Did you know that you can track simple business processes using your mind mapping software? It’d easier to do than you may think. Here’s how to set one up in 7 easy steps, no matter what program you use:

1. Create a right-facing mind map. In this orientation, the timeline runs from top to bottom, as shown in the image above (click for a larger version of the entire map). Place the steps of your process in order, from top to bottom.

2. Add any sub-tasks to these top level steps. It’s best to break large tasks down into their elements, so you don’t get overwhelmed when it’s time to implement them.

3. Add task information, such as start and end dates, resources (in this case, who will be doing the work) and percentage complete. This will help to reinforce the idea that you’re looking at a timeline, with a natural flow from old to new, top to bottom.

4. Enhance your process map with supporting information, such as topic notes and attachments. This is your way to keep this information just one click away and reduce clutter in your  diagram.

5. Use a boundary to draw attention to the single most critical step in the process. If this doesn’t happen in a timely manner, the whole project is screwed.

6. If there are dependencies between process steps – in other words, step 1 must be completed before step 2 can begin – then add relationship lines to depict this (see image at right).

7. If you need to, utilize a floating topic to give your stakeholders any additional information – in this case, the people who will have roles in this project.

As you can see, the right-facing mind map is a very flexible tool for depicting what you need to get done.

MindMapper 12 was recently launched by SimTech Systems. It strengthens this program’s position as a solid mind mapping program for business. Here are the most significant new and improved features and my thoughts on them:

Project management: MindMapper 12′s project management toolset has been significantly expanded. Tasks can be shown in a new schedule view, which is a Gantt chart. Topics are displayed on the left side of the schedule, along with start and end dates and planned and actual costs. The next section of the table displays resources (people and equipment assigned to the project), their cost (per hour or unit cost) the planned and actual hours they have put into the project and the cost implications (rate multiplied by time). The final part of the table displays the task durations in a Gantt view. The horizontal bars in the Gantt chart automatically display what the developer calls their “achievement” rate – the percentage of task completed – in visual form. The percentage complete is depicted in a striped pattern, as shown at right. It’s a great way to communicate this information visually.

When you add schedule data to a map topic, it gives you the option of inserting  dependencies, right in the map view. This is depicted as a relationship line, and is displayed as a connecting line in the Gantt view.

Presentation mode: Three presentation options are now offered in MindMapper 12:

• “Brief with outline” displays your map as a hierarchical outline in a narrow vertical panel on the left side of the screen. If you click on a low-level subtopic, it is highlighted in the map view to the right, while all other topics are dimmed. You navigate through your presentation by clicking on the points in the outline.
• In the “brief with scenario” option, the program displays larger chunks of your map at one time. The developer defines a “scenario” as one logical unit of the mind map – usually one topic of the map plus its subtopics. Both modes provide your audience with an important sense of context – in other words, they show how the topic you’re currently viewing is related to the rest of the map.
• The third mode, which is simply called “play slide,” expands the topic to fill the screen without any other interface elements displayed. The program gives you several options, which enable you to select a range of slides to present from, as well as set up a delay function so your presentation can run by itself – useful for locations like sales displays and trade show booths.

Table conversion feature: When this new command is selected, all of the sub-topics below it are converted into a table. The program enables you to select from a number of table styles and templates. I’m not sure how I would ever use such a feature; think of it as a different way of presenting the lower-level content of your map in a more linear form.

Field topics: This interesting new feature enhances your ability to create records and capture data in them. Think of a field topic as a fill-in-the-blank record capture. When you convert a topic into a field, the original text (address, for example) is grayed out and you can enter data into it (the person’s actual address). This gives you a way to easily capture simple data in your maps, while ensuring that it is entered in a consistent format (see screen capture).

