35 Best Digital Facilitation Tools: Boost Productivity and Collaboration

Hey fellow facilitators! If you’re all about creating engaging and seamless virtual workshops or digital events, then you’re in the right place.

Check out these best digital facilitation tools and learn how to leverage each tool for maximum engagement. 

Disclaimer: This article contains affiliate links where I may receive a small commission at no cost to you if you decide to purchase a paid plan.

The Best Digital Facilitation Tools

In a world that is increasingly digital, finding effective ways to collaborate and boost productivity is crucial. This is where digital facilitation tools come into play.

From collaboration tools, design tools, and survey tools, to icebreaker games, knowledge sharing, and spatial chat these platforms are transforming workshop facilitation.

At least it has for me! So, I’m confident these digital facilitation tools will for you too. 

Video Conferencing Solutions


Howspace offers AI-powered interactions for easier monitoring and management of discussions, and real-time collaboration for fostering team collaboration.

Key Features: A flexible and customizable workspace adaptable to different workshop styles, and integration capabilities with tools like Zoom and Google Calendar for enhanced usability and functionality.


  • User-friendly Interface: A clean design and intuitive interface make navigation and engagement easy.
  • Boosts Engagement: Enhanced participant engagement, making it ideal for workshops and digital events.
  • Efficient AI Assistance: Reduces manual tasks, allowing for more focus on content and interaction.


  • Limited Free Version: To access the full range of tools, a paid subscription is required.
  • Dependency on Internet Connectivity: Relies on stable and strong internet connectivity for optimal performance.
  • Learning Curve: User-friendly but first-time users may need time to fully understand and utilize all features effectively.

Facilitator’s Tip: Utilize AI-driven analytics to identify the most engaging topics or questions, then focus on these areas during your live sessions for maximum participation.


In the digital age, Zoom has become the preferred platform for many. It offers a reliable and versatile solution for easy facilitation and engagement, regardless of distance.

Key Features: Enables smooth and interactive meetings with HD video, audio, seamless screen sharing, breakout rooms for group discussions, and easy access to meeting content through recordings and automatic transcriptions.


  • User-Friendly: Intuitive interface, making it easy for hosts and participants.
  • Integration Capabilities: Easily integrates with various tools, including Google Calendar, Outlook, and more.
  • Reliable: Provides stable connections, even with large participant numbers.


  • Security Concerns: While Zoom has addressed security concerns, some remain.
  • Limited Free Version: Free version restricts meetings to 40 minutes, requiring a new meeting or a paid plan.
  • Requires Stable Internet Connection: Just like any video conferencing software, it needs a stable internet connection for optimal performance. Unstable or weak connections can cause disruptions during meetings.

Facilitator’s Tip: Breakout rooms facilitate focused discussions in large groups. Rotate participants and have a co-host manage the rooms for smooth content delivery and maintain interest.

Microsoft Teams

Teams is more than a video communication platform. It’s a powerful hub for collaboration and facilitation, enabling seamless teamwork, idea sharing, and efficient goal achievement.

Key Features: Combines chat, video meetings, calling, file storage, and seamless integration with Office 365.


  • Seamless Integration: Works well with other Microsoft Office apps, providing a unified platform for team collaboration.
  • Versatile Chat Feature: Allows for persistent, private, and group chat, making team communication efficient and organized.
  • File Storage: Offers substantial cloud storage through SharePoint, facilitating easy file sharing and collaboration.


  • Complexity: The interface can be complex for new users, especially those unfamiliar with Microsoft Office.
  • Requires Office 365: Subscription is necessary to maximize its features, which may be expensive for small businesses.
  • Limited Customization: Fewer customization options compared to some other team collaboration platforms.

Facilitator’s Tip: Use Microsoft Teams Live Events for interactive virtual events at scale, including Q&A and chat features. Enhance engagement in smaller meetings with “Together Mode”.

Google Meet

If you’re a Google fan, Meet offers a familiar and straightforward experience allowing for high-quality video meetings and integrates harmoniously with other Google Workspace applications.

Key Features: Easy access with no downloads required, live captions for accessibility, secure communication with encrypted meetings, and the option to record and save meetings for later.


