Brain Mind Map
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Abstract For all types of meetings, mind mapping is an effective tool for brainstorming and planning. No thought or idea is too crazy or out of bounds to capture. Yet, capturing those ideas won't derail a meeting. Mind mapping is invaluable in helping a meeting walk the fine line between brainstorming and moving toward with decisions and resolutions. The process of mind mapping happens in many different forms but the results can be very similar. With a mind map you can easily visualize the scope of a project in a way that all parties can follow.
Brain
This paper will focus on how to effectively manage a project plan by demonstrating concrete tactics and techniques in mind mapping as well as various ways for collaboration, and will also explore the changes in the process of initiating a good project plan. The first part of this paper will discuss the traditional methods such as planning and brainstorming using whiteboards, sticky notes, or flipcharts. The second part will discuss the evolution of that process into software, and the benefits of using a software tool for this process. Introduction Successful project management is an essential element of business today. Partly an art, and partly a science, it can be a challenge under the best of circumstances. No one is born a project manager, but certain personality traits, like being organized and having the ability to focus on details, go a long way. As do taking classes, gaining experience, earning Project Management Institute (PMI) certification and, of course, using the right tools.
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While a certain amount of patience and flexibility, along with creativity and organizational ability, are all-important skills, detailed documentation is a critical key to success, and the process chosen can make all the difference in the hallowed quest for the holy grail of on-time and on-budget project completion. History Mind Mapping The history of mind mapping predates modern computing. People have always made visually representative images, and graphics that might be recognized as mind map forerunners have been discovered from centuries ago.
However, British popular psychology author Tony Buzan is credited with popularizing what we know today as modern mind mapping. Buzan claims that the mind map is a vastly superior note-taking method because it does not lead to the alleged “semi-hypnotic trance” state induced by the other note forms. He also claims that the mind map utilizes the full range of left and right human cortical skills, balances the brain, taps into the alleged 99% of your unused mental potential, as well as intuition (Buzan, T., 1991). Tony Buzan suggests using the following foundation structures for Mind Mapping (Exhibit 1):.
Start in the center with an image of the topic, using at least three colors. Use images, symbols, codes, and dimensions throughout your Mind Map. Select key words and print using upper or lower case letters. Each word/image must be alone and sitting on its own line. The lines must be connected, starting from the central image.
The central lines are thicker, organic and flowing, becoming thinner as they radiate out from the centre. Make the lines the same length as the word/image. Use colors–your own code–throughout the Mind Map.
Develop your own personal style of Mind Mapping. Use emphasis and show associations in your Mind Map. Keep the Mind Map clear by using radial hierarchy, numerical order or outlines to embrace your branches (Buzan, T., 1991). Mind Map Mind mapping, which is also sometimes referred to as visual mapping or idea mapping, allows for the gathering, organization, and presentation of a great deal of information, and can be used to visualize, structure, classify, and analyze complex ideas and concepts. This functional approach makes it far more powerful at a meeting than simply taking notes. Since mind maps are visually orientated and allow for the gathering, management, and sharing of a lot of information, they're ideally suited as a project management tool. This is why mind mapping has seen ascendancy in the project management arena in the last several years across all industries.
Brainstorming Traditional Methods The process of brainstorming and defining the project scope takes on many different forms. This process has a couple of common themes that involve a group of colleagues and a large room. The main differences in this process are the mediums to capture the ideas. They range from whiteboards, flipcharts, sticky notes, butcher paper and the list can go on and on. For the purposes of this paper, I will refer to the most popular forms which are sticky notes and white boards. The processes in these sessions are very similar. A facilitator is standing and capturing the ideas of the group either by writing them on a white board or applying sticky notes to the wall.
As these sessions develop the white board and sticky notes often start taking the form of a mind map or more commonly referred to as a work breakdown structure. While these methods have proved themselves invaluable to the planning process, there are certain pitfalls that all these methods share. Reorganizing is a big problem. To do this you either re-stick the notes hoping that they still have enough glue for one or two reorganizations, which inevitably never happens or you end up using several packs of notes, which ends up being costly and sloppy. The same issue revolves around the white board session, too.
The facilitator frantically erases and re-writes the same information over and over simultaneously trying to find its correct location among the newly generated ideas. Finally, the recreation of this information can take on epic proportions, whether it is in Microsoft (MS) Word, MS Project, MS PowerPoint, Excel, etc. The bottom line: No matter what method you choose, a lot of time is wasted collecting, reorganizing, or recreating the data. New Method The introduction of software to capture these brainstorming sessions has virtually eliminated the pitfalls of the more traditional methods. Ideas can be captured and presented visually. Branches and sub-branches can be added to the mind map (work breakdown structure) to represent a variety of ideas or tasks. The project team can now brainstorm digitally, easily reorganize and communicate the information without recreation.
