Using Mind Mapping for Optimizing Hardware Deployments at Data Centers

Challenge

One of the key requirements at most data centers is the ability to accommodate the rapid deployments  of ever changing IT equipment, specifically computer racks. Computer racks are usually very dense  hardware containing servers, storages, or other IT devices.  They consume a lot of space & power, require  specialized power cabling, and must receive uninterrupted power & cooling to keep them operational  24x7 hours, year-round. As technology evolves, the type and rating of these power cables keeps changing.  At any given time, there could be dozens of different types of power cables operating within a single data  center.

As a result of this requirement, we had a major challenge at our data centers to provision the needed  specialized power cables in a timely manner for each new computer rack. It was a challenge because it  involved lengthy material procurements & logistics, mostly imported, and required customized on-site  fabrication of the power circuits, i.e. cables, plugs, connectors, etc.

Selection

Although the main stages of the hardware deployment are well defined, the process itself involves a huge  amount of data, too many parameters and stakeholders, and is not a simple technical problem that can  be analyzed with some engineering calculations. Hence, mind mapping was selected by our team as the  most appropriate tool to answer the “what is” question before attempting to answer the “what if”  question. This would allow the team get a deeper understanding of the various variables, the dynamic  environment, any restrictions within the process, and figure out those “unarticulated needs.” As stated  by Arely Espinosa in the video of week 3, “this is just what mind mapping does well.”

Mind mapping engages various stakeholders to visually explore and reach a common understanding of  the issue at hand. It assumes that the various elements surrounding the issue are interconnected in a  structured fashion, and that patterns and themes can be identified once the stakeholders set together to  visualize and share thoughts as one team. Usually, it consists of workshops that enables teams to learn  collectively, which allows new design ideas to surface.

Application

To tackle this challenge, a team of 12 stakeholders were gathered in a large conference room on three  consecutive days. Large charts were posted on walls illustrating the various stages that each computer  rack goes thru throughout its life cycle inside our data centers. Members were given a chance to review  the charts, then asked to individually and freely mark their comments, likes, dislikes on each chart. A  number of steps then followed, were each team member listened, provided remarks, shared issues,  highlighted concerns, and elaborated on his role in the hardware deployment process.

In three days, lots of color-coded charts depicting a set of common but very specific hardware deployment  issues were identified. These were considered the process themes that also included a set of patterns.  The themes were structured around four main topics: space, power, cooling, and communication.

The extensive knowledge that each member of the team gained and the interconnections that were  visualized have set the stage for collective innovative thoughts to streamline the hardware deployment  process. i.e. “what if”. Material specifications were standardized, logistics were unified and centralized,  and everyone’s focus was aligned and shifted towards common goals: saving time while fulfilling end  users’ needs to the full extent. The hardware deployment resources that used to consume over four weeks  of preparation are now easily obtained in a week time. This was very remarkable.

Insight

When the team members were initially invited, they had one specific challenge to look into: identifying  ways to secure the needed specialized power cables in a timely manner for each new computer rack.  However, the mind mapping process enabled far more comprehensive visualization of the whole  computer hardware deployment process. As a result, the innovative ideas that were produced not only  addressed this specific challenge but have also extended to additional challenges relating to space,  cooling, and communication. The beauty of the tool is that all stakeholders have unanimously agreed to  the new proposals, because they were not imposed on them. This was an essential add-on that naturally  overcome resistance and assured immediate buy-in.

Approach

The team could have selected visualization as an alternative tool to address the given challenge.  Visualization and mind mapping both rely on extensive visual thinking. In visualization, each stakeholder  would have converted his thoughts into an image that is visible by others. In fact, the same set of diagrams,  sketches, and charts that were produced in the mind mapping workshop could be used in a visualization  setting. However, with visualization, the process would continue to produce more and more charts and  diagrams that depict the enhanced or innovative solution being sought. This might have tackled the given  single challenge. However, it probably wouldn’t extend to identify and resolve related hidden challenges.  In other words, visualization is a key component of mind mapping but more results can be achieved with  mind mapping. Of course, this extra achievement is specific to the given hardware deployment challenge,  as it benefitted from the relatively big number of participating stakeholders who were involved in all  stages of the process and have many common tasks. Visualization might be better suited to other  challenges that have fewer stages or have limited common interactions among the stakeholders.