  • User-Friendly: Intuitive and easy-to-use interface, making it accessible for users of all technological proficiency levels.
  • Integration with Google Workspace: Seamless integration with Google Workspace apps facilitates efficient scheduling, communication, and file sharing.
  • Cost-Effective: Free version with ample features that can cater to the needs of small to medium-sized teams.


  • Limited Features in Free Version: Only the paid version offers advanced features like longer meetings and larger participant capacity.
  • Less Suitable for Larger Teams: This may not provide the same functionality and versatility as other platforms for larger teams or complex organizational structures.
  • Dependency on Google Ecosystem: Users need to be familiar with and regularly use Google Workspace, which may not be appealing to everyone.

Facilitator’s Tip: Use Google Meet’s “Polling” feature for real-time surveys and quizzes to engage participants and assess comprehension.


Webex is the ultimate digital facilitation tool, perfect for all your digital facilitation needs. With seamless collaboration, it’s the top choice for businesses and individuals alike.

Key Features: High-quality video conferencing, file sharing, and interactive whiteboards for creating collaborative spaces.


  • High-Quality Video Conferencing: Webex offers HD video and audio, making online meetings as clear and effective as in-person ones.
  • Strong Security: End-to-end encryption and strict security protocols ensure that your data and communications are secure at all times.
  • Integration with Popular Services: Webex can be integrated with several other tools and services, increasing its flexibility and utility.


  • Complex User Interface: Webex’s interface can be challenging to navigate for beginners or individuals with less technological proficiency.
  • Higher Cost: Compared to other solutions, Webex can be more expensive, particularly for small businesses or individual users.
  • Occasional Technical Glitches: Users have reported minor bugs and technical issues during meetings, which can disrupt communication.

Facilitator’s Tip: Utilize Webex’s reactions and gesture recognition to promote non-verbal engagement. Get acquainted with the whiteboarding feature for seamless collaborative discussions.

Communication Tools


Slack is beloved in the startup world for good reason! Its seamless functionality and ability to integrate with tools and platforms make it an essential digital facilitation tool.

Key Features: Seamless integration with 2000 plus apps, powerful search functionality, and the ability to make voice and video calls with screen sharing for enhanced communication.


  • Ease of Use: Slack’s interface is user-friendly and intuitive, making it easy even for beginners to get started.
  • Superb Integration: It offers seamless integration with a multitude of other tools, enhancing productivity.
  • File Sharing: Files, documents, and links can be shared and accessed in the app itself for convenient collaboration.


  • Cost: The free version of Slack has limited features; to access all features, the subscription can be quite expensive, particularly for large teams.
  • Notification Overload: Without proper configuration, Slack can trigger a lot of notifications which can be overwhelming and counterproductive.
  • Limited Video Conferencing: While Slack offers video conferencing, it lacks advanced features like breakout rooms or whiteboard functionality.

Facilitator’s Tip: Use Slack bots to handle FAQs, freeing up your time for more meaningful interactions. Categorize conversations with channels for easy access to related discussions.


Flock is like the underdog that packs a punch. It’s got all the basics covered in one interface, making it a neat little package for small teams.

Key Features: Built-in to-dos, polls, and note-sharing


  • All-in-one Interface: Unified interface for team communication, reducing the need to switch platforms.
  • Video Conferencing: Integrated tool for easy team meetings and discussions.
  • Bots and Apps: Productivity is enhanced through integrated apps and bots that automate tasks and provide quick information.


  • Limited Integrations: Flock has fewer third-party integrations compared to competitors like Slack.
  • Learning Curve: Some users may find the interface challenging to navigate initially.
  • Limited Customization: Flock doesn’t offer as much customization as some other team communication tools.

Facilitator’s Tip: Use Flock’s video snippets to visually share updates or concepts, adding a dynamic layer to your interactions. Keep tasks visible and accountable in meetings with Flock’s built-in to-do lists.

Digital Whiteboards & Sticky Notes


Miro is like your creative playground. If you want to facilitate a workshop visualizing your ideas and collaborating in real-time, this is the place to be.

Key Features: Deliver presentations in a slide-like format and seamless integration with popular apps like Slack, Microsoft Teams, and Google Drive.


  • Real-time Collaboration: Multiple users can work together on a Miro board simultaneously, enhancing teamwork and idea sharing.
  • Unlimited Whiteboards: No limits on the number of whiteboards for extensive brainstorming and planning sessions.
  • Pre-built Templates: Miro offers various templates, from flowcharts to storyboards, for easy start-up.


