Project planning with mind maps (examples)

Getting started with a new project can feel overwhelming. From the first spark of an idea to the final stakeholder list, there’s a lot to organize. That’s where mind maps come in. By giving you a flexible space to brainstorm, plan and present, MindMeister helps you turn early thoughts into structured action — fast.

1. Brainstorm project ideas

Brainstorming in online mind maps has been found to be even more effective than traditional, in-person brainstorming sessions. In fact, using online mind maps can increase your creative output by about 50%. Here’s how to get started:

• Open a blank mind map in MindMeister and write your idea in the center of the map.

• Add 3 to 6 first-level topics (branches) around the center with significant keywords.

• Explore the details of your idea by adding child topics to the branches.

• Important: Let your thoughts flow freely and don’t censor your ideas. Don’t interrupt your brainstorming until you’re satisfied with the result or have run out of ideas.

2. Refine your project idea

After your initial brainstorming, chances are you will be left with a bit of a mess. Now’s the time to comb through the ideas and thoughts you’ve collected in your map, delete any you don't want to pursue, and reorder the rest to create a meaningful structure.

• Remove topics with inapplicable ideas.

• Move topics around to create a proper structure for your map.

• Add explanations and details to your ideas in the form of notes, links, images and files.

• Add emphasis to topics by choosing appropriate styles and icons.

3. Perform a benefit-cost analysis

A benefit-cost analysis helps you decide whether it’s really a good idea to undertake the project you’ve been planning. To perform a benefit-cost analysis in a mind map:

• Open a blank mind map in MindMeister.

• Create one branch for your project objectives.

• Create one branch for estimated resources required to perform the project.

• Create a third branch for anticipated benefits.

• Calculate the project’s net present value (=excess of project’s expected benefits over its estimated costs in monetary terms) and use the result to decide whether you should go ahead with the project.

4. Outline your project plan

While the actual writing process is better done in a text document, mind maps are a fantastic format for outlining the chapters and contents of your project plan. Mind maps not only visualize your entire project plan on a single page, they also offer space for notes, links and comments. You can even attach whole files to the topics in your mind maps. To get started:

• Open a blank mind map to create an outline for your project plan

• Create first-level topics for what will later become the various chapters of your plan (e.g. “Objectives”, "Constraints", "Risks" etc.).

• Add details to each first-level topic in the form of child topics. Try to stick to individual keywords and short phrases so as to not clutter up your map. You can add longer explanations in the form of notes.

Once you’ve mapped out your vision, you’ll probably want to present it to your team, your superiors or your client. The best way to do this is by using MindMeister’s built-in presentation mode to turn the mind map into a dynamic slideshow.

• Open presentation mode and create slides for the topics in your map.

• Add appropriate transitions to the slides.

• Present your idea to the decision makers.

5. Create a project roadmap

With your plan signed off, it's time to create a roadmap for your team. A project roadmap is a great tool to quickly review your goals and milestones and ensure you’re still on schedule. You can easily update the roadmap throughout the project’s lifetime if your priorities change or you need to refine your previous estimates.

• Open a blank mind map to create an outline for your project roadmap

• Start with the project name in the center of your map

• Referencing your project plan, create a branch for each key phase of your roadmap e.g. "Research & Planning" and "Secure Funding".

• Outline project details and action items by adding child topics to the branches. Add comments and notes for additional context.

So those are 5 simple ways mind maps can aid you in all stages of project planning. When you’re ready to go from planning to execution, you can use MindMeister’s integration with the collaborative project manager MeisterTask to seamlessly turn your mind maps into agile project boards, and get productive with your team!