Miro vs. Microsoft Whiteboard vs. FigJam: Which Digital Whiteboard is Best for Remote Workshops and Collaboration?

Looking for the best digital whiteboard for your team? Miro, Microsoft Whiteboard, and FigJam are top options for remote collaboration. Each has distinct features tailored to different needs:

• Miro: Feature-rich with advanced tools for large teams and complex projects. Integrates with over 1,000 apps and now offers Australian data storage. Prices start at AU$8.00/user/month.
• Microsoft Whiteboard: Simple, cost-effective, and deeply integrated into Microsoft 365. Best for teams already using the Microsoft ecosystem. Included in Microsoft 365 plans starting from AU$6.00/user/month.
• FigJam: Designed for design teams, with seamless Figma integration and tools for brainstorming and prototyping. Bundled with Figma subscriptions.

Quick Comparison

For Australian businesses, Miro excels in flexibility, Microsoft Whiteboard is ideal for simplicity, and FigJam is perfect for design-centric teams. Choose based on your workflow and collaboration needs.

Miro VS FigJam: Who has the better virtual whiteboard? (Brutally Honest)

Miro: A Multi-Purpose Collaboration Platform

Miro has earned the trust of over 90 million users and 250,000 organisations worldwide, offering solutions that go far beyond simple brainstorming. It's a platform designed to handle even the most intricate workflows.

Key Features and Capabilities

Miro's infinite canvas eliminates spatial limitations, making it perfect for tasks like mapping out complex system architectures or hosting large-scale workshops. Teams can explore ideas freely without worrying about running out of space.

To keep participants engaged, Miro includes tools like "Follow" and "Bring to me." These features are invaluable for workshop facilitators, especially when managing large, distributed teams - a common scenario for Australian organisations.

The platform also boasts a comprehensive template library that caters to various use cases, including agile workflows, product development, and strategic planning. By using these pre-built frameworks, teams can skip the hassle of starting from scratch and instead rely on methods that have already been refined by countless users.

Miro supports both real-time and asynchronous collaboration, making it ideal for teams spread across multiple time zones - a key advantage for Australian businesses working with global partners.

Additionally, Miro integrates seamlessly with popular tools like Slack, Microsoft Teams, Google Workspace, Confluence, Jira, Asana, Zoom, and Trello, ensuring workflows remain smooth and connected.

Strengths and Limitations

One of Miro's standout features is its ability to handle complex project visualisation. It allows teams to view both the overarching structure and intricate details within a single workspace. This capability is particularly useful for Australian companies that collaborate with technical freelancers, as clear visual communication can prevent costly misunderstandings.

"Miro is a great tool for the beginning of the process. You can do brainstorming sessions, take screenshots, add notes, and collaborate with the team in real time."

• Cris Valim, UX/UI Designer

That said, Miro isn't without its challenges. New users often encounter a steep learning curve, and some have reported performance issues when working on large boards. For teams needing only basic whiteboarding features, Miro's extensive toolset might feel excessive.

Pricing and Australian Considerations

Miro offers flexible pricing plans:

• Free Plan: Includes three editable boards.
• Starter Plan: Costs AU$8.00 per user per month (billed annually) and provides unlimited boards.
• Business Plan: Priced at AU$16.00 per user per month (billed annually), offering advanced features like guest access and single sign-on.

For enterprise-level needs, Miro provides customised pricing through its sales team.

In January 2025, Miro introduced its Australia data residency programme, a significant development for local businesses. This initiative ensures that customer content - production data, backups, and metadata - is stored within Australian data centres.

"We ensure that in-scope production data, backup data, and metadata are stored within Australian data centres, helping you meet your compliance needs around data storage."

• Anna Kotlabova, Product Marketing Lead at Miro

This local data storage solution is particularly appealing to Australian organisations in regulated industries, addressing compliance concerns while improving performance by minimising off-region data transfers. For businesses working with international freelancers through platforms like Talentblocks, Miro's robust security measures and local data residency provide an added layer of reassurance when sharing sensitive project details during workshops.

Next, we’ll look at how Microsoft Whiteboard stacks up for organisations already embedded in the Microsoft ecosystem.

Microsoft Whiteboard: Simple and Easy for Microsoft Users

Microsoft Whiteboard provides a no-fuss digital workspace designed for brainstorming and collaboration. It focuses on the essentials, offering a clean and straightforward toolset that doesn’t overwhelm users.