  • Overwhelming for New Users: With many features and tools, Miro can be overwhelming for new users.
  • Pricing: While Miro offers a free plan, its paid plans, with more features, can be expensive for smaller teams.
  • Slow Performance: Dense boards may experience speed and performance issues.

Facilitator’s Tip: Use Miro’s built-in templates to create interactive, gamified activities. Pre-load templates for activities to save time during the session.


Mural, the innovative collaboration tool, effortlessly enhances your ability to facilitate brainstorming sessions with a user-friendly interface and powerful features. 

Key Features: Real-time collaboration with pre-made templates and seamless integrations with popular tools like Microsoft Teams, Slack, and Jira.


  • User-Friendly Interface: Intuitive and easy-to-navigate interface makes it accessible to users of all skill levels.
  • Robust Features: Voting, timers, and facilitator controls, enhance the productivity of brainstorming sessions.
  • Scalability: Accommodate teams of all sizes, from startups to large enterprises.


  • Limited Free Version: Limited features, making it less versatile for teams with diverse needs.
  • Learning Curve: Range of features may require some time and practice to master fully.
  • Performance: Like Miro, may experience performance issues when dealing with a high density of elements on a board.

Facilitator’s Tip: Use Mural’s timer to add urgency to brainstorming or decision-making. Utilize the voting feature to quickly gauge group preferences and make decisions.


Padlet is the Post-It note of the digital world. Quick, simple, and effective. Facilitators can effortlessly organize ideas, increase collaboration, and breathe life into their sessions.

Key Features: Variety of formats for posting content such as simple boards for notes, links, and images.


  • User-Friendly: Extremely easy to use, making it suitable for people with varying levels of tech-savviness.
  • Flexibility: Can be used for various purposes such as brainstorming, mind mapping, Q&A sessions, and more.
  • Accessibility: Accessed anywhere, anytime, and on any device.


  • Limited Free Version: Has limitations on the number of boards you can create.
  • Privacy Concerns: Unless upgraded to the premium version, all boards are public by default.
  • Performance: With a large number of posts, the application tends to slow down.

Facilitator’s Tip: Add videos, links, and Spotify playlists to your Padlet board. Use multimedia features to let participants contribute more than just text to make engagement dynamic and evolving. 


Conceptboard is a powerful tool for seamless idea generation and effective team communication. Unlock new levels of creativity and productivity, whether facilitating remotely or in person.

Key Features: Real-time collaboration; contribute and view changes simultaneously.


  • Versatility: Ideal for brainstorming, project planning, and design work
  • User Interface: Clean, intuitive design that is easy to navigate.
  • Annotations: Offers various annotation tools for effective communication.


  • Learning Curve: Can be slightly complex for first-time users.
  • Price: Free version has limited features; more advanced features come at a cost.
  • Performance Issues: Can experience occasional lags with numerous collaborators or heavy content.

Facilitator’s Tip: Enable live cursors to track participant focus, facilitating real-time interaction and addressing areas of interest or confusion promptly. 


Jamboard is a simple, straightforward digital whiteboard ideal for visualizing concepts, capturing notes, and fostering creativity, whether you’re facilitating in a classroom, boardroom, or virtual setting.

Key Features: Seamless Google integration, real-time collaboration


  • User-Friendly: Simple and intuitive, making it easy even for first-time users.
  • Accessibility: Can be accessed on various devices, enabling remote collaboration.
  • Free: It is part of G Suite, so if you’re already a user, it’s free to use.


  • Limited Tools: Compared to competitors, the toolset is somewhat basic.
  • Compatibility: Integration with other tools or platforms is limited.
  • Limited Export Options: Exporting boards for non-Google platforms can be challenging.

Facilitator’s Tip: Use Jamboard’s “Sticky Note” feature for participants to post ideas or answers. Later, you can drag and group these notes for interactive and collaborative discussions.


Cardsmith provides a high degree of flexibility, catering to facilitators who prefer to break free from the confines of a predefined layout allowing for customization of stunning designs. 

Key Features: Grid and freeform boards, story mapping


  1. Flexibility: High degree of customization that allows users to create unique and visually stunning designs.
  2. Freedom: Doesn’t confine users to a predefined layout, fostering creativity and innovation.
  3. Collaboration: Effective platform for brainstorming sessions, project planning, and other collaborative tasks.