Enhanced printing: One of the complaints of mind mapping software is that printing large maps can be ponderous. If you try to print one of these monsters on a single page, the text is so small that it’s unreadable. The alternative is to print your map across multiple pages, but you’re usually at the mercy of the way that the program decides to divide your map into separate pages. Not so with MindMapper 12. It solves this challenge by giving you an improved set of printing options. For example, you can move your map freely around the print canvas to position it exactly as you want it. You can change the level of print zoom, and perform physical and logical partitioning of pages. With the physical partition, you select the percentage zoom and how many pages horizontally and vertically your mind map should be printed on. With the logical partition, the program does it for you, based upon the first-level topics.

Collaboration: Sim Tech Systems, the developer of MindMapper 12, has launched an online collaboration service, which enables you to conduct online meetings with other MindMapper users, and to share and co-edit your maps with them. To utilize this feature, you must subscribe to the MindMapper Collaboration service. Packages are available that enable up to 5 or 20 people to participate in an online meeting.

A voting tool gives you a structured way to get input from meeting participants, while a report window enables you to see who contributed which content to the map. At any point during the online meeting, the organizer can take a “snapshot” of the map, which can be used to roll it back to a previous state – useful if you don’t like the direction the meeting is headed. I like the way the developer has implemented this feature; snapshots are much more manageable than trying to roll back the map one step at a time to a state that is 200 changes back, for example. As the meeting organizer, however, it’s up to you to remember to take snapshots throughout the meeting. This is an excellent feature!

If you don’t own a licensed copy of MindMapper 12, you can still participate in an online meeting, utilizing a web version of the program called iMindMapper. It requires Internet Explorer and administrative privileges to download and install an ActiveX control on your computer.

Upload to Twitter: MindMapper 12 gains a simple social media feature. You can select a topic and upload it to your Twitter feed. This may be useful if you want to plan a campaign of tweets. You could use it to launch these brief messages, one at a time. It would be nice if tweets could be scheduled, so you could set up and automatically deploy a tweet campaign from within MindMapper. A future capability, perhaps?

MindMapper Mobile for Android: An Android version of MindMapper was also released at the same time as version 12, along with a web folder application, so the mobile and desktop versions of MindMapper can exchange maps. It’s a free download and is available in the Android Market.

Ideation meeting templates: MindMapper 12 has a new tab in its ribbon toolbar called “ideation.” Within it, you can use a number of techniques to capture ideas, including:

• Radiant association
• Attribute listing
• Processing planning
• Cause and effect (fishbone mapping)
• Backward thinking
• SWOT analysis
• Forced connections

When you click on an ideation technique, the program displays a sample map (see screen shot above) – which is very helpful if you don’t know anything about some of these methods – while a vertical pane on the right side of the screen displays some explanatory text and a simple step-by-step procedure to use the technique. It also contains links to completed examples of each map type.

It’s nice to see this level of support for idea development and creative problem solving in MindMapper 12. The number of ideation techniques included is impressive. I also like the fact that the developers weren’t satisfied to just provide the tools, expecting you to figure them out. It actually explains how to employ them and gives you sample maps to help you visualize what to do.

Conclusion

Sim Tech only releases upgrades to MindMapper every two to three years. But usually, the wait it worth it, and MindMapper 12 is no exception. The program’s expanded business toolset should make it attractive to many executives. It offers an extensive array of capabilities that are equal to almost any business task you could think of, but arranges them in a logical, easy-to-use way. That’s a fine balance that’s not easy to achieve.

My favorite capabilities in this new version include the rollback capability of the online collaboration space, as well as the clever implementation of its brainstorming techniques. A lot of thought has obviously gone into how to make this program easy for people to use, without a big learning curve.

MindMapper 12 Professional is available from the Sim Tech Systems website and it costs $249.

As part of Mindjet’s intensified focus on collaboration and team communication, MindManager 2012 was officially released today. It picks up some new features that help to support this direction, as well as some others designed to enhance the experience for new users of MindManager.

Here’s is a summary of the most significant new and enhanced features of MindManager 2012:

Helping new users get started faster

Redesigned ribbon toolbar: Mindjet has redesigned the toolbar in MindManager 2012 to place 80-90 percent of the most commonly-used features on the home tab. This makes it easier for new users to find the commands they’re looking for without leaving this tab, and should also speed the work of all users.

