Mind Mapping

CHALLENGE

I am a project manager in an Italian production company. Our sector is thermoplastic moulding and I  specifically lead projects of molds building, modification and repairments. When I took on the role, these  projects were operated a bit too “casually” and without following SOPs. I was asked by the management to  find a solution that would make the process more efficient, controllable, and to collect information all  together. Being new in the company, I chose to involve everyone in the ideation of the software, making  clear that we would focus on how this would be good and useful for our clients.

SELECTION

I suggested the use of mind mapping as the tool to design the solution, in order to give the opportunity for  everyone to say what they think and what they really need. I thought this as a crucial point, as they would  not use it correctly and with enthusiasm if they felt it was imposed by me, a new manager that they did not  even know.

APPLICATION

We started a meeting with me showing all the data I had collected and briefly explaining what I understood  from previous private chats with each one of the members, in order to agree with them on the process and  procedures to follow. Once we all agreed even on the details, I wrote it on a whiteboard. Now that we had  a concrete idea of what we were talking about, I asked them to start writing sticky notes about all the  problems they saw in the management and execution of the projects.

They were skeptical at first, so I started with one problem and some other followed, encouraging others.  After 20 minutes we had a whiteboard full of ideas. We all agreed on how to grouping the notes and, so  doing, we developed a better understanding of the priority and gravity of each problem.

Acknowledging this, we started writing down proposals to solve these problems and we grouped them.  Everyone felt more in control and definitely less discouraged than when I first met them. They were  convinced that there was no way to avoid spending time to call each other to ask for information.

It was clear that the solution we all agreed we needed was a software. We aligned with the functions it had  to have, thus I proposed one I knew how to use well and said that we could start trying with a pilot project.  They all agreed and we are now using it very well!

INSIGHT

After this exercise, I was incredibly satisfied. I was sure I had prevented a huge problem, that is,  dissatisfaction and inaction. I already knew it in theory but in this way I really experienced the importance  of inventing a solution trough teamwork and collaboration, after having given space to everyone. I certainly  gained leadership and they thanked me, saying this was the first meeting where they had fun. The  implementation has run smoothly certainly thanks to this powerful tool, that is, mind mapping.

APPROACH

I would use it again for future meetings that tackle similar issues. I would certainly improve something in  how I led the meeting, as there were too many interruptions and people who criticized others. Specifically, I  will make everyone aware that there are rules to be respected and I will list them. In case of disrespect of  some rules, I would refer to it so that they can easily understand which behavior they have to change.