  1. Learning Curve: High level of customization options might be overwhelming for first-time users.
  2. Cost: Not free and may not suit smaller teams or individuals on a tight budget.
  3. Compatibility: May not integrate seamlessly with other platforms or tools that a team might be using.

Facilitator’s Tip: Utilize Cardsmith’s grid views to move from brainstorming to prioritizing in a visual way, making the decision-making process more interactive and engaging.

Survey, Poll & Data Collection Platforms


Google Forms is the jack-of-all-trades when it comes to quick surveys and data collection. It offers a comprehensive solution for all your data collection needs. 

Key Features: Easy-to-use interface, various question types, Google integration


  • User-friendly: Easy to use, enabling anyone to create forms, surveys, or quizzes with minimal experience.
  • Integration: Seamless integration with other Google applications like Sheets, Docs, and Drive, providing a comprehensive data management solution.
  • Customization: Enough options to create visually engaging and professional forms.


  • Limited Design Options: Fewer design and customization choices
  • Limited Advanced Features: May not suffice for complex designs, and lacks conditional branching.
  • Data Security: Storing data on Google’s servers may raise privacy and security concerns.

Facilitator’s Tip: Add YouTube videos to Google Forms for a multimedia experience and always pre-fill form fields to simplify surveys for participants. 


SurveyMonkey is a reliable tool for data collection and analysis. With powerful features and a user-friendly interface, it helps facilitators make informed decisions based on accurate insights.

best digital facilitation tools

Key Features: Extensive question bank, analytics, and custom branding


  • Versatile: Suitable for a wide range of surveys, from simple to complex.
  • Advanced Features: Offers advanced features like skip logic and random assignment of questions.
  • Analytical Tools: Provides built-in analytical tools for an in-depth understanding of survey results.


  • Limited Free Access: Many advanced features are only available in paid versions.
  • Learning Curve: May require some time to get accustomed to the features and functionalities.
  • Design Restrictions: Templates can be restrictive, limiting the customization.

Facilitator’s Tip: Use logic branching to direct respondents to different sections based on their answers, keeping them engaged. Tailor the survey experience using skip logic based on responses.


Typeform adds a touch of class to your surveys, making them engaging and fun to complete.

Key Features: Unique user experience, customizable templates


  • User-Friendly: Interface is intuitive and easy to use, making it simple to create engaging surveys.
  • Customizable Design: Offers many design options, allowing full survey personalization to match your brand.
  • Variety of Question Types: Supports multiple question formats, including multiple-choice, short answer, and rating scales.


  • Limited Free Version: Essential features like logic jumps and payment fields are only available in the paid version.
  • No Offline Mode: Surveys require internet access, limiting usage in areas with poor connectivity.
  • Loading Time: The interactive interface may have longer loading times on slower internet connections.

Facilitator’s Tip: Enhance quizzes with Typeform’s logic jumps and calculator for instant feedback, creating more engaging interactions. The Calculator feature can also be used for quizzes or scoring in workshops.

Engaging Your Virtual Audience


Mentimeter turns your presentation into a two-way conversation. It’s real-time interaction at its finest.

Key Features: Real-time polling, quizzes, and interactive presentations


  • Real-time Interaction: Mentimeter enables participants to engage in real-time, making presentations more dynamic and interactive.
  • Versatility: Supports various interactive content types like quizzes, polls, and Q&A sessions.
  • Easy to Use: User-friendly interface that is accessible even to non-tech-savvy individuals.


  • Limited Free Version: Some features are only available in the paid version, limiting the functionality of the free version.
  • Internet Dependent: Requires a steady internet connection for real-time interaction, which may be challenging in areas with poor connectivity.
  • Limited Customization: While Mentimeter offers diverse question types, customization options may be less extensive compared to other platforms.

Facilitator’s Tip: Use the ‘Word Cloud’ feature to visually summarize audience opinions. Utilize Mentimeter’s Q&A for anonymous questions from your audience.


Slido is like having a direct hotline to your audience’s thoughts. It’s superb for larger events where engagement is key.