Using Mind Mapping for Optimizing Hardware Deployments at Data Centers Challenge One of the key requirements at most data centers is the ability to accommodate the rapid deployments of ever changing IT equipment , specifically computer racks . Computer racks are usually very dense hardware containing servers , storages , or other IT devices . They consume a lot of space & power , require specialized power cabling , and must receive uninterrupted power & cooling to keep them operational 24x7 hours , year - round . As technology evolves , the type and rating of these power cables keeps changing . At any given time , there could be dozens of different types of power cables operating within a single data center . As a result of this requirement , we had a major challenge at our data centers to provision the needed specialized power cables in a timely manner for each new computer rack . It was a challenge because it involved lengthy material procurements & logistics , mostly imported , and required customized on - site fabrication of the power circuits , i.e. cables , plugs , connectors , etc . Selection Although the main stages of the hardware deployment are well defined , the process itself involves a huge amount of data , too many parameters and stakeholders , and is not a simple technical problem that can be analyzed with some engineering calculations . Hence , mind mapping was selected by our team as the most appropriate tool to answer the “ what is ” question before attempting to answer the “ what if ” question . This would allow the team get a deeper understanding of the various variables , the dynamic environment , any restrictions within the process , and figure out those “ unarticulated needs . ” As stated by Arely Espinosa in the video of week 3 , “ this is just what mind mapping does well . ” Mind mapping engages various stakeholders to visually explore and reach a common understanding of the issue at hand . It assumes that the various elements surrounding the issue are interconnected in a structured fashion , and that patterns and themes can be identified once the stakeholders set together to visualize and share thoughts as one team . Usually , it consists of workshops that enables teams to learn collectively , which allows new design ideas to surface . Application To tackle this challenge , a team of 12 stakeholders were gathered in a large conference room on three consecutive days . Large charts were posted on walls illustrating the various stages that each computer rack goes thru throughout its life cycle inside our data centers . Members were given a chance to review the charts , then asked to individually and freely mark their comments , likes , dislikes on each chart . A number of steps then followed , were each team member listened , provided remarks , shared issues , highlighted concerns , and elaborated on his role in the hardware deployment process . In three days , lots of color - coded charts depicting a set of common but very specific hardware deployment issues were identified . These were considered the process themes that also included a set of patterns . The themes were structured around four main topics : space , power , cooling , and communication . The extensive knowledge that each member of the team gained and the interconnections that were visualized have set the stage for collective innovative thoughts to streamline the hardware deployment process . i.e. “ what if ” . Material specifications were standardized , logistics were unified and centralized , and everyone ’s focus was aligned and shifted towards common goals : saving time while fulfilling end users ’ needs to the full extent . The hardware deployment resources that used to consume over four weeks of preparation are now easily obtained in a week time . This was very remarkable . Insight When the team members were initially invited , they had one specific challenge to look into : identifying ways to secure the needed specialized power cables in a timely manner for each new computer rack . However , the mind mapping process enabled far more comprehensive visualization of the whole computer hardware deployment process . As a result , the innovative ideas that were produced not only addressed this specific challenge but have also extended to additional challenges relating to space , cooling , and communication . The beauty of the tool is that all stakeholders have unanimously agreed to the new proposals , because they were not imposed on them . This was an essential add - on that naturally overcome resistance and assured immediate buy - in . Approach The team could have selected visualization as an alternative tool to address the given challenge . Visualization and mind mapping both rely on extensive visual thinking . In visualization , each stakeholder would have converted his thoughts into an image that is visible by others . In fact , the same set of diagrams , sketches , and charts that were produced in the mind mapping workshop could be used in a visualization setting . However , with visualization , the process would continue to produce more and more charts and diagrams that depict the enhanced or innovative solution being sought . This might have tackled the given single challenge . However , it probably would n’t extend to identify and resolve related hidden challenges . In other words , visualization is a key component of mind mapping but more results can be achieved with mind mapping . Of course , this extra achievement is specific to the given hardware deployment challenge , as it benefitted from the relatively big number of participating stakeholders who were involved in all stages of the process and have many common tasks . Visualization might be better suited to other challenges that have fewer stages or have limited common interactions among the stakeholders .