Mind Mapping Project Management Frequently Asked Questions

The PMXPO 2009 conference was an informative and fun conference.  I got the chance to network with a lot of new people and presented the concept of mind mapping and project management efficiency.  After the conference, I received a lot of questions on mind mapping and its application to project management.  Below are just a few of the key questions and answers.

Question:  What are the limitations of mind mapping?

Answer:  Mind mapping does have some limitations and isn’t a cure all for project management deliverables.  Think of mind mapping as another tool to add to your PM tool kit.  Mind mapping is best applied to brainstorming sessions or expressing a set of ideas graphically.

I’ve built mind maps that look like a mess of nodes, links, and arrows.  Fortunately, the each topic can collapse into a high lever node which makes organizing the information much easier.
If I were to present the mind map, I would streamline the key concepts and display it in a mind map format that was simpler and concise.  Remember, I often use mind mapping to take notes during project management meetings.  The notes are not often meant for distribution but rather a quick way to organize my thoughts and capture other ideas.

Project managers will still need to determine which template, document or graphic is appropriate to communicate.  Mind mapping is just one of the tools to consider.  My recommendation is to try one of the open-source mind mapping tools or download an evaluation copy of Mindjet MindManager and get started!

Question:  Can mind mapping be used for stakeholder reporting?  Is it formally accepted by the PMO in your experience?

Answer: I recommend using a mind map as an informal communication tool for all my project stakeholders.  If the stakeholder is new to mind mapping, I often need to explain “this is what I’m thinking”.  Depending on the stakeholder’s exposure to status reporting, they may have a preference for a standard format that they’ve seen before.  A PMO may require all status reports follow a prescribed template.  In these situations, a mind map can be used to capture the information that would be used to create the standard report or further prepare for stakeholder reporting.

At the PMO level, I’ve often seen the expectation for PMs to follow a consistent format for a specific template (statue report, meeting minutes, etc).  In one PMO organization, the methodology was heavily structured and templates were prescribed and expected to be followed.  Since I use mind maps for all my meeting minutes, I had to ensure my project plan accommodated the replacement of the meeting minute template with my mind map.   In other less structured PMOs, you likely won’t have anyone ask.

Project management methodology and project management templates are just tools to help the PM deliver the project with a structured framework.  My recommendation is to start with mind mapping and use it for meeting minutes, scope statements, project summaries, and overview documents.  Share the concept with your stakeholders and if they understand the format, continue to introduce it in other meetings.  Remember, its just a tool and not a replacement for face to face communication.

Question:  How do you facilitate a mind mapping session with distributed team members?

Answer: Today project teams are more and more distributed.  I’ve managed projects with development teams in Manilla, support teams in Georgia, and call center managers in Arizona.  In all of these distributed environments, I’ve been able to successfully used mind mapping.  One simple approach is to setup a conference room with a conference phone, in-room projector, and a laptop with an Internet connection.  Using your favorite web conferencing tool like WebEx or LiveMeeting, you can share your desktop so remote participants can see your screen.  In-room participants see the mind map on the screen and everyone can collaborate over the conference phone.  This approach requires facilitation as the mind mapper needs to hear everyone’s comments.

Mindjet offers a collaboration product called Mindjet Connect with facilitates real-time brainstorming.  Each participant in the brainstorming session can create notes and update the mind map.  I haven’t played with the collaboration environment yet, but it is definitely something to check out!