Reflection - Mind Mapping

1. Challenge

My job position requires me to collect data from different operating regions each year for

reporting purpose. Different types of data are collected and involve many different departments

and up to 100 colleagues. Our challenge often lies in the collection of data within a short

timeframe and further processing the data for further validation. This year, my department

wants to develop an online database system (ODS) to collect data for the convenience of our

regional staff. The project scope involves developing an online data system from scratch. We

want to try to find solutions as to how we can automate data collection and processing

procedure and uncover user preference, needs and habits while also meeting the data

validation, analysis and reporting requirements.

2. Selection

To help identify the essential functions and navigating features of the online database system,

mind mapping technique was used. Mind mapping is a useful tool which can help facilitate the

search for patterns and themes of our stakeholders to shape the fundamentals of our ODS.

Through mind mapping, the team could reach common understanding towards a user friendly  and operable user interface.

3. Application:

My team worked on producing a mind mapping exercise to help us identify needs for the ODS.

Before the exercise, the team already had knowledge on the ODS and was given a brief

introduction on the background of the mind mapping exercise. We placed a large blank sheet in

the middle of the table. We then wrote ODS as our main topic in the middle of the blanks sheet.

Then we drew branches and thought of adjectives that would describe our ODS (e.g. simple,

usable, easy, compatible). Next, we started to draw sub-branches and elaborated on the

adjectives and brainstormed for features, designs and methods which can help to achieve the

identified adjectives. We made use of colours and visuals to help explain the concept better.

After the mind mapping exercise, we started to analyse our thoughts by grouping similar

concept together. For example, for adjective “easy” one of the keywords in the sub-branch was

“links” and for adjective “simple” one of the keywords in the sub-branch was “menu”. The two

features all point out to the concept of easy navigation. The analysis exercise helped to create a

list of main concept, design features and functions in the ODS. The team then used this list to  discuss with our IT department and programmer on the requirements.

4. Insight and Approach

By applying mind mapping tools, it helped the team drill in depth on the topic and identify

hidden problems and risks that may have been neglected before. Mind mapping allowed the

team to visualize the online platform through the use of word, images, numbers, symbols and

colour. It helped draw inter-relationship between different sub-branches and while we started

to diverge and create branches along a topic. We ended up converging our thought around a

certain concept/theme, helping us define and prioritize our goals while moving forward. In the

next stage, our team will review the results from the mind mapping exercise and incorporate

into the ODS. I found that using graphics and colours during mind mapping particularly useful.

As the saying “a picture is worth a thousand words”, one is able to observe many details and

hidden messages through drawings and adoption of colours.

Mind mapping is an exercise that can aid the thinking process as it allows the brain to radiate

different thoughts and ideas instead of traditional linear thinking. It can help identify risks and

needs in which the results are useful in planning and overall project management.  Next time, I

will add an empathize stage after this exercise. I would invite relevant stakeholders for a

workshop to understand their online navigating patterns through direct observation. Direct

observation an a very useful way of understanding the behavior and difficulties faced by users  as we could directly watch them toggle with the applications.


Reflection - Mind Mapping 1 . Challenge My job position requires me to collect data from different operating regions each year for reporting purpose . Different types of data are collected and involve many different departments and up to 100 colleagues . Our challenge often lies in the collection of data within a short timeframe and further processing the data for further validation . This year , my department wants to develop an online database system ( ODS ) to collect data for the convenience of our regional staff . The project scope involves developing an online data system from scratch . We want to try to find solutions as to how we can automate data collection and processing procedure and uncover user preference , needs and habits while also meeting the data validation , analysis and reporting requirements . 2 . Selection To help identify the essential functions and navigating features of the online database system , mind mapping technique was used . Mind mapping is a useful tool which can help facilitate the search for patterns and themes of our stakeholders to shape the fundamentals of our ODS . Through mind mapping , the team could reach common understanding towards a user friendly and operable user interface . 3 . Application : My team worked on producing a mind mapping exercise to help us identify needs for the ODS . Before the exercise , the team already had knowledge on the ODS and was given a brief introduction on the background of the mind mapping exercise . We placed a large blank sheet in the middle of the table . We then wrote ODS as our main topic in the middle of the blanks sheet . Then we drew branches and thought of adjectives that would describe our ODS ( e.g. simple , usable , easy , compatible ) . Next , we started to draw sub - branches and elaborated on the adjectives and brainstormed for features , designs and methods which can help to achieve the identified adjectives . We made use of colours and visuals to help explain the concept better . After the mind mapping exercise , we started to analyse our thoughts by grouping similar concept together . For example , for adjective “ easy ” one of the keywords in the sub - branch was “ links ” and for adjective “ simple ” one of the keywords in the sub - branch was “ menu ” . The two features all point out to the concept of easy navigation . The analysis exercise helped to create a list of main concept , design features and functions in the ODS . The team then used this list to discuss with our IT department and programmer on the requirements . 4 . Insight and Approach By applying mind mapping tools , it helped the team drill in depth on the topic and identify hidden problems and risks that may have been neglected before . Mind mapping allowed the team to visualize the online platform through the use of word , images , numbers , symbols and colour . It helped draw inter - relationship between different sub - branches and while we started to diverge and create branches along a topic . We ended up converging our thought around a certain concept / theme , helping us define and prioritize our goals while moving forward . In the next stage , our team will review the results from the mind mapping exercise and incorporate into the ODS . I found that using graphics and colours during mind mapping particularly useful . As the saying “ a picture is worth a thousand words ” , one is able to observe many details and hidden messages through drawings and adoption of colours . Mind mapping is an exercise that can aid the thinking process as it allows the brain to radiate different thoughts and ideas instead of traditional linear thinking . It can help identify risks and needs in which the results are useful in planning and overall project management . Next time , I will add an empathize stage after this exercise . I would invite relevant stakeholders for a workshop to understand their online navigating patterns through direct observation . Direct observation an a very useful way of understanding the behavior and difficulties faced by users as we could directly watch them toggle with the applications .