Mind Mapping is an ideal resource for project managers and teams. Here Clive Lewis, Managing Director of Illumine provides some helpful advice on how it can be applied and how Mind Mapping software adds another dimension.

Project management is a specialisation brimming with models and methods, so why am I suggesting that Mind Mapping has something more valuable to offer? The quick answer is that while most projects are thought of in linear terms there are many issues involved in projects where a different form of thinking, what we might call a radiant form of thinking, is required.

In essence a Mind Map® provides a visual representation of the way that we think. And we don’t think in lists - we think in images and key words, shapes and patterns, all connected one to another.

Let’s take an example. If you consider for a moment your last project a number of associated thoughts will spring to mind - the purpose of the project, the project team, the timescale, the obstacles you had to overcome, implementation and so on. And as you think of each of these key themes you will have many more associated thoughts. Mind Mapping reflects this natural process. It’s a graphic technique which focuses on a central issue, radiates out into related key areas, and allows you to generate a full range of thoughts and ideas relevant to that issue.

For project managers and teams this is extremely relevant. For instance how do you consolidate all the information you want to consider at the start of a project? For planning you want something that is non-linear and which aids big picture thinking. Mind Mapping allows you to gather all the key facts on one page. It lets you see connections between different aspects of the project and provides a bird’s eye view of the territory you are about to enter.

Ray Warren was, until recently, Chief Financial Officer at Electrolux UK and is a strong advocate of Mind Mapping. “A typical example of the time I found Mind Mapping to be extremely useful was when there was a major re-organisation at work. When there are so many different elements and streams of activity involved it is important to be able to see the big picture. Mind Mapping helped me to capture all the requirements of the change such as work issues, people issues, communication issues and so on. And it then enabled me to extend my thought processes in this one visual representation and see where there was any duplication. Once I had completed the Mind Map I then went further using a package like MS project to do the detailed planning,” he said.

So how do you create a Mind Map?

Let me start with a simple example. Consider for a moment the last course that you attended - and as you think about it be aware of the associated thoughts that instantly spring to mind: what the topic was, who was there, where it was, how long it lasted, what the venue was like and so on.

These first thoughts are what are called Basic Ordering Ideas (BOIs) and each of these will, in turn, stimulate more associations. For example if you take the BOI theme of ‘venue’ you might then break it down into room, food, accommodation, location and staff. And each of these headings will have further associations. And this is why this approach is called ‘radiant’ thinking. It all radiates from one central theme.

This radiant structure provides us with our foundation for Mind Mapping. You simply start with a core idea and then you draw thick lines representing the BOIs radiating out from your central word or image. Have a look at the Mind Map below on ‘the uses of Mind Maps’. It’s a classic map which depicts the issue at the centre, includes the BOIs branching out and then outlines a variety of other ideas associated with these branches.

There are all sorts of applications for Mind Mapping - project planning, presentations, team working, performance appraisals, but the application I particularly want to focus on here is that of information recall, an issue of especial relevance to anyone who is learning.

I have already mentioned that Mind Mapping helps learners to recall data but let me now explain in a little more detail how it achieves this. In essence this process uses your creativity and associative memory. And here are some of the key techniques on which it is founded.

1. Mind Maps use a lot of colour.

This is deliberate. When you start to Mind Map you will find that colour helps you to separate out the BOIs. This isn’t a huge departure from what goes on all around us in our everyday life. Red for stop, green for go is an obvious example. We live in a world of colour and the use of colour simply reflects and reinforces the natural process of thinking, making it easier for us to remember whatever it is we are trying to learn.

2. Mind Mapping uses a great deal of imagery.

In the Mind Map above there are pictures of brains and flip charts and clocks. These images mean something specific to me, the Mind Mapper. I associate particular thoughts with them and they add impact to the map. In effect a picture speaks a thousand words but it is important to remember that the meaning I attach to an image is personal. Even if you wanted to capture exactly the same information or ideas you might use a very different image.