Core Features and System Integration

One of Microsoft Whiteboard's standout features is how smoothly it integrates into the Microsoft 365 ecosystem. Since it’s enabled by default for most Microsoft 365 users, teams can start collaborating right away without needing extra setup. During Teams meetings, facilitators can launch Whiteboard directly within the app, allowing for real-time brainstorming. Plus, the platform supports both live collaboration and asynchronous contributions, so team members can add their input even if they miss the meeting.

The tool offers features like colourful sticky notes, smart inking, reactions, and templates to help structure sessions effectively. All content is automatically saved to OneDrive for Business and Azure, ensuring easy access and backup. Compatible across Windows 11, iOS, Surface Hub, and web browsers, it also allows teams to export whiteboards as PNG images or transfer them to OneNote class notebooks.

For Australian businesses already using Microsoft tools, this integration streamlines workflows. Teams can schedule meetings in Outlook, collaborate in Teams, brainstorm in Whiteboard, and store results in SharePoint - all within a single ecosystem.

Strengths and Limitations

Microsoft Whiteboard’s biggest advantage is its simplicity. Teams familiar with Microsoft products can jump in without much training. Its intuitive interface and dependable real-time collaboration make it a reliable choice. Even better, it’s included in Microsoft 365 subscriptions, making it an affordable option for cost-conscious Australian organisations.

However, simplicity comes with trade-offs. The platform has limited customisation options, particularly for fonts and colours, which may disappoint teams looking for more visual creativity. Its template library is smaller than competitors’, and some users have reported performance issues like lags and freezing, especially during heavy collaboration sessions. The mobile version also offers fewer features, which can hinder productivity for teams working across devices. Additionally, the lack of integration with popular project management tools like Jira could create workflow gaps for development teams.

User feedback on platforms like G2 and Capterra highlights its ease of use but also points out concerns about stability and its limited feature set .

Pricing and Suitability for Australian Businesses

Microsoft Whiteboard is included in various Microsoft 365 subscription plans, making it a cost-effective option for organisations already using the ecosystem. Here’s a breakdown of subscription tiers available in Australia:

• Microsoft Teams Essentials: AU$6.00 per user per month (annual billing)
• Microsoft 365 Business Basic: AU$9.00 per user per month (annual billing)
• Microsoft 365 Business Standard: AU$18.70 per user per month (annual billing)

For teams that value quick setup and minimal learning curves, Whiteboard is ideal for tasks like brainstorming sessions, sprint planning, and problem-solving workshops where advanced diagramming isn’t required.

With 41% of Australians working from home at least one day a week as of February 2021, Whiteboard’s accessibility across internet-connected devices makes it a practical tool for distributed teams. For businesses collaborating with freelancers through platforms like Talentblocks, Whiteboard’s seamless sharing via OneDrive and SharePoint simplifies handovers and discussions. Its ease of use and integration with Microsoft tools make it a smart choice for Australian teams managing both internal and external collaborations.

FigJam: A Design Tool for Design-Focused Teams

FigJam stands out from other digital whiteboards by honing in on the creative process, specifically for design teams. Built to complement Figma, it supports brainstorming, development, and organisation throughout the product design journey, making it an essential tool for design-focused collaboration.

Features Tailored for Design Teams

What sets FigJam apart is its design-oriented features. It offers tools like sticky notes, shapes, connectors, drawing tools, and a library of over 300 ready-made templates to fuel creative discussions. The platform enables real-time collaboration with features such as voting sessions, card sorting, meeting boards, comments, mentions, chat, stamps, emotes, stickers, audio calls, and a spotlight mode for focused interactions.

The integration with Figma is a standout feature. Teams can copy elements directly from Figma - such as frames, images, components, and text layers - and paste them into FigJam. This seamless workflow allows users to move effortlessly from brainstorming to prototyping without switching tools .

Adding to its capabilities, FigJam introduced Jambot, an AI assistant, in February 2024. Jambot helps UX designers and researchers save time by generating custom templates, sorting sticky notes into themes, summarising team discussions, and automating repetitive tasks . FigJam files can also be embedded into platforms like Coda, Notion, and Dropbox Paper, making it easy to centralise design artefacts.

These features make FigJam a go-to for design teams, though its focus on design does come with some limitations.