Video guides: The new program ships with a set of video guides (above) that appear in a panel on the left side of the work space, which explain how to perform common tasks with the program, as well as tips on what types of tasks it can be used for.

Right-hand tabs: The set of tabs on the right-hand side of the work space, which give access to icons, images, smart map parts and task data, are hidden by default for new users. The developer’s intent is to reduce the amount of visual clutter on the screen, which tends to confuse new users. They can be turned back on by clicking on the small folder icon in the lower right corner of the work space. Mindjet officials say that if you are upgrading from an earlier version, this “newbie” feature will be turned off – in other words, if you had tabs visible, they will still be there after you upgrade to the 2012 version.

Integration with online gallery: MindManager 2012 also displays mind maps from the developer’s growing MapsForThat.com map gallery, giving users access to hundreds of additional examples and starting points they can adapt for their own projects. In the template viewer, maps are categorized by type, with thumbnail images and explanations in a panel next to them. It was very slick to be able to drill down through this great collection of maps, which displayed and loaded quickly over a high-speed internet connection.

New users of mind mapping software almost always need some inspiration, according to my surveys. They want to see what others are doing with it. This integrated viewer is an awesome way to bring these map examples to users of MindManager 2012, within the program itself.

Longer term, Mindjet plans to make it possible to upload maps directly from MindManager to MapsForThat. If you want to be a thought leader in the mind mapping space, now’s the time to take MapsForThat seriously. As usage of the new version grows, your mind maps will be accessible to thousands of users worldwide!

Brainstorming capabilities

One of the most exciting new developments in MindManager 2012, at least for me (because I also write about creativity tools and software on InnovationTools.com) is the program’s new brainstorming feature. The developer licensed an add-in called TheRealizer (click here to read my review of it), and significantly expanded and improved it, with the help of the firm that created it. It now offers users of MindManager a process for defining a problem or challenge, generating ideas and evaluating them.

The program ships with predefined challenges; you can also create your own. Stimulation is provided by a large collection of question, image and word cards, which are designed to get your mind thinking in fresh, new directions. Finally, ideas can be categorized using a set of pre-defined idea types – or, once again, you can add your own types. Plus, MindManager 2012 provides a number of methods for refining your ideas, including Edward de Bono’s 6 Thinking Hats and attribute analysis. This is bound to be a powerful tool for many users of MindManager 2012.

Watch this blog for a separate post on this new feature. I interviewed Michael Deutch from Mindjet to learn more about how, specifically, this new toolset compares to TheRealizer. I was pleasantly surprised at just how far the team has expanded it. More details to come!

Real-time collaboration

MindManager 2012 will fully integrate with the new Connect workspace (see here for my coverage of it) and its CoHuman social task management component. A basic Connect account is free; Users of the desktop program and web client will be able to co-edit mind maps in real time; Mindjet says they plan to extend this capability to all of its mind map clients, regardless of platform – which means you will be able to co-edit maps from their mobile apps as well.

From within the program, I was able to use my Mindjet login as a springboard to create a new Connect account. I then signed into it from MindManager, created a simple map and saved it to Connect. It all worked very smoothly.

Other productivity enhancements

Multiple hyperlinks and attachments per topic: This is something that Mindjet has needed to do for a while, and I’m glad to see it in the 2012 version. I tried adding two random attachments to a topic in the program. The minute I added a second attachment, the paperclip icon gained a down arrow next to it, which can be used to display and select the list of attachments.

Enhanced integrated web browser: Since the integrated web browser debuted in MindManager several years ago, I have been disappointed that I couldn’t drag and drop content from web pages into my mind maps. MindManager 2012 will now support this capability. Also, Mindjet has added a home page icon to the browser’s toolbar, to make it more like a full desktop browser.

