Abstract
There are many methods of brainstorming to gather requirements for your project. “Brainstorming with PIZZAZ” will introduce you to a revolutionary method of brainstorming that not only allows your brain to think organically, and the way it does naturally, but is also an effective and efficient method that will get more information out of your team in less time and organize your project with ease. This incredible tool is called “Mind Mapping,” and this paper will explain how and why Mind Mapping works better than conventional methods of brainstorming. It will also focus on the specific application of Mind Mapping for project management.
First, we will explain how the brain thinks organically and how Mind Mapping was discovered. The benefits of Mind Mapping and how it works better than linear thinking and note-taking will be discussed. You will read stories of how Mind Mapping has worked for project managers and examples and ideas of how it can work for you. A practical exercise that you can do with your team will be described.
The most useful and relevant part for project managers will be the introduction of Mind Mapping software that will enable you to enter data only once and have it follow your project from inception to completion without ever re-entering anything. Projects will be more complete, risk proof, and globally accessible when you use this amazing tool.
Research shows that using Mind Mapping in place of conventional linear methods will increase creativity and save time, both up to 95%. People will enjoy a more energetic exercise and will absorb more information and remember it longer. You will get more creative ideas out of your team and spend less time following up on missing items, retyping information, and revisiting ideas.
History
For centuries, some forms of Mind Mapping have been identified in the notes of geniuses. Famous thinkers, such as DaVinci (Exhibit 1), Darwin (Exhibit 2), Edison, and Einstein used methods of visual representation, key words instead of sentences, and associations or diagrams.
In this century, a British psychologist, author, and educator by the name of Tony Buzan gave the name “Mind Mapping” to this visual method of note taking and popularized it. Buzan became very frustrated when he was in school and began to realize that, the more he studied and the more notes he took, the less he was learning. In desperation, as exams approached, Buzan took his notes and began to underline key words, box ideas, add color to important parts, and draw lines between associated words. As he did, this he noticed that only 10% of the linear notes were actually the important key ideas. As he went through this process to enable himself to remember, “Mind Mapping” was born.
As Buzan researched note taking and learning more, he studied the notes of geniuses and discovered that there were commonalities among the notes of many geniuses over time. He discovered that the great thinkers in history did not use sentences and linear styles in their notes, but rather doodled, drew pictures, jotted down words, and diagrammed associations.
The Evolution of Mind Mapping
Tony Buzan created a structure for Mind Mapping, created some simple rules, and gave it a name. (Exhibit 3)
The Rules of Mind Mapping
- Always use a central image and images throughout.
- Put one main topic on each “branch.”
- Put sub-topics, each on their own “sub-branch.”
- Use three or more colors.
- Use on key word per line.
- Print all words clearly.
- Leave space for unexpected topics or new thoughts.
- Let your mind wander!
Disadvantages of Linear Note Taking in Project Management
Brainstorming
Definition of BRAINSTORMING from http://www.merriam-webster.com/dictionary/brainstorming “:a group problem-solving technique that involves the spontaneous contribution of ideas from all members of the group; also: the mulling over of ideas by one or more individuals in an attempt to devise or find a solution to a problem”
Brainstorming is meant to be made up of spontaneous contributions. Linear notes inhibit the use of spontaneity and creativity by limiting what topic you can address at any given time and requiring that you use chunks of your concentration of structure and grammar. Most importantly, linear notes do not show the big picture at once so you are not allowing your brain to consider all aspects of the problem or project in their entirety and how they relate to each other. For so many reasons, we will miss capturing the creative genius of the team. Sometimes a person will have a thought but try to hold onto it because you are not addressing that aspect of the project at that particular time. Other times, we get lost in phrasing things properly and miss spontaneous ideas that should be popping out. We may be busy taking notes and miss something that someone is trying to contribute. Also, our brains become easily bored, so if we are not having a bit of fun and using our creativity, we may zone out and start thinking about other things.