Strengths and Limitations

FigJam’s deep integration with Figma is a major strength, creating a seamless workflow that many designers appreciate. Ryan Ma, a Product Designer at Stripe, highlighted this, saying:

"FigJam gave everyone a practical, but with a wink, vibe. It was such a fun way to uplift and motivate the team."

The platform also excels in facilitation tools, such as spotlight mode and timers, which help guide meetings and workshops. It’s accessible too - users can join open sessions for 24 hours without needing a Figma account, and the tool integrates with project management platforms like Asana, Jira, and GitHub to keep teams aligned.

However, FigJam’s focus on design may limit its appeal for teams outside creative fields, where a more general-purpose whiteboarding tool might be a better fit. While its AI features are helpful, the sorting algorithm sometimes needs manual tweaks, and its summaries cannot be edited directly.

For Australian design teams collaborating across time zones, FigJam’s real-time features are a huge plus, although scheduling live sessions is crucial to ensure all stakeholders can participate effectively.

These strengths, alongside its limitations, shape FigJam’s position in the market and its relevance to pricing strategies.

Pricing and Australian Context

FigJam is included in every Figma plan, making it a cost-effective choice for teams already using Figma. For businesses working with freelance designers through platforms like Talentblocks, FigJam’s open session feature allows external collaborators to participate without requiring paid accounts, ideal for short-term or project-based work.

In Australia’s growing tech and design sectors, where remote collaboration is now standard, FigJam’s emphasis on design critiques, user research organisation, and stakeholder alignment makes it especially suited to the local market. Its features cater well to distributed teams, ensuring smooth collaboration and efficient workflows.

Feature Comparison Table

Comparison Table

Here’s a side-by-side look at three popular digital whiteboard platforms:

This table highlights the unique strengths of each platform, helping Australian teams make informed decisions. When choosing, it’s worth considering not just the features but also how well each tool integrates with your existing workflows and its pricing structure.

For teams already embedded in the Microsoft ecosystem, Microsoft Whiteboard offers excellent value. Miro, on the other hand, stands out with its robust features and flexibility, ideal for organisations that need advanced collaboration tools. If your team thrives on creativity, FigJam is a natural fit, especially for those already using Figma.

One standout feature of Miro is its automation capabilities. For instance, it can auto-create boards during Asana projects or Zoom meetings. These time-saving features are particularly useful for teams working across time zones and align well with the operational needs of Australian businesses.

Practical Considerations for Australian Teams

Data Storage and Privacy Compliance

For Australian teams, ensuring compliance with data storage and privacy regulations is just as important as usability. Businesses must carefully assess how digital whiteboard tools handle data, particularly in light of the Privacy Act 1988 and the Australian Privacy Principles. Microsoft Whiteboard meets global standards like ISO 27001 and EU Model Clauses. It uses logical isolation to keep customer data secure and allows users access to their data at any time.

FigJam is also stepping up its compliance game. Starting in Q4 2025, Figma will introduce local file hosting in Australia, a move designed to meet regional compliance requirements. Scott Pugh, Vice President of Sales and General Manager, Asia Pacific at Figma, emphasised this initiative:

"As more companies recognise design as a true differentiator, we want to provide them with secure, local infrastructure for confident design."

Time Zone and Business Alignment

Australia’s unique geography, spanning multiple time zones from UTC+8 in Western Australia to UTC+11 in the Eastern states during daylight saving, poses challenges for remote teamwork. Cloud-based tools play a key role in overcoming these hurdles, enabling team members to update shared documents in real-time or asynchronously, no matter where they are.

Research highlights the value of organised collaboration. For instance, advanced meeting setups can achieve a 342% ROI over three years with a six-month payback period. Remote IT management can also reduce meeting issues by 30%. Even starting meetings on time can save up to 10 minutes per session. Structured routines - like daily stand-ups, regular feedback loops, or weekly syncs - help teams stay aligned across different time zones. Microsoft Whiteboard’s integration with Teams makes it easy to launch collaborative spaces directly during meetings, streamlining workflows. These efficiencies not only benefit internal teams but also improve collaboration with external partners.

Integration with Talentblocks for Freelancer Collaboration

Seamless integration with platforms like Talentblocks is crucial for Australian businesses that often rely on freelance professionals for specialised projects. Talentblocks connects companies with experts in fields like solution architecture, data engineering, and business analysis, making it easier to manage external collaborations.