Improved power filter: MindManager’s power filter has always been an excellent tool. It’s just not that easy to figure out how to use at first glance. To address this issue, Mindjet has equipped its latest version of MindManager with a number of pre-set filters (above). This will help to transform the power filter from a tool only for power users into one that anyone can benefit from.

Powermarkers added: This is another tool that formerly was a plug-in for MindManager, but now has been integrated into the core functionality of the program. This tool extracts all of the task data contained in your mind map, and displays it in a vertical panel on the right side of the workspace. In other words, no matter where tasks are physically located within your mind maps, they will be visible to you in the Powermarkers sidebar, helping you to easily see your top priorities. The Powermarkers view is interactive: If you mark a task complete in your map, it will disappear from the Powermarkers view.

New map smart parts connect with online services: MindManager 2012 desktop and the web client will gain new map smart parts that will enable you to query popular online services like Twitter, Linkedin and Bing, as well as integration with Evernote, a popular personal information management tool (in which this post is being written, BTW!). In phase 1 of the Evernote integration, MindManager Web will be able to push information from your mind maps to Evernote. Longer term, you will be able to query your Evernote database and pull selected information from it into your maps.

With the map open in MindManager Web that I originally created in the desktop version of the program, I selected a first-level topic and clicked on the Export to Evernote button. A dialog box popped up with a set of radio buttons, giving me options: I could format the topic and its subtopics as an outline or an image (Evernote is very adept at handling both). For the outline, it provided a set a set of radio buttons to enable me to select the current topic, the current topic plus children, the map’s central topic and subtopic, or the complete map, including any floating topics. The dialog box also gave me the ability to edit the note title, the notebook to which it will be saved, tags and any additional comments. When you send it, a black, rectangular status box pops up to verify that the content you specified was sent to Evernote. That’s good interface design, especially when you have an action taking place that’s not visible to the user.

When I opened my Evernote account, I found a new note with the specified content, plus a link back to its exact location within Connect. I didn’t expect to see this last element, but considering that Mindjet now enables guest views of your map content, I guess it shouldn’t have been a surprise. The process worked just as well for an image export to Evernote. In fact, it was very cool to see my mind map within this app, which I use heavily as an idea file and writing platform.

I also tried out the Twitter smart map part, and found it to be a another slick enhancement. You enter a search term and specify the number of results; MindManager quickly displays the latest tweets that match your search term, with meta data stored in a map note. I can see how this could be an awesome research tool.

The Linkedin map part searches your contacts, and displays any matching results. I can see how this would be useful if you’re looking for someone with a specific type of expertise – say, for example, “innovation.” You can quickly pull their contact information into your mind map, without having to open a web browser, navigate to Linkedin, login and perform the search there. Very cool! It’s great to see that after the idea of smart map parts wasn’t expanded in MindManager 9, it’s finally starting to show more promise – and a welcome social media focus – in version 2012!

Enhanced Sharepoint integration: Last year, Mindjet launched a Sharepoint-enabled version of MindManager that could query multiple Sharepoint databases at one time. Concurrent with the launch of MindManager 2012, Mindjet will release MindManager 2012 SP, which further enhances the program’s integration with this commonly-used enterprise information management tool. The new version adds a capability called MapShare, which will enable users of Sharepoint to view mind maps within this environment. In addition, users will be able to create mind maps from within Sharepoint, starting later this year. This product will also be integrated with Mindjet Connect.

For more details, please visit the MindManager 2012 Professional web page on the Mindjet website.

Conclusion

Mindjet is getting very aggressive at targeting the needs of enterprises, where teams are more frequently dispersed across multiple locations. Economic conditions have forced work groups to rely more on remote collaboration tools, which haven’t usually addressed all of their needs. As part of a larger collaboration and team communication framework, MindManager 2012 promises some impressive new gains in efficiency and productivity.

Even if you don’t need the Connect workspace, there appears to be much to like about MindManager 2012. I’m thrilled to see that brainstorming is now integrated into the program, for example. I’ve been saying for a long time that mind mapping software is a powerful creativity tool, because it enables you to capture your ideas, see connections between them, and build upon them. Now, Mindjet makes it possible to generate ideas from within the program.