Time
We waste time when taking linear notes by worrying about spelling, sentence structure, grammar, paragraphs, and other very important elements of using our language properly that are NOT important to the brainstorming process. The idea of brainstorming is to eliminate filters that sift through the ideas popping out of our brains and just simply capture each idea quickly before we have a chance to second guess or lose it. When we attempt to structure that process, we waste time as well as lose ideas. We also waste time rewriting notes later to make sure that everything is put in the proper chapter, paragraph, and order; then, we waste time when we are reviewing or reading our notes, turning pages, and searching for information. Presentations are another time waster because we have to scan through notes for the most important information to pass on to the listener while trying to keep his or her attention. We also spend time defining linkages and associations for our audience because they are not visually represented or obvious in linear notes.
Learning and Retention
It is also crucial that each member of our team grasps the idea of the brainstorming and understands what we have accomplished, and, of course, that we remember in our minds what occurred so that we have a good grasp of the project ideas going forward and are prepared for potential risks and open to new ideas. Linear notes make learning more difficult by obscuring the key ideas and hiding linkages. Remembering ideas is far more challenging because we don't have the benefit of being able to visualize the brainstorm in its entirety and because our brains were not likely at their peak during the brainstorm, since the brain becomes bored with the mundane.
The Benefits of Mind Mapping
Brainstorming
Mind Mapping allows and encourages the spontaneous contribution of ideas because it activates our imagination and puts our brains in a more alert and receptive state. Mind Mapping is fun and, with all of the ideas on one page, it ensures that our brains are awake and active. We are able to focus on all aspects of the project at once because they are all visible on one page or one screen. Jumping from one subject to another is an easy and smooth transition, with all aspects visually available and easily accessible. People who might not otherwise contribute are more likely to do so because they don't have to wait for the appropriate time or worry about whether this is it. We don't have to “park” ideas or try to remember them……it is always the right time. They are also more apt to speak up since the mood is one of fun, excitement, and energy rather than a more serious, structured environment. We will be more likely to identify potential risks and see linkages between different aspects of the project because associations between subjects are visually available and obvious.
Time
In so many ways, we save up to 95% time with Mind Mapping. We quickly jot down key words instead of taking the time to use proper sentence structure, grammar, spelling, and so forth. In this way, we also avoid obscuring the key ideas with less relevant words. Getting out so many more ideas in the initial brainstorming meeting saves time that might be spent on revisiting the problem solving and gathering of ideas again and again until we have covered everything. With the filters removed we get exponentially more ideas gathered in the first sweep, so to speak. When using Mind Mapping software we are saving even more time, since the information is entered into the electronic software and never needs to be re-entered into a Gantt, a spreadsheet, an email, or any other form of organizing or communication. When we are presenting our project to any listener it is so much easier and more efficient to walk them through the entire project on one page with key words, ideas, and linkages readily available and obvious. We don't have to search for key ideas or spend time trying to communicate associations. It is all obvious and easily demonstrated on one page!
Learning and Retention
Learning and retention are as high as 95% more effective with Mind Mapping. The human brain thinks radiantly and that is exactly how a Mind Map is structured. The color, structure, and pictures in a Mind Map excite the brain and keep it interested so that it is more receptive to the information. Ideas stay in the participants' brains because of the energy of the exercise and the ease with which they can visualize the associations and the risks. Since emotions are dealt with in the same part of the brain as memories, we tend to remember things that have emotion attached to them. Pictures and use of space also make recall easier. So when we are having fun learning and we are happy, we remember the information much longer.
Clarity
Since we are able to draw links between categories and ideas as we brainstorm, organize, and progress with the project, associations are clear along the way. Responsibilities and timelines are also plain and evident to all. Because this is presented in a visual way, it is easier for all to grasp and remember.