Miro stands out for its extensive APIs and integration options, which enable customised workflows tailored to freelance partnerships. On the other hand, Microsoft Whiteboard integrates smoothly with Microsoft Teams and other Microsoft 365 apps, but its current limitations for external freelancer access may be a drawback. Guest collaboration is, however, on the roadmap for future updates.

FigJam offers strong integration capabilities tailored for creative and design-focused projects. Lance Thornswood, Chief Design Officer at National Australia Bank (NAB), shared insights into how Figma supports their customer-centric strategies:

"This initiative will expand the ways we can use the entire Figma suite to create even better experiences for NAB's customers."

With over 98% of NAB’s customer interactions now occurring through mobile apps and internet banking, the importance of streamlined digital collaboration is undeniable. For businesses using Talentblocks, choosing a platform that supports flexible bookings and secure collaboration is essential for effectively managing freelancer relationships while adhering to compliance standards.

Conclusion

Key Takeaways

Miro, with its 4.7/5 rating on GetApp and pricing starting at AU$10.40 per user/month, offers a wide range of features designed to support various workflows and collaboration across different teams.

Microsoft Whiteboard, rated 4.4/5, integrates effortlessly with Microsoft 365 (available from AU$9.00 per user/month). While its seamless integration is a plus, users often note its limited customisation options and smaller selection of templates.

FigJam, scoring an impressive 4.8/5 on GetApp, is built with design teams in mind. It provides a lightweight, design-oriented collaboration tool that fits neatly into Figma workflows. However, its specialised nature makes it less suitable for teams needing broader business collaboration tools.

For Australian teams, Miro’s robust APIs can streamline freelancer workflows, Microsoft Whiteboard shines for internal team collaboration, and FigJam is a standout choice for creative projects.

These comparisons highlight how each tool caters to specific team requirements, helping you narrow down the best fit for your needs.

Final Recommendation

When choosing the right platform, consider your team's workflow and technological setup. Miro is an excellent choice for teams needing a flexible tool that handles complex workflows and external collaborations. Microsoft Whiteboard works best for teams deeply embedded in the Microsoft 365 ecosystem, offering simple and effective collaboration. FigJam is ideal for design-focused teams, especially those already using Figma as part of their creative process.

To make the most informed decision, start with free trials or basic plans to see how each platform aligns with your team’s collaboration style. This is particularly useful for addressing challenges like Australia's time zone differences and compliance requirements. Selecting the right digital whiteboard can elevate your remote workshops and boost your team’s overall productivity.

FAQs

How can Miro's integration with over 1,000 apps help teams manage complex projects more effectively?

Miro works effortlessly with over 1,000 apps, allowing teams to link their favourite tools into a single, unified workspace. This setup simplifies workflows, cuts down on repetitive tasks, and ensures that all project resources are easy to find and use in one convenient location.

Whether it's project management software, communication platforms, or file storage services, these integrations help teams stay organised, save time, and tackle complex problems with greater ease.

Why is FigJam a great choice for design teams compared to general-purpose whiteboarding tools?

FigJam is a go-to tool for design teams, thanks to its visual collaboration features like diagrams, mind maps, and decision trees. These tools are ideal for fostering creativity and managing workflows. Plus, its smooth integration with Figma means teams can effortlessly move between brainstorming sessions and detailed design tasks, simplifying the entire workflow.

With features such as sticky notes, structured sections, and neatly organised pages, FigJam makes it easier to collect and manage feedback, even on complex projects. This combination of functionality and ease of use makes it a standout for teams focused on creative collaboration.

How do Miro, Microsoft Whiteboard, and FigJam handle data storage and compliance for Australian businesses?

For businesses in Australia, Miro, Microsoft Whiteboard, and FigJam take different approaches to data storage and compliance.

Miro ensures data residency within Australia by utilising local data centres in Sydney and Melbourne. It also employs robust encryption protocols, including TLS 1.3 and AES 256, to safeguard information. Microsoft Whiteboard aligns with global standards like SOC 2 and ISO 27001 while offering data residency options in Australia, ensuring compliance with local regulations. FigJam, which is part of Figma, supports encryption both during transit and at rest. It is SOC 2 Type II compliant and has recently started enabling local data hosting in Australia.

While Miro clearly provides Australian-based data centres, Microsoft Whiteboard and FigJam are advancing their local data residency options to meet the country’s data sovereignty requirements. All three tools offer secure and compliant solutions, making them solid choices for Australian businesses focused on protecting their data.