I also applaud the steps that the developer is taking to make the program easier to use. Like many high-end mind mapping programs, MindManager can be daunting to first-time users. That’s a problem in enterprise environments, where the IT department doesn’t want to be answering a lot of “how do I do this?” questions. The program needs to be intuitive enough so users can figure out how to grow beyond the basics on their own, for the most part. If Mindjet can succeed in enabling newbies to get up to speed faster, as well as expose them to the types of applications for which MindManager can be used, it will have a major accomplishment on its hands.

Mastering MindManager for Projects is an online course that does an excellent job of teaching the average business person how to create a customized and practical visual dashboard to manage your projects more effectively.

Even if you’ve done some project management using your mind mapping software, you will find something of value in Warren Arbuckle’s 2.5-hour video e-course, which is based on the principles of the Project Management Body of Knowledge (PMBoK) and focuses on the project life cycle (initiation, planning, execution & close out) in detail.

I recently had an opportunity to review Mastering MindManager for Projects, and was very impressed with its well-organized and practical approach, as well as the wealth of advice and resources the author has included in it.

What does MindManager 4 Projects contain?

The course, which contains 22 video lessons, begins by walking you through the user interface of MindManager, with a special emphasis on those that are used in project management. It then walks you through a step-by-step process for building and managing a project dashboard map.

At the end of each lesson, the course provides exercises for you to do, based upon a case study. Each of the these exercises utilizes MindManager to build a project dashboard – which enables you to put into action what you have learned in the course. The project dashboard can then be used as a customizable template to set up and run your own projects. This connects what you learned during training directly to the workplace.

As I watched the videos, I was impressed with Arbuckle’s practical style and clear presentation of the course materials. He makes an excellent and engaging narrator. Each lesson is easy to follow and delivers “just enough” information to teach you what you need to know. There’s no fluff here, no getting lost in tangential information. Arbuckle manages to maintain a laser-sharp focus on the task at hand: To teach you how to create a project managment dashboard map, customized to meet your needs, through step-by-step “how-to” content and a well-designed case study.

Who can benefit from Mastering MindManager for Projects?

This excellent e-course appears to be aimed at people who haven’t previously managed projects. The PM Overview lesson, for example, walks you through basic concepts and definitions of terms. It also highlights some of the most common challenges that project managers face – which, not surprisingly, are “soft” issues, such as team communication and clear up-front project definition.

Experienced project managers can also benefit from Mastering MindManager for Projects, because will empower them to take what they know and integrate it into a project dashboard mind map. Arbuckle points out that you can find many project-related template maps online, but until now there hasn’t been anyone to teach you HOW to properly set up a project and manage it effectively within a visual map.

Mastering MindManager for Projects is especially recommended for virtual teams – where members of your team are geographically dispersed. Often, far-flung teams develop communication problems because they miss out on many of the nuances of face-to-face communication. The project dashboard map becomes a common visual reference point that everyone can use, regardless of their culture, to build consensus and shared understanding – which helps keep projects on track, on time and on budget.

Do you need to own MindManager to benefit from this e-course? It would help, but it’s not absolutely necessary. The principles and techniques that Arbuckle outlines in Mastering MindManager for Projects can adapted to most other high-end mind mapping software programs that have project management capabilities.

Why should you invest in this program?

Arbuckle’s credentials are impressive:

• He is a certified Project Management Professional (PMP).
• His company, Focus Cubed Inc, is approved by the Project Management Institute to develop and deliver courses for product management professionals.
• He has been training people from various cultures and industries in project management, innovation and sales for over 25 years.
• In the 1990s, he was certified by Tony Buzan to teach mind mapping, and he has been using mind mapping software for over 8 years.

Mastering MindManager for Projects summarizes the best of what he has learned and experienced in training and managing global projects. In short, Arbuckle knows what he’s talking about – and, more importantly, he’s able to communicate it clearly and in a well-organized format to you (click here to read my interview with him).