Applications
Just a few of the many applications for Mind Mapping are:
- Project Management
- Brainstorming
- Planning
- Presentations
- Interviewing
- Analysis and Problem Solving
- Decision Making
- Teaching
- Meetings
Some of these applications are well served by hand-drawn Mind Maps more so than others. When it comes to the specific purpose of project management, some drawbacks can be identified. Reorganization can be identified as an issue. Although brainstorming with your team on a huge blank paper on the wall or on a white board is fun and exciting and gets the creative juices flowing, someone will still need to be responsible for scribing the information in order to share it with everyone and present it later. Some items may be put in a less than ideal spot and need to be moved later. If a responsibility or time line is changed, it will need to be adjusted manually and communicated to others. Most importantly, as we all know, projects can take on epic proportions and a hand-drawn Mind Map may not be the best way to manage and organize the project after the initial brainstorming is done.
Mind Mapping Software
The creation of Mind Mapping software took the entire process to a whole new level. With the addition of software we are able to record everything electronically and easily edit, update, reorganize, and share the Mind Map with our team, manager, client, or anyone else we would like to communicate progress to. Branches can be added, moved, and edited with the click of a mouse. Ideas can be captured visually, including electronic drawings or icons, and the ability to minimize branches gives us room to synthesize a huge amount of information into one Mind Map. As if the addition of software wasn't enough, there is even some software that is designed specifically for project managers. As you can imagine, this type of software considers many of your specific needs and requirements, and has indeed revolutionized project management. Shown here is a Mind Map example of a Process Map (Exhibit 4):
Brainstorming
By utilizing Mind Mapping software in your requirements gathering process, you not only save time but also enhance the creativity of the group. First of all, it has been scientifically proven in study after study that people have more creative ideas, learn more, and retain longer when they are having fun. Mind Mapping is clearly more fun than taking linear notes. Although the sticky note process or white board method also allows for more group creativity and fun, the information that you gather still has to be collected and input into some software or recreated in some way. When we do the requirements gathering within Mind Mapping software it is the one and only time it needs to be entered. The information can now be enhanced, manipulated, edited, reformatted, exported, and presented all from that initial brainstorming exercise.
Now, think of the more reserved team members who tend to not contribute as much in the brainstorming process. Let's examine some of the reasons for that and explore how the Mind Mapping exercise can help to get contributions from everyone. Sometimes there are people who tend to make quick contributions right away and sometimes even take over. They may move onto the next topic when the less assertive person has not yet finished formulating his or her thought or had a chance to share it. The thought may then be lost since we have moved on. With Mind Mapping, all of the topics stay present in our minds and in the process. Picture the visual brainstorming exercise. We have moved on to the next branch, but the one topic that we have left is still visually available and present in our thought process. The less assertive person is able to easily return to that topic even though some of us may have moved on.
I like to refer to it as keeping all topics open in our “RAM.” We don't file anything away in the hard drives of our brains. Everything stays in our visual field and remains open in our brains so that ideas can continue to occur and associations can be continually made. This is crucial because that is how thoughts happen in our brains. New thoughts are continually being grown out of associations that happen inside of our brains.
Pictures are also being added at the click of a mouse. Visual images illicit more memories and more original thoughts. Remember, a picture is worth 1,000 words!
These are a few of the many reasons that Mind Mapping and Mind Mapping software will make your brainstorming sessions more efficient, effective, and fun!
Exhibit 5 is a sample of a Mind Map created in MindView 4, which is Mind Mapping software created specifically for project managers. This is an example of brainstorming done to plan a vacation.
Strategic Planning
When using Mind Mapping software we are able to move, change, or enhance branches at any time during the process from brainstorming to presentation and at any point in between. If we decide that a certain branch or sub-branch would be more appropriately placed elsewhere, we simply drag and drop it. It is much easier to see and plan for potential risks when everything is all on one page.
Now that we have all of the information gathered into one Mind Map, it is very simple to determine what resources are needed and to assign timelines and dependencies. We can do this right in the Mind Map or, at the click of a mouse, convert the Mind Map to Gantt format (Exhibit 6) and assign timelines, dependencies, and resources in the Gantt. Changes are easy to make and are reflected instantly in all platforms, including Mind Map, Gantt, Timeline, MS Outlook, and so forth.