Key Features: Audience Q&A, live polls, and event analytics


  • Audience Interaction: Encourages active audience participation, fostering engagement and interaction.
  • Versatile Features: Supports various interactive content types like polls, Q&A sessions, and quizzes, catering to different engagement needs.
  • Real-time Analytics: Provides real-time analytics, enabling presenters to gauge audience involvement and adjust their presentations accordingly.


  • Subscription Model: Advanced features require a premium subscription, which may limit some users.
  • Requires Internet: Like other interactive platforms, relies on a consistent Internet connection.
  • Learning Curve: There may be a slight learning curve for first-time users to utilize all its features.

Facilitator’s Tip: Gamify the Q&A or poll experience with the leaderboard feature. Analyze participant engagement and enhance future sessions using event analytics.


AhaSlides makes your audience go “Aha!” It’s perfect for facilitators or anyone who loves engaging their audience in a more intimate setting.

Key Features: Quizzes, polls, and interactive slides


  • Interactive Elements: AhaSlides has quizzes, polls, and Q&A sessions to engage the audience.
  • Customizable: It supports slide customization for brand consistency.
  • Easy to Use: The user-friendly interface and intuitive design make it simple for presenters and participants.


  • Limited Free Version: The free version has limited features, may not be enough for all users.
  • Dependency on the Internet: AhaSlides requires a good internet connection to function smoothly.
  • Subscription Costs: Access to advanced features requires a subscription, which may be a barrier for some users.

Facilitator’s Tip: Introduce interactive elements like real-time polls and quizzes. Review results instantly for immediate discussions and engagement.


Kahoot is an engaging, game-based tool that’s great for bringing a little bit of fun into your workshop. 

Key Features: Game-based learning, quizzes, and surveys


  • Gamified Learning: Kahoot offers game-based learning, making the educational process fun and engaging.
  • Wide Range of Topics: Kahoot has quizzes on a vast array of topics, allowing for versatility in its use.
  • User-Friendly: Kahoot’s interface is intuitive and easy to use for both facilitators and learners.


  • Internet Dependent: Like most digital platforms, Kahoot requires a good internet connection to function well.
  • Limited Free Version: The free version of Kahoot has limited features which may not suffice for all users.
  • Premium Costs: Access to all features and functions requires a paid subscription, which could be a deterrent for some users.

Facilitator’s Tip: Use Kahoot quizzes as ice-breakers or to recap key points, with prizes for winners. Celebrate top performers with Kahoot’s “Podium” feature for a competitive and fun learning experience.

Poll Everywhere 

Poll Everywhere is a versatile tool that also allows facilitators to create interactive presentations and makes data collection a breeze.

Key Features: Audience responses via web or SMS, various poll types


  • Real-Time Results: Provides instant audience response feedback.
  • Variety of Poll Types: Supports various types of polls, including multiple-choice and open-ended questions.
  • Integration with Presentation Tools: Seamlessly integrates with popular presentation tools like PowerPoint, Google Slides, and Keynote.


  • Internet Requirement: Relies on a stable internet connection to function effectively.
  • Limited Free Version: Free version has a response limit and restricts access to certain useful features.
  • Can be Confusing for First-Time Users: Some users may initially find the interface confusing, impacting the overall user experience.

Facilitator’s Tip: Use ‘Clickable Image’ questions to boost audience creativity. Combine different question types in one presentation for maximum engagement.

Productivity & Note-taking Apps


Evernote is like your trusty digital filing cabinet, a reliable companion for facilitators seeking efficient organization and seamless productivity. 

Key Features: Note-taking, web clipping, and tagging


  • Versatile Note-Taking: Supports diverse note-taking formats such as text, images, audio, and web clips.
  • Powerful Search Function: It has a robust search functionality that can even recognize text within images.
  • Cross-Platform Availability: Accessible on various platforms including Windows, Mac, Android, and iOS, ensuring you can access your notes anytime, anywhere.


  • Limited Free Version: The free version has storage limits and restricts access to key features like offline access to notes.
  • No Real-Time Collaboration: Unlike some of its competitors, does not offer real-time collaboration on notes in its lower-tiered plans.
  • Learning Curve: Feature-rich platform might take some time for first-time users to navigate and fully utilize.

Facilitator’s Tip: Use presentation mode to transform your notes into a clean, clutter-free screen for sharing in meetings. Utilize tags to easily organize and find notes for workshops or sessions.


