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Effective Project Planning with Mind Map - Case Study

Mind Map is a graphical and pictorial illustration of the interrelated ideas for a common goal or objective. It truly makes its mark for empowering imagination to produce new theme of ideas. Mind Mapping drives people, with a multi-dimensional approach, to generate a consolidated and concentric solution to the problem. Mind mapping is a great tool to plan, gather ideas and generate a possible outcome for a common objective. 

A Mind Map is an outstanding approach to communicating and team up with others to develop plans or accomplish key project milestones in an organized way. It allows you to harness the input of all members of a group in a dynamic and creative way.    

Mind Mapping for Project Planning

Mind Mapping revitalizes the efforts to Project initialization and to plan different components of the project. It helps to create a concise, to–the-point and eye-catching illustration of a project. Selecting best idea from many alternatives has always been a challenging task.  The Key stakeholders require clear, vibrant and convincing presentation for taking a decision. Mind map offers a flawless and interconnected approach to get through the decision process. It is more beneficial during development phases of the project.

Question when to use Mind Maps? Mind maps should consider planning each component of the project:

·         Project Initialization and analyzing alternatives

·         Stakeholder identification and management

·         Requirement gathering and scope

·         WBS, schedule, sequencing activities,  cost estimates and assigning resources

·         Quality control and Quality assurance

·         communicating project information and progress to stakeholders

·         Plan procurement and logistics

·         Identifying and managing Risks

·         Project monitoring and control

·         Project closeout


A Mind Map helps to think with noteworthy clarity to explore relationships between ideas and elements of an argument and to generate solutions to problems. It puts a new perspective on project planning by allowing you to see all the pertinent issues and investigate choices in light of the big picture.

Integration of Mind mapping, scheduling and Risk analysis provide a schedule covering the complete project scope. Carrying out project planning in layers enhances Stakeholder satisfaction and confidence in project execution plans and methodology.

Project Case Study:

It was a challenging project to plan and implement in a shorter time (tight schedule) with budget constraints and limited resources. The project was to implement Project Management Portfolio solution for the PMO. It was an integration of more than seven (7) software along with customization of software as per demand and requirement. Project Challenges for Project team were:

1-      RFQ document was missing with several key information.

2-      Project was a new venture and project for a consulting company.

3-      Project team was comprised of an enthusiast and expert professionals, but new to plan and implement such type of project.

I was engaged in imparting training and facilitate the Brainstorming session. I developed the mind map to highlight the project requirements, scope, schedule, and cost along with high-level Risks. At that point had a nitty gritty dialog and contentions with a project team. During a brainstorming session, we challenged each other i.e. facilitator and project team. The workshop ended with clear objectives, roles, and responsibilities for every project team member. Mind Map structure is given underneath:


Every project team member was on the same page regarding the project scope and high-level Risks. Mind mapping workshop facilitation helped Project team to deliver the project on time within budget.




Market Place

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