Virtual mapping workshops are a practical way to bring people together, especially when teams are working across different locations.
They help you move from scattered ideas and separate documents to a shared view of what needs to change, what benefits matter, and how everything connects.
Wovex supports this by giving teams a live, visual space to build, review, and share benefits maps, so you can focus on the conversation rather than managing notes afterwards.
Why use Wovex for virtual mapping?
Using Wovex for virtual mapping helps you:
Work from a single, shared version of the map
Capture ideas directly where they belong, not in separate notes
Reduce time spent writing up outputs after workshops
Let different groups explore different parts of the map
Keep everything available for review and refinement
Share outputs easily with others after the session
Before the workshop
Before running a virtual mapping session, decide:
Who will facilitate the workshop
Who will contribute during the session
Whether different groups will work on separate parts of the map
Which areas should each group focus on
How you will gather feedback afterwards
Whether you will share a published version of the map
For larger workshops, it is usually best to have a facilitator guiding the session. This keeps the discussion focused and helps maintain a clear structure.
Choosing the right level of control
Every workshop is different. In Wovex, you can choose the level of control that best suits the group, the purpose of the session, and how much structure you need.
You might choose:
Facilitator-led mapping, where only the facilitator maps and edits during the session
Collective creation, where breakout groups work on separate Map Views before coming back together
Independent creation, where groups or individuals create their own views, which are then collated centrally by the facilitator after the event
Map Views make this easier to manage. Different groups can explore ideas without disrupting each other, while the facilitator can later review, consolidate, remove duplication, and prepare a recognisable collated view for publication.
Working together during the session
During a virtual workshop, different people or groups may need to explore different parts of the map simultaneously.
In Wovex, participants can work together by:
Showing and hiding parts of the map
Adding new items
Adding notes or annotations
Rearranging content
Exploring different views of the same conversation
Seeing who else is working on a map
When multiple people are working on a map, Wovex shows who is active in the top-right of the map.
If changes are made, you’ll see alerts so you can quickly refresh and stay up to date.
This means you are always working from the latest version, without needing to manually combine notes or reconcile multiple documents after the session.
Managing live collaboration
To keep workshops running smoothly, avoid changing titles or core wording while other groups are actively working. Save these changes for whole-group facilitated sessions.
This helps prevent interruptions and keeps each group focused on their discussion.
A simple workshop flow
A virtual mapping workshop often works best when it follows three stages.
1. Explore
Start by capturing ideas openly.
This might include:
What change is needed
What benefits are expected
What objectives the work supports
What measures may be needed
Where there are gaps or uncertainties
At this stage, focus on capturing the conversation rather than getting everything perfect.
2. Focus
Next, organise and refine the ideas.
You can:
Move items into the right areas of the map
Group related items together
Remove duplicates
Add notes or annotations
Identify gaps or overlaps
Discuss which items are most important
This helps the group move towards a clearer, shared structure.
3. Develop
Once the structure is agreed, add the details needed to support the next stage of work.
This might include:
Owners
Measures or KPIs
Timeframes
Assumptions
Risks and issues
Dependencies
Follow-up actions
You do not need to capture everything on the map itself. Keep the map focused on the core picture and on anything the group must agree on to build ownership and confidence.
You can use your Workspace register, Value Case, or Value Agreement to capture more detailed information and expectations where needed.
Using published maps after the workshop
Published maps make it easy to share the results of a workshop.
You can share a link so that others, including people outside your immediate team, can view the map and provide comments on the map directly.
This is useful when you want to:
Share outcomes quickly
Give stakeholders a clear view of what was discussed
Gather feedback after the session
Keep everyone aligned
It allows for wider, lighter-touch collaboration while keeping the core map clear and accessible.
Working between sessions
Between workshops, you can continue to develop the map and supporting information.
For example, people may:
Review the published map
Add feedback
Check relationships between items
Add missing detail
Review assumptions, risks, or dependencies
And you can switch off their ability to edit the live map directly and lock down the agreed map for publication and phased review.
You can also capture more detailed information, such as roles, risks, or planning notes, outside the map if needed. This helps keep the map clear while still supporting deeper analysis.
Tips for a good virtual mapping workshop
Use a facilitator to guide the session or control all changes if preferred
Choose the right level of control for the group and workshop purpose
Keep the map focused on the core discussion
Let groups explore different areas or Map Views where helpful
Encourage participants to add, move, and annotate content
Avoid making disruptive changes during live collaboration
Bring groups back together to compare and align
Use Map Views to manage duplication and prepare a collated version
Keep sessions focused and manageable
Share a published map afterwards for feedback
Summary
Virtual mapping works best when the map becomes the shared focus of the conversation.
Wovex helps teams choose how they want to collaborate, from facilitator-led mapping to breakout group creation and later consolidation. This makes it easier to capture ideas, structure discussions, manage duplication, and share outcomes in a clear and accessible way.
The result is better alignment, clearer decisions, and a stronger link between work, benefits, and strategic goals.