When you walk into a meeting room, the first few minutes set the tone. Whether you’re pitching a client, training new hires, or sharing quarterly results, a dynamic presentation can make the difference between engagement and distraction.
That’s why more organizations are upgrading to interactive whiteboards, transforming ordinary slide decks into immersive, collaborative experiences.
Unlike traditional projectors or monitors, interactive whiteboards turn presentations into two-way conversations, empowering you to draw, annotate, and interact with content in real time.
Here’s how to use interactive whiteboards to create more compelling, professional, and productive presentations for your business in 2026.
1. Start with the Right Setup
Before you step up to present, take a few minutes to ensure your interactive whiteboard is ready to go. The right setup prevents technical hiccups and helps your presentation flow seamlessly.
Checklist for setup:
- Confirm your whiteboard is connected to the Wi-Fi network.
- Open or load your presentation files (PowerPoint, PDF, etc.).
- Make sure your stylus or touch input is calibrated and responsive.
- If remote participants are joining, launch your video conferencing app (like Zoom or Microsoft Teams) directly from the whiteboard.
The beauty of modern boards like the Ricoh D6510 or D8600 is that they’re plug-and-play; no messy cables or special software required. You can connect wirelessly from your laptop, tablet, or even smartphone.
2. Go Beyond Slides — Interact with Your Content
Most presenters flip through slides while talking, but interactive whiteboards invite you to take a more hands-on approach.
You can:
- Annotate live: Circle key data, underline trends, or jot quick notes over your slides.
- Highlight visuals: Draw arrows, emphasize graphs, or zoom into images.
- Switch between apps: Open spreadsheets, design files, or videos without leaving the whiteboard.
For example, during a sales pitch, you could pull up a client’s previous order data and annotate directly over it to illustrate ROI improvements. That level of customization shows preparation and professionalism.
This dynamic engagement helps your audience stay visually and mentally connected, far more memorable than clicking through slides.
3. Leverage Multi-Touch Collaboration
Why should the presenter have all the fun?
Interactive whiteboards let multiple people interact with the display at once — meaning your audience can participate directly.
Encourage collaboration by:
- Asking team members to contribute ideas during brainstorming sessions.
- Having clients mark preferred design options right on the board.
- Using color-coded pens or digital markers for each participant.
This approach transforms presentations into interactive workshops, breaking down barriers between presenter and audience.
For internal meetings, this boosts engagement and retention. For client presentations, it fosters co-creation, showing that their input matters.
4. Use Split-Screen and Picture-in-Picture Features
Sometimes one screen isn’t enough.
Modern interactive whiteboards support split-screen mode, letting you display two sources side by side, for instance:
- A PowerPoint deck on one side and a live document on the other.
- A video call window beside your presentation.
- Real-time data dashboards next to your summary slides.
This setup keeps your audience focused while enabling smoother comparisons or live commentary.
You can even switch to picture-in-picture mode, showing your webcam feed in a small corner window — perfect for hybrid meetings or remote training sessions.
5. Integrate Video Conferencing Seamlessly
Interactive whiteboards double as all-in-one conferencing systems. With built-in cameras, microphones, and speakers, they eliminate the need for extra equipment.
Launch apps like Zoom, Microsoft Teams, or Google Meet directly from the display and share your presentation with remote participants instantly.
During the meeting, you can:
- Annotate slides while everyone watches in real time.
- Record the entire session for later review.
- Save and share annotated versions with attendees afterward.
This creates an inclusive experience for both in-person and remote audiences — ideal for hybrid workplaces or companies with multiple office locations.
6. Engage the Senses: Visuals, Motion, and Interaction
People remember only about 10% of what they hear, but up to 65% of what they see. Interactive whiteboards help you tap into that power by turning static content into dynamic visuals.
Try incorporating:
- Motion paths and zoom effects to highlight information flow.
- Short embedded videos to break up talking points.
- Interactive diagrams or maps that can be moved and expanded.
Incorporating visual storytelling keeps people’s attention longer and helps your message stick.
7. Save and Share Your Presentation Notes
At the end of your presentation, don’t let great ideas fade into memory. One of the best features of interactive whiteboards is the ability to capture and share your session instantly.
After annotating slides or brainstorming ideas, you can:
- Save your entire session as a PDF.
- Email it directly to attendees.
- Upload it to your company’s cloud storage (Google Drive, OneDrive, Dropbox, etc.).
This not only reinforces the key takeaways but also saves time on post-meeting documentation. Everyone leaves with the same notes, ensuring alignment and accountability.
8. Add Interactivity with Built-In Apps
Most modern whiteboards come with built-in whiteboarding and collaboration apps that elevate your presentations.
These apps include features like:
- Sticky notes and digital canvases for audience input.
- Shape recognition for neat diagrams.
- Quick polling or feedback tools.
- Smart handwriting conversion.
Using these tools mid-presentation keeps energy high and encourages participation. For example, during a marketing review, you can have the team vote on new campaign ideas directly on-screen.
Ricoh’s intuitive interface makes these tools easy to access even for first-time users, ensuring technology enhances (not disrupts) your flow.
9. Incorporate Branding and Design Elements
Professional presentations should reflect your company’s identity. Interactive whiteboards allow you to customize templates, colors, and logos to match your brand style.
Create reusable presentation templates that include:
- Your company logo in the corner.
- Custom color palettes for consistency.
- Preloaded slides for intros, contact info, and case studies.
This ensures every presentation looks polished and on-brand, whether it’s for internal meetings or client pitches.
10. Combine with Wide Format and Print Solutions
Here’s where your presentation can go beyond digital.
If your company also uses wide-format printers like the Canon TM-350 or TX-4200, you can print high-resolution visuals directly from your presentation for display or client handouts.
Imagine finishing your pitch, then handing the client a professional printout of the same renderings you discussed on-screen. It reinforces your message and adds a tangible takeaway—something that digital-only presentations can’t replicate.
11. Practice, Record, and Refine
Interactive whiteboards make it easy to record practice runs of your presentation.
You can:
- Rewatch your pacing and gestures.
- Identify sections that need more visuals or less text.
- Share recordings with colleagues for feedback.
This feature is particularly helpful for sales and training teams who present frequently. By continuously refining your delivery, you ensure every meeting lands with impact.
12. Keep It Simple
With all the technology at your fingertips, it’s tempting to go overboard. But remember: clarity beats complexity.
Keep your presentation clean, with just enough interactivity to enhance your message. Don’t overload slides with text or unnecessary effects.
Use interactivity to clarify, not distract. A well-timed annotation or diagram can speak louder than ten bullet points.
Interactive whiteboards have redefined what it means to give a business presentation. They transform passive viewing into active engagement—blending visuals, collaboration, and interactivity to make your message resonate.
By combining intuitive tools, wireless sharing, and integrated video conferencing, they empower teams to communicate more effectively, both in the room and across the world.
If your business in Long Island, NYC, or the New York metro area is ready to elevate its presentations, Emerald Document Imaging can help you choose and install the right Ricoh interactive whiteboard for your meeting rooms.
