025-06-23 105940.png These are both zoomed out pages, but firstly most of my pages have a complete or viewing side of the board and then a working side. I usually disguish these with lines but depending on how big your whiteboard is you can use shapes and even put text in the spaces like I did with the risks on the right of the colourful one.

I use that line as an identifier on whats complete (left) to whats being worked on (right) in that space
But the other one was a live working document and we went by categories in order as the different groups and used the swimlanes to keep the different teams organized but moving in the right direction. we continued to co-ordinate the same colours for each team so its easy to see what you're supposed to be reading.

But with the process maps we need swimlanes so to separate the colours we do a white background and another colour behind it so we can choose the size of the border.

We do something similar with our retros and other boards, but colour coordination and borders are my go to options for separating a board.

Hopefully that helps some? All my boards are different but stick to the same methods of organisation keeping zones of work essentially and making sure you can see where you need to go when zoomed out.

Brita Moorus

There are some great tips, thank you @Christine! 💙

James Rickards _SN_

Yes, it is possible, but IMO messy.

Copy the URL for a whiteboard.
Click in the whitespace of the "parent" whiteboard, then paste the link.
You get an embedded whiteboard in a whiteboard.

I've used this to "archive" done columns in our kanban board so the main board can be clean, but we still have a record of cards moved to done at the end of each sprint.

Dr Valeri Colon (Connect Centric)

Great question, @Brita Moorus! Try using frames to group related content, color-code stickies by theme, and use consistent section titles. Keep related items close together and use connectors sparingly. Zoom and mini-map help with navigation.

Brita Moorus

Using frames and consistent section titles is a great idea! 💙

Staffan Redelius

This really looks like a good way to stay organized. Is this something you have managed to incorporate as a "standard" in your organization or is it just for your team?

Christos Markoulatos -Relational-

Great thread! We’ve been using Whiteboards to visualize complex Jira workflows across multiple countries and support tiers (SAP, Aberon, store/on-call routing). To keep things readable, we use swimlanes for each support group and color-code based on escalation paths. Embedding archived boards as links has helped us declutter sprint retros. Curious if anyone has used automation or templates to standardize layout across teams?

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