3. The thickness of lines radiating out from the central image vary.

The reason for this is that the thickness of the line denotes its relative importance. The BOIs on this Mind Map are like chapter headings and therefore they have most weight. The less central, associated ideas have correspondingly smaller lines.

The use of a single word above each line is also important because every word has thousands of possible associations. One word per line helps clarity and comprehension and also enables better recall.

4. It’s a personal process.

People Mind Map their ideas in different ways and this is important, there is no one ‘right’ way. You will have your own associations, your own graphic style and phrases and images that are meaningful to you. The guiding principle is to use image, colour, dimension and spacing in a way that appeals to you. That is what will make your Mind Map and the information coded within it powerful and memorable.

For people who are used to making notes it can of course be something of a stretch to put their trust in such colourful maps but take it from me, Mind Maps are a much more effective way of capturing both meaning and detail. After all just how many people read the notes they have made during courses and even if they do will that information stick, even if you read it several times? The chances are that it won’t. Lists of words simply are not memorable; they do not stimulate our minds.

In contrast Mind Maps complement the notion of sticky learning i.e. learning that sticks. And in an age where knowledge is the fuel for business success this has to be of great value.

Getting leverage with software

This issue of consolidating information is one of particular note to project teams who have to capture all the issues and manage all the data coming their way. And not surprisingly people who are used to working with technology, and who like Mind Mapping as a concept, want Mind Mapping software.
In this respect there are a number of dedicated Mind Mapping packages to choose from all of which are ideal for project teams who want to streamline their thinking activity (see www.illuminesoftware.co.uk). One example of a client using such software is Cheshire Merseyside Teaching PCT Collaborative - the body that helps primary care trusts to build and maintain skills of all people who work in primary and community care - who have been using MindManager® to manage a range of information and communication issues.

According to Gill Isherwood, Head of the PCT Collaborative: “We have just bought five MindManager licenses because it is so relevant for project work. In the planning phase of projects it helps us to see things better and ensures that we focus on the areas that are most appropriate for our skills and resources. However, when we are working in a team it helps us to focus on areas in which we are struggling. For example on one project our communications approach was causing us some concern and we used MindManager to drill into those areas that were core to this issue. It helped us to identify the problem and from there we could engage in a practical discussion about what steps we needed to take.”

“We also expect it to be increasingly useful when we are facilitating large groups of between 50-100 people. I envisage people working in teams and using the software as the tool around which they can generate ideas. Then, when we come together, we can share our Mind Maps and on the day create a collective ‘master map’ which people can take away. In our work maintaining momentum is critical and MindManager will allow us to stay focused and on track,” she said.

So what do project managers who are interested in Mind Mapping have to do to get started? The first step is to grasp the concepts so that they can recognise the new type of thinking that is required. Although it is an approach that mirrors the way our brain thinks, it can still take people who are used to other thinking strategies a little time to adjust. A one day course is probably enough here. Following that they will want to consider its applications for their project activity and see exactly how it can help people to manage all their daily information needs.

Finding Out More

Illumine Training are the world’s leading trainers in Mind Mapping for Business. We offer a number of training options through our practical training courses and seminars.

Illumine Business Mapping offers a comprehensive one day workshop in London and Manchester. This is also available in-house if you are looking to train a team or group. Find out more here.

We also offer a half-day Business Mapping Seminar. Not as comprehensive as our training course, it will give you the skills you need Mind Map in your workplace. The seminar runs all around the UK. Find out more here.

Find out more about Mind Mapping Software here.

You can find out more about the uses of Mind Maps by downloading our Mind Map - “The Uses of Mind Maps”.

Mind Map® and Mind Maps® are trademarks of the Buzan Organisation.
MindManager® and Mindjet® are trademarks of Mindjet.

Tags: Business Mapping (Training), Mind Mapping, Mind Mapping software, Project management

This entry was posted on Friday, September 1st, 2006 at 11:22 am and is filed under Assimilate, Learning and Studying, Memory, Mind Mapping, Mind Mapping software. You can follow any responses to this entry through the RSS 2.0 feed. Both comments and pings are currently closed.