How to run a remote brainstorm | Figma Blog (opens in new tab)

Figma argues that remote brainstorming requires more deliberate structure than in-person sessions, especially when teams can no longer rely on spontaneous huddles or whiteboards. Clear goals, shared tools, advance preparation, and smaller breakout groups help remote participants contribute more comfortably and creatively. The central recommendation is to preserve space for ideas while adding enough organization to keep the session focused.

Why Remote Brainstorms Are Different

• Fully distributed teams lose many informal collaboration habits, such as quick conference-room discussions.
• Brainstorms require more creative energy than routine status meetings.
• Uncertainty and remote-work challenges can make it harder for people to generate and share ideas.
• Remote sessions therefore need both structure and room for exploration.

Preparing the Session

Define the Goal

• Decide whether the session should produce many new ideas or refine a few existing options.
• Tailor the level and type of input requested to the project’s current phase.
• Communicate the goal clearly so participants understand how they can contribute.

Set Up the Tools

• Video conferencing: Put the call link in the calendar invite and encourage cameras where possible to create stronger personal connection.
• Shared Figma file: Create one central workspace with edit access for all participants.
  • Use separate pages or frames for different themes.
  • Share a dedicated brainstorming file rather than relying on scattered documents.
• Chat channel: For ongoing work, create a Slack channel for updates, notes, and follow-up feedback.
  • Add the working-document link to the channel topic for easy access.

Share Materials in Advance

• Send the brainstorming file the night before or the morning of the session.
• Explain what the group should accomplish.
• Add initial ideas or questions for participants to review and develop.
• Allow people to ask questions privately or leave comments in the file before the meeting.

Running the Brainstorm

Start with Context and Guardrails

• Restate the goal and explain what kind of help is needed.
• Expect the conversation to go off track; enthusiasm can be a positive sign.
• Create a “Parking lot” in the shared document for relevant but out-of-scope ideas to revisit later.

Use Structured Exercises and Small Groups

• Structured activities are generally more effective than completely freeform discussion when everyone is remote.
• Divide participants into groups of two or three during video calls.
  • Smaller groups make it easier for quieter people to participate.
  • They also reduce technical and communication problems.
• In each group, appoint a lead to report key takeaways to the wider team.
• Share the Figma file on screen or have participants follow along using Observation mode.
• Use video-conferencing breakout rooms when available.

A successful remote brainstorm combines thoughtful preparation with a collaborative shared workspace. Teams should define the desired outcome, distribute materials early, use small-group exercises, and capture tangential ideas without letting them derail the main discussion.