This e-course is based upon techniques and processes developed by the Project Management Institute (PMI) and the Project Management Body of Knowledge (PMBok), a global set of PM guidelines. In essence, it’s a common global “language” of best practices for managing projects. In other words, Mastering MindManager for Projects is based on a rock-solid pedigree. You’ll get excellent value for your investment in it.

Mastering MindManager for Projects is US$97 for the entire course (22 online videos plus 2 bonus videos); if you are a professional project manager and want 10 PDU points for certification, it will run you $147.

Videos can be viewed for up to 1 year using a Macintosh with OS X and QuickTime installed or a Windows PC running XP SP2 or later and Windows Media Player installed. I also noticed when I looked at the curriculum for this course that it is now available in an Apple iPad format – nice!

If your work involves managing projects of any kind, I urge you to invest in this worthwhile training program. You’ll be glad you did!

Unless you’re a professional project manager, chances are that you feel overwhelmed when faced with a big, multi-faceted project. Even if you have mind mapping software, it’s hard to know how to set up your project within it for maximum efficiency, considering the volume of documents, spreadsheets, e-mails and other data a typical project can generate.

Warren Arbuckle, a certified project manager and trainer based in Asia, recognized this problem and has developed an online course called MindManager for Projects that does a great job of teaching the average business person how to create a customized and practical visual dashboard to make your life easier.

I recently conducted an e-mail interview with Warren to learn more about the thinking behind MindManager for Projects:

Frey: Why did you create the MindManager for Projects course?

Arbuckle: MindManager for Projects has evolved from a course I created a number of years ago called Project Mapping. Projects require continuous communication and updating. Mind mapping software makes that easy. While there are plenty of map templates for project and risk management, there is nothing out there to show you how to do it yourself. I want to help people to merge project management techniques with the functionalities of MindManager so they can quickly set up and run projects on their own with confidence.

Frey: What needs did you see that could be addressed with a course like this?

Arbuckle: There are quite a few. These are the main two: managing data and communicating with your team. management and your client. Projects can generate a lot of email and documents such as requirements, numerous ongoing reports, spreadsheets and so on. If these are at your fingertips in one place on your Project Dashboard, you can access them quickly when necessary. Communication is always a challenge no matter what your work is and makes or breaks projects. With a Project Dashboard you have a visual map of the project that greatly aids in communication, especially with multicultural teams or those in multiple locations, so common today.

Frey: It sounds like many people can get the front-end work done in a mind map without too much trouble, but then they get bogged down trying to understand how to manage project implementation from within their mind maps. Is that accurate? How does your template help?

Arbuckle: 71% of projects fail by going over budget, getting behind schedule or creating something different from the planned scope. 42% of those failed projects fail because they were not set up properly from the start. This is not a mapping issue but one of knowing how to set up a project. If you set it up right from the start, you will find it much easier to implement and manage. All I do is show you how to apply simple project management techniques using a map template that you customize to your needs. Once done, it’s your template so you have complete control from start to finish.

Frey: Certainly, many people have used mind mapping software for project management before. What does your course bring to the table that is different, better or saves project managers time and aggravation?

Arbuckle: First, as far as I know, there are no courses approved by the Project Management Institute or none, based on global guidelines, that teach how to do project management using mind mapping software. This course is presented online using short videos so your team members anywhere in the world can learn anytime. The biggest advantage is that you are learning how to do project management so the skills you learn are applicable to any project even if you don’t use mapping. MindManager is used in all of the exercises so you know how to apply project management techniques and processes with MindManager. That said, you could still take the course and use another mind mapping software by importing the template and mimicking what is done in the videos.

Frey: Who is the intended audience of this course? It looks to me like someone who hasn’t managed projects before, or only does so infrequently.

Arbuckle: On one hand, this is a course in project management fundamentals so it is for those new to project management. On the other, even if you are experienced with projects, you will learn how to apply what you know using MindManager and customizing the template to your specific needs. So it really depends on your particular needs.