Notion is the new kid on the block, and it’s making waves. If you love tinkering and customizing, this is for you.

Key Features: Notes, databases, kanban boards, wikis


  • Customizable Interface: Extensive customization options, allow users to create a workspace that fits their unique needs and aesthetic preferences.
  • Integrated Workspace: Combines notes, tasks, wikis, and databases into one, eliminating the need for multiple apps.
  • Collaborative Features: Supports real-time collaboration, making it an ideal choice for teams.


  • Steep Learning Curve: Due to its versatility and customization possibilities, new users may find it intimidating and time-consuming to learn.
  • Limited Offline Access: Unlike other note-taking apps, offline capabilities are somewhat limited.
  • Performance Issues: Some users report occasional slow response times, especially with larger databases.

Facilitator’s Tip: Include interactive Notion checklists or databases in presentations for added interactivity. Create a shared workspace for each workshop, promoting collaboration and post-session material access.

File Storage & Sharing Options


Dropbox is like that reliable old friend who’s always there when you need them. It’s straightforward but can sometimes feel a bit dated.

Key Features: Seamless synchronization across multiple devices.


  • Reliability: Consistent performance and dependable file-syncing.
  • File Backup: Automatic backup, ensuring your files are safe and can be recovered in case of accidental deletion.
  • Collaboration: Allows sharing and collaborative editing of files, making it convenient for teamwork.


  • Cost: Free storage is limited and additional storage can be pricey compared to competitors.
  • Limited Features: Lacks some of the advanced features found in other cloud storage platforms like real-time editing.
  • Interface: The user interface, while simple, is not as intuitive or modern as some alternatives.

Facilitator’s Tip: Try Dropbox Paper for collaborative note-taking that enhances your workshop. Add media, tables, and task lists for effective facilitation, organization, and productivity.

Google Drive

Google Drive is perfect for anyone who’s already in the Google ecosystem. It’s like your digital backpack for all things Google.

Key Features: Integrated with the Google ecosystem, real-time collaboration


  • Seamless Integration: Google Drive is perfectly integrated with Google’s ecosystem, providing a seamless experience when working with Google Docs, Sheets, and Slides.
  • Generous Free Storage: Offers 15GB of free storage, far more than many competitors.
  • Real-time Collaboration: Enables real-time editing and collaboration, making it perfect for team projects and sharing documents.


  • Limited Features in Offline Mode: When offline, options for editing and viewing documents are limited.
  • Privacy Concerns: Some users may have concerns about data privacy, considering Google’s ad-based business model.
  • Complex Sharing Settings: The permissions for sharing documents can be confusing to navigate, leading to potential errors in accessibility.

Facilitator’s Tip: Use Google Slides Q&A to capture live questions and encourage interactive dialogue during presentations. 

Presentation, Video & Graphic Tools


Canva is every non-designer’s dream come true. It turns anyone into a graphic artist in minutes.

Key Features: Drag-and-drop design, tons of templates, free version available


  • User-Friendly Interface: Easy to navigate, making it ideal for users without graphic design experience.
  • Wide Variety of Templates: Thousands of templates for different graphics, from social media posts to presentations and posters.
  • Accessibility: Web-based platform, allowing you to access your designs from any device with an internet connection.


  • Limited Advanced Features: May not have all the advanced features experienced designers seek.
  • Quality of Free Images and Icons: While there are free images and icons available, their quality varies, and some of the best ones require a premium.
  • Dependence on Internet: Requires an internet connection, which can be a disadvantage for users with unstable or no internet access.

Facilitator’s Tip: Use Canvas animated templates to add dynamic elements to presentations and leverage your brand kit for consistent logos and colors in workshop materials.


Loom is an innovative platform that empowers facilitators to effortlessly convey their message through the power of video. 

Key Features: Video recording and sharing, annotation features


  • Simple User Interface: The clean and intuitive design makes recording and editing videos a breeze even for non-tech-savvy users.
  • Versatility: Allows you to record your screen, camera, or both simultaneously, providing flexibility depending on your needs.
  • Instant Sharing: Generates a link immediately after recording, making it easy to share your videos via email, social media, or embedded on a website.


  • Limited Editing Options: While efficient for basic recordings, Loom falls short when it comes to advanced video editing tools.
  • Requires High-Speed Internet: Video recordings can lag or fail to upload without a strong internet connection.
  • No Offline Mode: Requires an internet connection at all times, as there is currently no offline mode available.