You never need to recreate or transfer information once you have entered it in the Mind Map. Within your Mind Mapping software you can manage dependencies, priorities, critical paths, constraints, completion values, duration, lead/lag times, resources, and milestones. Software is completely compatible with all MS Office Products so you can export to Microsoft Word, import from MS Project, create a PowerPoint presentation quickly and easily, even view as a work breakdown structure (WBS) or Timeline, all with a simple click of your mouse.
(Mind Map created by Cathy Byrnes of CoachCathy.ca in MindView 4, software by Matchware Inc.)
Exhibit 5
Your project can be exported easily to Microsoft Office Suite programs, including MS Project, Outlook, Excel, and even Word. You can also import from MS Office programs. This is useful to bring existing task lists and timelines from Outlook. Once you have linked the two, updates to either one are reflected in both. What an incredible tool! Now, you can export the entire project to PowerPoint for presentation purposes and to Word to create a cohesive booklet complete with an automatically generated table of contents.
With all of these functions available within one program and the tools to motivate your team, access individual and group creativity, awaken your brains, remember more and have your project presentation ready at a moment's notice, your job has suddenly become more effective, efficient, time saving, and fun!
Stories
Over the many years that I have been presenting Mind Mapping to project managers and business analysts across North America, I have had much positive feedback and stories on how Mind Mapping has helped people in their work.
One story I remember was from a woman who attended my fullday Mind Mapping workshop in Regina. We do an exercise in that workshop in which we take huge blank sheets and put them on the wall and then brainstorm a real or imagined project in teams. This exercise is always popular and is a great demonstration of how Mind Mapping could work for you in a real brainstorming meeting with your team. She loved this so much that she asked if I would give her papers and markers to take with her for a team meeting that she had scheduled for that evening (which, of course, I was happy to do) and sent her on her way with all the supplies needed. She came back to find me at the conference the following day, anxious to tell me how it had worked out. She said that her team LOVED the exercise and it was SO effective that they had accomplished in just one meeting what would have normally taken several weeks' worth of meetings.
Another story that comes to mind is from Project World Toronto. I always ask each team to come up with a project that is either imagined or something that one of them is currently working on. In the group I'm thinking of, a woman had volunteered to be Project Lead for the Toronto Santa Claus parade—a huge undertaking, as I'm sure you can imagine! Her team in my workshop helped her to brainstorm all of the requirements, do a risk analysis, and plan the project. She took that paper off the wall, folded it up, and took it with her. She said her team had saved her weeks of work!
A gentleman in one of my Vancouver workshops also springs to mind. He was in charge of the massive project to implement new software at his organization (which will go unnamed of course). His team helped him to plan this project and he also took it off the wall and carried it away with him. He couldn't believe how helpful the collective brains of his group were, including project managers and business analysts from so many organizations, and who had come together to help him plan this enormous task!
Many groups have brainstormed renovations and parties of all sorts. I usually do not find these left on the wall when I pack up to leave. One year, at Project World in Toronto, we were fortunate enough to have computers all loaded with software and projectors to enable us to do the Mind Mapping exercise right in MindView4 and project it on the wall. The group was thrilled with this exercise and we were able to send the results home with the participants on USB drives! One participant planned an entire wedding that day!
Practical Exercise
This is the exercise I recommend if you decide to teach Mind Mapping within your organization! Choose some topics for brainstorming and give one topic to each team. Arm them with huge, blank papers for the wall and colored, scented markers. After a good Mind Mapping lesson, send them off to do their requirement gathering on the wall. You can compile your own lesson or find one online. If you are fortunate enough to have software and computers with projectors you can do the exercise right within the software projected on the walls. This is the most efficient because the information is easily shared. If you are doing it on paper you can take pictures and share it that way. And, most of all……have FUN with it! !
Mind Mapping Summarized
My feedback from project managers with whom I have shared the revolutionary tool of Mind Mapping is unanimous: it makes their jobs easier, more effective, and fun!
Mind Mapping saves time, eliminates the need for duplication of efforts, accesses the creative genius of individuals and teams, makes assigning priorities and timelines fluid and easy, and makes your presentations stand apart from the rest.