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Figure 1 Brainstorming Scope

The same mind map can be used as an addendum to the project charter, stakeholder communication, or a team kickoff meeting. Instead of printing pages of paper, the high-level project scope can be clearly explained in one page. The graphical nature of the mind map further enables revisions as project stakeholders re-prioritize requirements and project scope. The mind map can be used to capture these changes and graphically communicate the project's scope. Additional issues, risks and follow up items can be easily added to the map.

ConceptDraw MINDMAP provides an easy to use interface that allows project managers to start mind mapping in seconds. In this tutorial, I'm using the Mac version although the steps are similar in a Windows format.

The default mind map displays one node centered in the main screen.

Figure 2: Default ConceptDraw MINDMAP

The first step is to add a topic to the main branch. You can do this by using the "Enter" key, clicking on the Insert button from the top menu bar, or right clicking on the Main Idea node.

Click on the new node and enter the name of the high level scope item.
Continue to add main topics for the high level scope items. In a project manager's work break down structure, these nodes are similar to the 2nd level in the work break down structure. In the Figure 1 example, I added two topics to the scope to represent the two different software releases that have been planned.

The next step is to refine each software release into the lower level components of work. For the European Release, the project has several sub projects including website development, interface development, mainframe development, data conversion and integration testing.

To add a subtopic, right click on the desired node and click on the Add Sub Topic menu item. Continue adding sub topics to specific nodes to build out the European Release scope.

Figure 4: Initial Scope Definition

Of one the features that is unique to ConceptDraw MINDMAP is the ability to add multiple pages to the same map file. This is similar to the way you can add new tabs in Microsoft Excel that are still contained in the same .xls file. For example, you can right click on the "European Release" node, and select "Send to New Page." At the bottom left of the map, you'll see a tab for "Page Navigator." Click on that and you'll see this and any other pages you've created. It's a good way to keep each map from getting too complicated-but still keep all of your maps for that project in the same location.

ConceptDraw MINDMAP enables you to build dependencies in your map. These dependencies will be reflected in the ConceptDraw PROJECT view of the map. Go to the top Insert menu and select "Relationship." Now place the cursor on the node where you want the dependency to start. Click the mouse and hold it down while you drag the cursor to the second node. Release the mouse and a line will appear. Right click on the line to format the line, and to select the kind of dependency you want.

Now it's time to format the mind map into a project friendly color scheme. ConceptDraw MINDMAP has a variety of themes available. Simply select Format - Map Theme - and select a map theme. You can also click on the Map Theme icon and cycle through the different formats.

Figure 5: Format the Mind Map

ConceptDraw MINDMAP supports a variety of project management features including task information with dates, durations and resources. With Concept Draw Office, you can add task information to the mind map export it into ConceptDraw PROJECT - a project planning tool similar to Microsoft Project, and the second application in the ConceptDraw OFFICE suite. By combining project management attributes with each of the nodes, you'll be able to export to Concept Draw Project and further refine the project schedule.

Figure 6 depicts the Task Info options that allow the project manager to assign start dates, finish dates, duration and resources.

Figure 6: Task Information

To export the mind map into ConceptDraw PROJECT:

Select File - Open in Project (figure 7) or
Click on the Open in Project icon in the Navigation bar

Figure 7: Open In Project

Figure 8 depicts the mind map in ConceptDraw PROJECT.

The key benefits to mind mapping in project management is the efficiency saved in reusing project data and exporting into different formats. Project managers struggle with balancing project management administration with project execution. A lot of time can be wasted converting notes into different formats. With ConceptDraw OFFICE , the project manager can leverage the integration and export capabilities of the ConceptDraw OFFICE suite to manage the data and easily switch formats. Instead of re-creating project data in different formats, project managers can leverage the different tools to manage the same project data. In project execution, project managers are busy resolving issues, communicating status, and managing stakeholder expectations. Using tools like ConceptDraw gives project managers the little extra help to lessen the administrative burden.