Facilitator’s Tip: Use Loom’s quick video feature to record and share personalized follow-up messages after your workshop. Include Loom videos as recaps or primers in larger presentations to diversify your content.


Prezi revolutionizes presentations by transforming them into captivating cinematic experiences. Seamlessly weaving content and storytelling to elevate your presentations. 

Key Features: Non-linear presentations, dynamic transitions


  • Innovative Design: Dynamic, zoomable canvas creates engaging, non-linear presentations that captivate your audience.
  • Collaboration: Multiple people can edit a presentation simultaneously, ideal for team workshops or group projects.
  • Offline Availability: Unlike other platforms, allows offline presenting, ensuring reliability anywhere.


  • Learning Curve: Unique style and interface may require time to adapt, especially for those used to traditional slide-based presentations.
  • Resource-Intensive: Presentations can be large, potentially slowing down your computer or requiring significant storage space.
  • Limited Customization: Offers templates, customization options are fewer compared to other platforms, limiting brand alignment.

Facilitator’s Tip: Leverage Prezi’s unique storytelling capabilities to truly engage your workshop participants. Remember, a well-told story is often more memorable than a list of facts.


Pixton adds a touch of whimsy to your content. It’s a unique way to make your message more engaging.

Key Features: Comic creation tool, customizable characters


  • Creativity Enhancement: Array of features for creating personalized comics, fostering creativity.
  • User-Friendly: Intuitive interface allows users to design and share their ideas efficiently, regardless of their technical proficiency.
  • Versatile Usage: Effective tool for developing educational materials, business presentations, or simply exploring artistic expression.


  • Limited Free Access: Some features and customization options are only available with a premium subscription.
  • Time-Consuming: Depending on the complexity of the design, creating graphics can be time-consuming.
  • Occasional Glitches: Despite frequent updates, occasional glitches may affect the interface, requiring a restart.

Facilitator’s Tip: Create comic-style scenarios or case studies for your workshop content to make information more engaging and easier to understand.

Digital Project Management


Asana is reliable and efficient with its powerful features and intuitive interface, making it perfect for facilitators to keep everyone on the same page. 

Key Features: Task management, timelines, and workspaces


  • Comprehensive Tool: Enables task allocation, project tracking, and communication all in one place, improving productivity and efficiency.
  • Seamless Integrations: It integrates well with other tools, including Google Drive, Slack, and Outlook, allowing for smoother work processes.
  • Customizable: Extensive customization options to match your preferred working style.


  • Learning Curve: May be overwhelming for first-time users due to its wide range of features and functionalities.
  • Cost: Free version has limited features. The premium versions, offering more functionalities, can get costly, especially for larger teams.
  • Limited Offline Functionality: Working offline can be challenging as some features are not accessible without an internet connection.

Facilitator’s Tip: Use Asana’s ‘Milestones’ to celebrate small achievements and boost motivation during the workshop. Utilize the timeline to visually plan the entire project, ensuring clear deadlines for the team.


Monday.com is functional but has an element of fun and vibrancy with its colorful interface and user-friendly features. 

Key Features: Highly customizable, visual project tracking


  • Easy-to-Use: User-friendly interface, making project tracking a breeze even for novice users.
  • Visual Appeal: Its vibrant, colorful interface makes it enjoyable to use, enhancing user engagement.
  • Versatility: Can be used for a wide range of task and project management needs.


  • Pricing: It can be expensive, especially for smaller teams or individuals.
  • Overwhelming features: The tool has so many features that it can be overwhelming for first-time users.
  • Limited free version: The free version is quite limited, pushing users to upgrade to the paid versions for better functionality.

Facilitator’s Tip: Use chart views to visually display project progress or voting results in real-time during your workshop. 


Trello is the sticky note of the digital world. If you’re a visual person, you’ll love it.

Key Features: Drag-and-drop functionality for seamless task management and visual project progression.


  • Simple Interface: Card-based design makes it easy for users to comprehend and use.
  • Freedom of customization: It offers a high degree of customization, allowing users to tailor their workspace to their needs.
  • Integration: Supports integration with a range of third-party apps, increasing its functionality and versatility.