Frey: I found it very interesting that each lesson has learning objectives. Is your background in training?

Arbuckle: Originally from Canada, I have been training across Asia for over 25 years. I am a certified Project Management Professional (PMP) and my company, Focus Cubed Inc, is approved by the Project Management Institute (pmi.org) to develop and deliver courses for PMPs. I train people from various cultures and industries in project management, innovation, and sales. I was also certified by Tony Buzan, in the 90s, to teach mind mapping. I have been using mind mapping software for over 8 years. MindManager for Projects is culmination of what I have learned and experienced over the years of both training and managing global projects.

Frey: For those people who don’t know what PMBOK is, can you please briefly explain it in layman’s terms, and then address why it’s important that your course is based upon its methodologies?

Arbuckle: PMBOK is the Project Management Book of Knowledge and is the global standard or guideline. Using PMBOK as a base for MindManager for Projects means that you are learning the same concepts, techniques and processes as others who study other project management courses worldwide. The advantage being no matter where you are from or what language you speak, you can use the common global language of project management to communicate. The Project Dashboard template and project management techniques are based on proven techniques and processes developed by the Project Management Institute.

Frey: Why is this approach especially well-suited to virtual project teams?

Arbuckle: Your Project Dashboard can be shown online using any of the web conferencing tools such as WebEx or GoToMeeting, and even Skype. By doing so you can show all or as much of the project as you wish. Your team can watch and participate as you update your Project Dashboard in real time. You add their comments, following up on issues and assigning new tasks on the fly. So much can be lost or misunderstood with teams spread out in different locations and it’s especially so for non native speakers. Having a visual of the project that can be updated in real time is a huge saver of time, effort and, in the end, cost in both money and stress.

Frey: Why is the Project Dashboard especially useful if you manage projects infrequently?

Arbuckle: Projects are risky because they differ from your routine work. To lower risk of failure when you are faced with infrequent projects, use your Project Dashboard as your template. All you have to do is delete documents and data from an older project and then add the new details. This also acts as a review of what you did previously. By repeatedly using the same template and the same project management techniques, your experience and confidence with managing projects grows, reducing your risk of failure.

Frey: If not for this dashboard template, how do project managers typically handle the mountain of information that the typical project generates? What are the shortcomings of those approaches?

Arbuckle: With the Project Dashboard, you add all emails, other documents, plans, any type of information. Typically, most project information is in multiple locations, emails are kept in your email program, other files are kept in folders on your PC. This works fine until you need to access them right away. If you’re a really organized person, you may be OK. If you are like me, you’ll find that it’s easier to have everything in one place so you can access critical documents quickly during meetings. Also you can save your Project Dashboard as a complete zip-file package of your project with just three simple steps.

Frey: How easy is it for people to customize the project management dashboard template to meet their company’s project management needs? What are some ways that people have already done so?

Arbuckle: The whole course is designed for you to customize the Project Dashboard to your particular needs. That’s what makes it valuable to you. Many people add documents that are formatted to their company’s specific requirements to topic notes. This can be done quickly and easily with MindManger. You’ll also learn to set up your team and key stakeholders contact information so you can even email directly from your project Dashboard. Another great time saver is learning how to filter out unneeded detail or data so you can focus your meetings. You can set alerts or alarms that will remind you to contact someone, check on progress, or almost any task. Just set it and forget it.

Frey: Why invest in this course? Why not just use MindManager to create your own project management dashboard?

Arbuckle: Yes, you can create your own Project Dashboard. That’s what I did! And I’m not the first. My Project Dashboard is based on the globally accepted project management guidelines and my own years of experience with both projects and mind mapping. That’s what you’re investing in. You gain from my and others mistakes, successes and insights so you can learn quickly and then get on with your own projects.

