Example Reflection - Mind Mapping

Challenge

We are a sales team who work IT projects with Government Sector, and I am Team Manager  assistant. Our main challenge is to improve workflow/workload within the sales and presales  team into more efficient way; in order to increase sales, and expand our team size for the future.  Our team currently has 10 members, including sales and sales assistants, plus 3 presales.  While being as an IT solution company, we always come across with the newest IT gadgets  and/or applications as well as technologies.This also brings us to one of our biggest concerns;  while we have a lot of flexibility on procedures for individual sales to fit their needs, this also  causes us lacking the ability to synchronize workflow/workload balance between sales as well  as with presales. There are fragments of new leads information, on process projects that needs  to close deals, project coordination etc. Although we understand that there should be some  certain IT applications/solutions could help us to solve the team’s concerns, I believe that we  should handle our concerns in a more design thinking way. This project shall not exceed 60  working days and shall include work hours from interviews, possibly workshops, and solution  tryouts amongst with whole sales and presales team. There is not a strict deadline date for this  project, due to limitations of team members’ time availability for interviews and check point  reviews.

Selection

As being very beginning stage of using design thinking way trying out to solve our challenge, the  solution I am trying out is Mind-mapping. This tool would help me to better empathize and  understand teammates’ situations and their challenges as well as their preference work styles  during interviews.

Application

The first step we did was conduct different types of meetings, both within sales team and  pre-sales team. As the meetings flow, we made some bullet points like mind mapping from each  individual’s duties, challenges, concerns, from as broad as between different teams to as  narrow as individual daily work flow. We specially focused on how they feel on their current  duties and what causes their pain points. Although we always wanted to jump to looking for a  solution to fix each of their concerns, we kept reminding ourselves that we should be more open  minded to dig deeper for the true causes of the concerns. After a few small group meetings and  1-on-1 interviews, we gathered different lists on data for analysis stage. The Mind Mapping tool  effectively helped us to better visualize and cross checking between individual’s pros and cons  for similarity and differences.

Insight

By using Mind Mapping tool, we found some common concerns between teams and also within  teams. Moreover, this tool also helps us to categorize/prioritize levels for all pain points and  challenges. For example, lack of regular communication is one of the biggest causes of project  getting stuck in a certain stage. However, lack of communication is just an easy conclusion for  these concerns, while the main challenge is actually that the unbalanced workload between two  teams. This tool helps us to see gaps in between challenges and create open spaces for us to  dig deeper to understand more individually. With all the comments in front of us, experiments  samples become easier to pick for testing solutions.

Approach

Mind Mapping is a well pick tool for this project. Starting from gathering information, when we  are only taking notes on multiple individuals general comments up until we do the 1-on-1  interviews. We found differences and similarities of pros and cons. Although at a certain point  that we feel that we have too much information on our hands. This tool helps us best with cross  comparing between comments for similarities and conflicts. This tool also help us to see better  for balancing out to seek compromise. For next meetings, we should check point for both teams  and individuals to reflect on the solutions, comments about what works and what not. Then align  to new experiments if neccessary.


Example Reflection - Mind Mapping Challenge We are a sales team who work IT projects with Government Sector , and I am Team Manager assistant . Our main challenge is to improve workflow / workload within the sales and presales team into more efficient way ; in order to increase sales , and expand our team size for the future . Our team currently has 10 members , including sales and sales assistants , plus 3 presales . While being as an IT solution company , we always come across with the newest IT gadgets and/or applications as well as technologies . This also brings us to one of our biggest concerns ; while we have a lot of flexibility on procedures for individual sales to fit their needs , this also causes us lacking the ability to synchronize workflow / workload balance between sales as well as with presales . There are fragments of new leads information , on process projects that needs to close deals , project coordination etc . Although we understand that there should be some certain IT applications / solutions could help us to solve the team ’s concerns , I believe that we should handle our concerns in a more design thinking way . This project shall not exceed 60 working days and shall include work hours from interviews , possibly workshops , and solution tryouts amongst with whole sales and presales team . There is not a strict deadline date for this project , due to limitations of team members ’ time availability for interviews and check point reviews . Selection As being very beginning stage of using design thinking way trying out to solve our challenge , the solution I am trying out is Mind - mapping . This tool would help me to better empathize and understand teammates ’ situations and their challenges as well as their preference work styles during interviews . Application The first step we did was conduct different types of meetings , both within sales team and pre - sales team . As the meetings flow , we made some bullet points like mind mapping from each individual ’s duties , challenges , concerns , from as broad as between different teams to as narrow as individual daily work flow . We specially focused on how they feel on their current duties and what causes their pain points . Although we always wanted to jump to looking for a solution to fix each of their concerns , we kept reminding ourselves that we should be more open minded to dig deeper for the true causes of the concerns . After a few small group meetings and 1 - on-1 interviews , we gathered different lists on data for analysis stage . The Mind Mapping tool effectively helped us to better visualize and cross checking between individual ’s pros and cons for similarity and differences . Insight By using Mind Mapping tool , we found some common concerns between teams and also within teams . Moreover , this tool also helps us to categorize / prioritize levels for all pain points and challenges . For example , lack of regular communication is one of the biggest causes of project getting stuck in a certain stage . However , lack of communication is just an easy conclusion for these concerns , while the main challenge is actually that the unbalanced workload between two teams . This tool helps us to see gaps in between challenges and create open spaces for us to dig deeper to understand more individually . With all the comments in front of us , experiments samples become easier to pick for testing solutions . Approach Mind Mapping is a well pick tool for this project . Starting from gathering information , when we are only taking notes on multiple individuals general comments up until we do the 1 - on-1 interviews . We found differences and similarities of pros and cons . Although at a certain point that we feel that we have too much information on our hands . This tool helps us best with cross comparing between comments for similarities and conflicts . This tool also help us to see better for balancing out to seek compromise . For next meetings , we should check point for both teams and individuals to reflect on the solutions , comments about what works and what not . Then align to new experiments if neccessary .