Example Reflection – Mind Mapping

Challenge & Selection

Selection: The tool which I am going to discuss is mind mapping

Challenge: I work for a large IT service provider which provides IT Infrastructure related services.  Normally client floats a RFP (Request for proposal) which contains all their requirements. While  responding to large RFP’s (which are estimated in millions of dollars) we need to contact different teams  within infrastructure space such as servers, storage, cloud, automation, network, security etc. Each one  of these teams have different solutions and a different understanding of client requirements and each  one of them propose  most state of the art solution which is often not required. Under such  circumstances, it becomes very important to convey key customer pain points, needs and vision to these  teams so that they can provide the most tailored solution. Mind mapping is a fantastic way of  communicating such requirements in a visual way which is very intuitive to understand.

Application

Since we are the ones who lead the proposal response, it’s up to us to prepare mind map. We take the  following steps for creating one in a power point presentation. We use normal clip arts for this purpose

Step 1: We start with creating 3 circles, one each for customer pain points, key customer asks and  nonfunctional requirements.

Step 2:  We then connect the solution provided by the teams to each of the circles.

Step 3: We then remove solutions which cannot be mapped to each of the circles mentioned in Step 1.  This resolves a major portion of our problem as it helps us in minimizing the alternatives available.

Step 4:  Separate mind maps- are created to identify dependencies and assumptions associated with  each of the solution tenets

Step 5:  Then we create separate mind maps for identifying the components associated with each of the  solution tenets. For eg- for a converged infrastructure solution we need servers, storage, network etc.  This steep help us in identification of each of the components and thus helps us in pricing for each of the  component.

All these activities are conducted in a war room were the entire team is assembled, so that each one of  us is on the same page. This helps in assimilation of ideas and helps each of our team members in  tweaking and customizing their respective solution to prepare a more tailored overall solution for our  client.

Insight & Approach

Following are some key points associated with insight and approach for mind mapping

1. Always use curves, instead of lines. Lines  signify rigidity  whereas curves signify flexibility

2. Expand the width of the power point slide to include more ideas, graphic elements.  3. Start with the key idea. Place it in the center of the slide and then start linking it with sub ideas  4. Always involve the key decision maker/ sales guys  of your company in such discussions because

a. It helps them in coming up with new pitches for the solution  b. Since mind mapping is easy to understand , sales guys can give key inputs to other

technical team members who rarely face the customer

5. If you are working in a large organization, it is very likely that some of your team members

cannot make themselves available for such discussions for variety of reasons. In such cases,  always share the mind mapping slides with your entire team so that they can refer to the slides  later and can rapidly be at par with the rest of the team.


Example Reflection – Mind Mapping Challenge & Selection Selection : The tool which I am going to discuss is mind mapping Challenge : I work for a large IT service provider which provides IT Infrastructure related services . Normally client floats a RFP ( Request for proposal ) which contains all their requirements . While responding to large RFP ’s ( which are estimated in millions of dollars ) we need to contact different teams within infrastructure space such as servers , storage , cloud , automation , network , security etc . Each one of these teams have different solutions and a different understanding of client requirements and each one of them propose most state of the art solution which is often not required . Under such circumstances , it becomes very important to convey key customer pain points , needs and vision to these teams so that they can provide the most tailored solution . Mind mapping is a fantastic way of communicating such requirements in a visual way which is very intuitive to understand . Application Since we are the ones who lead the proposal response , it ’s up to us to prepare mind map . We take the following steps for creating one in a power point presentation . We use normal clip arts for this purpose Step 1 : We start with creating 3 circles , one each for customer pain points , key customer asks and nonfunctional requirements . Step 2 : We then connect the solution provided by the teams to each of the circles . Step 3 : We then remove solutions which can not be mapped to each of the circles mentioned in Step 1 . This resolves a major portion of our problem as it helps us in minimizing the alternatives available . Step 4 : Separate mind maps- are created to identify dependencies and assumptions associated with each of the solution tenets Step 5 : Then we create separate mind maps for identifying the components associated with each of the solution tenets . For eg- for a converged infrastructure solution we need servers , storage , network etc . This steep help us in identification of each of the components and thus helps us in pricing for each of the component . All these activities are conducted in a war room were the entire team is assembled , so that each one of us is on the same page . This helps in assimilation of ideas and helps each of our team members in tweaking and customizing their respective solution to prepare a more tailored overall solution for our client . Insight & Approach Following are some key points associated with insight and approach for mind mapping 1 . Always use curves , instead of lines . Lines signify rigidity whereas curves signify flexibility 2 . Expand the width of the power point slide to include more ideas , graphic elements . 3 . Start with the key idea . Place it in the center of the slide and then start linking it with sub ideas 4 . Always involve the key decision maker/ sales guys of your company in such discussions because a. It helps them in coming up with new pitches for the solution b. Since mind mapping is easy to understand , sales guys can give key inputs to other technical team members who rarely face the customer 5 . If you are working in a large organization , it is very likely that some of your team members can not make themselves available for such discussions for variety of reasons . In such cases , always share the mind mapping slides with your entire team so that they can refer to the slides later and can rapidly be at par with the rest of the team .