+ + +

I’m now in the process of writing a review of MindManager for Projects. I’m very impressed with the videos I’ve viewed so far. The content is well organized and clearly presented. It makes extensive use of a fictitious project and includes a customizable project dashboard template. This helps you to see how Warren’s recommendations work in an actual project, plus the dashboard is an excellent starting point for creating one that works for you.

Click here to learn more about MindManager for Projects.

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Mind Mapping Insider members can access this audio file using the link below:

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Please be sure to send me your questions for the June coaching call. You can use the contact form on this blog to submit them or send them to me via Twitter.

Mind mapping software is a perfect tool for creating a risk management assessment. In this type of planning, a project team identifies all of the potential risks associated with a project, ranks them in order of likelihood and potential impact, and develops plans to mitigate them. It’s an iterative process that benefits from the ability to rearrange topics in a mind map and to attach a variety of assets and meta data to topics.

In this new Mind Mapping Insider special report, we’ll take a deeper look at the principles of risk management, and how to conduct risk assessments and monitoring using a mind map.

This report is only accessible to Mind Mapping Insider members. Why not make a commitment to become a master mind mapper – which will enable you to become a better planner, problem solver and risk manager? Sign up today to join the growing group of MMI members who have made the decision to be more influential and impactful in their jobs.

Many business people use mind maps on the “back end” of their business – supporting internal operations and processes, such as project management, strategic planning and market research. But very few people are using these powerful tools on the “front end” of their business – with prospects, customers and clients.

Here are 8 ways you can use mind maps with these important external audiences:

1. Conduct a brainstorming session with them
2. Use it to present your research and recommendations to them
3. Use it to perform a situation or needs analysis with your client
4. Use it with them to conduct problem identification or root cause analysis
5. Use it for scenario planning, to help your client chart a profitable future course.
6. Use it to show the stages, activities, milestones and deliverables of a project management plan.
7. Use it to clarify the intangible aspects of a complex process, system or situation
8. Use it to surface and deal with any objections or negative perceptions of why something won’t work.

I hope this inspires you to use mind mapping with your customers or clients! Thanks to two consultant friends of mine, Gary Klaben and Paul Williams, for contributing to this list.

If you are utilizing it in a customer-facing role that hasn’t been listed here, please add your thoughts and experiences in the comments section of this post. I look forward to your insights!

1. Turn action items in your mind maps into tasks. Add start and end dates, percentage completion, level of urgency and other meta-data to these tasks, to help you drive your project forward efficiently.

2. Add priority symbols (1,2,3 or A,B,C) to topics that are the most important. This will make it easier for you to visually scan the contents of your map and pick out the most critical bits.

3. Schedule alarms on important topics. Alarms enable you to forget about an upcoming event until just before you need to remember it – freeing up more of what productivity expert David Allen calls your “psychic RAM.”

4. Use color, shapes, boundaries and other visual techniques to add emphasis to your map’s most important content. If you create a mind map that is only black and white, everything looks the same. You need to incorporate visual cues into your maps to help you quickly decode its meaning – and to make it more meaningful to others.

5. Use your program’s project management features to delegate tasks to your team members and to track their progress during the course of your project’s implementation.

6. Divide a large, complex mind map into several linked sub-maps. Consider moving all background or supporting information into a sub-map, as well as any information related to future project phases. Just the current segment of the project should remain in the main mind map, which will help you to keep focused on what you need to do now.

7. Connect all supporting information to your mind map as attachments or links. They function like shortcuts and will help you to keep everything you need just one click away.

8. Divide the content of your mind map into main branches for informational topics, ideas and action items. Visually segmenting your information in this way will help you to skim your mind map and zero in on the key pieces in which you’re interested.

Do you have any suggestions how how to make mind maps more action oriented? Please share them in the comments area below!

But what exactly  is a Work Breakdown Structure, why is mind mapping software well suited to creating one and what are some best practices for creating one? That’s the focus of this new Mind Mapping Insider report.

This report is only accessible to Mind Mapping Insider members. If you want to be better able to analyze and understand the forces that are shaping your work, career and life – and to take creative control of their future direction – why not join MMI today?