  • Limited advanced features: Lacks some of the more complex project management features that other tools provide.
  • Over simplicity: While its simple design is a pro for some, it can be a con for those who require more detailed project management capabilities.
  • Weak Reporting: Reporting and analytical capabilities are not as robust as some other project management tools.

Facilitator’s Tip: Create a Trello checklist for recurring workshop elements to avoid overlooking anything. Utilize the ‘Power-Up’ features to encourage participant interaction. 


Basecamp is the no-nonsense, all-in-one tool for teams who just want to get stuff done without the frills.

Key Features: Centralized dashboard provides a comprehensive overview of ongoing projects.


  • Unified Platform: Brings together all elements of project management, eliminating the need for multiple tools.
  • Transparent Communication: Dedicated space for team discussions, ensuring clear and efficient communication.
  • To-do Lists: Effective task management is facilitated by comprehensive to-do lists that can be assigned and tracked.


  • Limited Gantt Charts: Does not offer detailed Gantt charts, which can be a disadvantage for visual planners.
  • No Time Tracking: Does not include a built-in time tracking feature.
  • Limited Integrations: Offers fewer integrations with third-party apps.

Facilitator’s Tip: Leverage the Hill Charts feature for a quick visual overview of project progression.

Time-Saving Scheduling Apps


Calendly takes the “ummm” out of scheduling. No more back-and-forth emails, just simple, easy booking.

Key Features: Easy scheduling, multiple event types, timezone intelligence


  • Automatic Scheduling: Can sync with your calendar to automatically schedule appointments, saving you significant time and effort.
  • Time Zone Intelligent: It adjusts for time zones, preventing the confusion that can sometimes occur with international scheduling.
  • Integrations: It integrates with a range of popular tools for added functionality, such as Zoom for video meetings and Salesforce for sales data.


  • No Free Version: There is no permanent free version, which can be a drawback for budget-conscious users.
  • Limited Customization: Personalizing the look and feel of your booking page is somewhat limited.
  • Learning Curve: Some users may find the interface and features a little tricky to get to grips with initially.

Facilitator’s Tip: Use Calendly’s group events feature to allow participants to sign up for breakout sessions or elective elements in a larger workshop.


Doodle is like that friend who always knows when everyone is free. It’s great for group scheduling without the hassle.

Key Features: Simple poll creation to schedule meetings.


  • User Friendly: Simple and intuitive interface that makes scheduling a breeze.
  • Poll Feature: The unique poll feature enables users to propose multiple times and have participants vote for their preferences.
  • Integrations: Syncs with various calendars and integrates well with other tools like Slack and Zoom.


  • Ads in Free Version: The free version includes ads, which can be distracting.
  • Limited Features in Free Version: The more advanced features require a paid subscription.
  • No Automatic Scheduling: Unlike some competitors, doesn’t offer automatic scheduling based on calendar availability.

Facilitator’s Tip: Make good use of Doodle’s poll feature to find mutually agreeable times for meetings or events.

FAQs in Relation to Best Digital Facilitation Tools

What are some of the best digital facilitation tools?

There are several exceptional digital facilitation tools available each offering their own unique features. 

Are these tools suitable for both online and in-person workshops?

Yes, most digital facilitation tools can be used for both online and in-person workshops. 

Are there any cost considerations when using these tools?

While some digital facilitation tools offer free versions, these are often limited in features. To access the full range of capabilities, you may need to invest in a premium subscription.

Can these tools be integrated with other digital platforms?

Yes, most digital facilitation tools offer seamless integrations with popular platforms such as Google Calendar, Outlook, and various project management systems.

How can these tools enhance the efficiency of my workshops or meetings?

Digital facilitation tools can significantly reduce administrative burdens, allowing you to focus more time and energy on content and participant engagement. 

Final Thoughts

Okay! Now you’ve got the best digital facilitation tools and how to leverage them to enhance your workshop, meeting, or presentation. Go ahead and get started! 

Oh, I’m sure you noticed that some of them can certainly be used to create a great in-person or hybrid event.

Whatever the next event you are facilitating it will be a smashing success. Try them out and see if it’s a game changer for you.

Until next time, I invite you to explore GK Liggans. We’re committed to elevating your creative mindset and professional development skills. We write about creativity, skill building, and cultivating your passion.

Happy facilitation! 


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