Further, a project manager (PM) can use a mind map to assign priorities, and determine which specific resources are needed for both individual tasks, and the overall project. This added functionality essentially increases the productivity of the brainstorming session.
As previously stated, mind mapping software not only allows for brainstorming, but can also effectively start the scheduling process without having to recreate data into another software application. This means that team members can accomplish more in a single meeting. For example, in a very short time, perhaps during a working lunch, they can brainstorm, work out a preliminary estimate, assign resources, and generate a draft schedule.
The software can transform a mind map into a traditional project plan by using a built-in Gantt Chart view. This familiar project planning standard is empowering because it makes it possible to use the mind map for an entire project from start to finish with great efficiency. This now makes it possible to eliminate the recreation of the brainstorming session into other scheduling applications like MS Project. All of the following (and more) can be managed: dependencies, constraints, completion values, duration, lead/lag times, resources, priorities, critical paths, and milestones. The project team can export the file to MS Project, should the need arise. A PM can easily export the mind map to Outlook for additional task management. Existing task lists can also be imported from Outlook.
And of course, the ability to synchronize versions of the same task list in the software and in Outlook is key to eliminating redundancies. Besides Outlook and Project, files can also be exported/imported to Word and PowerPoint.
This increases overall efficiency and productivity. The days are over where a PMs have to recreate the same data over and over depending on to whom they are trying to communicate the project plan. Many PMs prefer mind mapping software that is multi-functional in its exporting. For example, by simply using a few mouse clicks, they can quickly build and publish a visually pleasing project website without having to be coders or programmers. This feature allows team members, senior management, and clients to access a site that the PM can update immediately just by changing information on the mind map and republishing it to the web or to on the project intranet. Chuck Frey, a renowned expert on mind mapping software, advocates using mind maps to streamline project management workloads. He suggests: ”One of the best things you can do to run a successful project is to think before you act.
The more front end planning you and your team do to define project stakeholders, goal, scope, definitions of success, and potential risk, the better off you will be.” “Users (of mind mapping software) often find that they derive the greatest benefit from (it) during early stage project planning, when team members and stakeholders need to be flexible, inclusive and imaginative in their thinking. Once the project is shaped and initiated, (mind mapping software). Helps project teams keep track of project details, manage change and build concise but complete documentation. It enables project teams to keep stakeholders informed and on track with the project - without requiring the team to create additional documentation. And finally, it creates a very concise, complete and clear repository of all project related information that can be easily accessed in the course of preparing for future projects.” (Innovation Tools, 2008).
Besides being very useful for initial project planning, and functioning as an on-going visual “executive summary,” mind mapping is excellent for status reporting and task tracking. Other useful techniques and strategies can include breaking up complex projects into smaller linked maps, managing map content with filters, simplifying task management with the built-in tools, and utilizing templates to save time. This is important because the entire project management process can be handled in one application and easily communicated to every member of the team in and out of the project arena. Maximum Mind Mapping Efficiency Utilizing mind mapping software heavily in the initiation and planning activities of project management can not only save time but also money. Mind maps are an excellent tool for brainstorming information, especially with a project team. The amount of work that gets done is exponentially higher.
Meeting notes, charts, and plans all get neatly created during meetings and brainstorming sessions, and can be emailed to all participants and stakeholders. Nothing gets lost (sticky notes fall off, white board info gets erased, etc), and everyone has a copy, and more importantly, the same copy! If changes get made, everyone has access to the updated information in real time.
The mind map can be seamlessly switched to Gantt charts. Although robust, it's usually a lighter weight and fully compatible version with MS Project. This method is ideal because you do not have to switch tools, but sometimes using MS Project “is like using a sledge hammer to do the job of a fly swatter.” Thus, you spend more time manipulating software and less time managing your projects The Gantt Chart can be a mind map, a MS Project-compatible project plan, a MS Office document (Word, Excel, and PowerPoint) or a project website. Changes made in one medium are reflected in another.
Any PM would find this sort of ease-of-use and extendibility of one file (brainstorming, planning, visualizing, documenting, etc) important in that it is cost-effective, in terms of staff time, resources, and project turn around. Another benefit of going in this direction is that of “Going Green.” The project manager does not have to recreate the project information in separate mediums (i.e. Flip charts, whiteboards, sticky notes, printed diagrams etc.) Not only is that also very cost-effective, but it goes hand-in-hand with the commitment of many companies and government departments to lower their environmental impact, an admirable goal which is important both to their employees, but also for their public image. All in all, mind mapping is a powerful brainstorming, visualization, and facilitation tool for PMs and the process can save an organization time and money in its project planning and management process. Depending on the software chosen and the way it is utilized, mind mapping, as part of the project management process, can be taken to a whole other level and make a significant contribution to the success of projects, and positive impact on the bottom line.