Buyer's Guide to Brainstorming and Mindmapping Tools

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Buyer’s Guide to Brainstorming and MindMapping Tools By Seth Rowland September 14, 2011

hey say that lawyers organize your thoughts. In a world The simple tree and branch are not visual people. with information overload, how ca “list” became an actual tree on a Hogwash. We’re all you communicate effectively and page with text bubbles and real visual. No one’s brain, present your ideas? How can you tree branches. In the transition Tlegal or otherwise, works only plan a strategy, identify its elements, from “idea processor” to “visual in the linear, verbal realm. Thus, assess best practices, and assign processor” these outlines have it’s likely you could benefit from tasks and priorities? How can you morphed into presentation tools, mindmapping (aka brainstorming) provide clarity and direction? scenario analyzers, and project software. And who better to write managers. Moreover, from the a buyer’s guide for you than lawyer While divine intervention may offer work of a lone thinker working and document assembly expert a solution for some (even among in isolation, these tools have Seth Rowland who reviewed the nonreligious — think the nine evolved to handle teams of allCLEAR and MindManager muses), many lawyers have taken thinkers working in collaborative respectively in two issues of matters into their own hands with workspaces. It is this family of this newsletter back in 2007. In mindmapping tools and processes. products that I will cover in this today’s TechnoFeature article, issue of TechnoFeature. Seth moves beyond the product First, we used index cards. Then review to deliver for you at no outliners as Yvonne Renfrew charge a full-blown buyer’s guide. discussed in her recent SmallLaw If you have never worked Seth discusses nine features to column, Revisiting the Super PIM. consider when shopping. As a Back in 1980, I put myself through with a mindmapping tool, bonus, the appendix to this article law school using a product you owe it to yourself to take lists 14 desktop software and six developed by Neil Larson called cloud (Web) products. Did Seth MaxThink. MaxThink was (and one for a test drive. use mindmapping software to remains) a visual outliner with create this comprehensive buyer’s which you create branches and guide. Need you ask? trees with ENTER and INSERT As you read this article realize commands, and move outline that many of these products have INTRODUCTION trees and branches with an arrow devoted “fan clubs.” There are Chaos exists before order. key. I organizedall of Criminal “gurus” like Tony Buzan, Steven Information without form. Procedure into a single outline, Covey. and David Allen — highly- Inchoate ideas. Thoughts. Facts. and obtained a top grade in the paid motivational speakers, Files. Fragments. Links. Photos. course. MaxThink enabled me to whose products embody special Videos. All of these items hover easily define the “key issues” and design philosophies on how best in the immediate present, just a “key facts,” and develop a tool to optimize the potential of the few clicks away, the sheer volume that enabled me to retrieve that human brain. There is even a overwhelming. So many thoughts; information in a timely fashion for blog, Mindmappingsoftwareblog. so many facts; so many ideas; so the exam. It allowed me to focus com devoted to this software. many tasks. And yet … no order. on the details of the trees and then step back and see the forest. NINE KEY FEATURES OF In this chaos we find it difficult to MODERN MINDMAPPING solve problems effectively. It is hard Since that time, outliners have SOFTWARE to focus, and even harder to come evolved, along with word-proce- These tools are now called by the up with a creative thought or even to ssors to become more “visual.” fancier terms of “brainstorming”

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or “mindmapping” or “visual to both enter information as well the end of a few hours, I had a processor.” They come in many as to navigate the map. fairly comprehensive map of the flavors. At their root is a principle entire industry. And, with a few that the human brain can only Differences exist in the “visual clicks of the map, I could find process a limited set of options metaphor” of the mindmap. further product details that I at one time, and that the brain Some of the differences in needed as I wrote this article. responds best to visual stimuli. layout and template have to do with presentation. However, Mindmaps are superior note- Mindmapping tools mimic the others serve as aids in thinking. taking tools because you can human brain by organizing The separation of “layout” “organize” and “categorize” as information into “lists” or from information distinguishes you take notes. Information is “branches,” and then grouping mindmapping tools from mere not linear. In the Web-connected these lists into a hierarchy (the word-processors. Programs like world, there are no textbooks outline tree). Modern mindmapping MindManager 9 offer several that distill the information. Rather, tools go further, enabling you to distinct views of the same data: we have a sea of disconnected establish connections between map, outline, Gantt (project information from which we must the branches in one tree with timeline), slides (PowerPoint), make sense. We need to examine certain branches in another tree. and Walk Through (presentation the grass, picture, tree, and then By focusing on content over mode). Map shapes and lines can flyover the forest, all at the same format, these tools enable you to be changed by “map styles” and time to make sense out of the “think” faster and more efficiently. “design templates.” information.

Mindmapping tools range from Mindmaps also enable you to make free (and open source) up to Mindmaps are superior note- “connections” between disparate $1,000 per user for analytical information. For example, tools. In deciding which tool to taking tools because you can PersonalBrain embodies the use, I recommend that you down- “organize” and “categorize” focus on “connections” or what load a free trial and take the soft- Neil Larson, creator of Houdini, ware for a spin. Most vendors as you take notes. called “information annealing.” have online videos that take you through the basics. These tools With PersonalBrain and its online are designed to be fast and fun. 2. Information Mapping counterpart, TeamBrain, you You can perform most of your can make unlimited connections work with the INSERT, ENTER and Order emerges from chaos via between any points in the map. arrow keys. In evaluating products the map, one link at a time. In You can then choose a point in the you should understand the fea- preparing for this article, I made map and produce an “ancestor” tures described below and decide a map using MindManager. I or inputs tree and a “child” or which of them are most important created an entry for Software. outputs tree. With other programs to you. Generally, the more you As I surfed, I added products you can draw hyperlinks between pay the more features you get. to the map. For each product different branches and even I add links to the pages on points in other maps. 1. Brainstorming features, pricing, and video tutorials. I also added my first 3. Presentations The core of mindmapping soft- impressions of the products. As ware is brainstorming. It is impor- I conducted my survey, I started Mindmaps are not just for tant to be comfortable with how categorizing the products into personal brainstorming. Increa- the software lets you add new “Open source,” “Desktop,” and singly, they have become items to your outline. If you are “Online.” I changed the rankings presentation tools to persuade a keyboard person like me who by reordering products. I added team members or clients to hates using the mouse, it will be information on product history. I follow a particular strategy. In important that the software have highlighted distinguishing featu- this light, they have become a full range of keyboard shortcuts res and added a few images. At presentation tools. MindManager

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has a “presentation mode” that Other products, like Mindview 4 look closely and the Import/Export lets you step through the map in offer the ability to embed data features of the product and the “order,” telling a story about the on different branches of the included layout templates. information therein. tree, including variables and calculations, and export the data Most of the higher-end mapping into Excel charts. If you want to open up tools export to a number of formats, including Word, 5. Task Management the map to the team PowerPoint, and Excel to include to edit, you will need the results of the map in a format A natural next step from for others to use. Many ship with brainstorming is task management a collaboration platform. appealing design templates. — the ability to assign tasks MindView 4 has dozens of design to team members and track templates and lets you preview their progress. Typically, certain 7. Project Management the outputs before you export. branches of the tree are designated as “tasks” and assigned to a Those who manage projects Some products focus almost “resource” or person. Using icons will understand and value this exclusively on presentations and or other tools, you can track the feature. Those who work alone communications. SmartDraw progress of each item towards won’t care. If you are working VP is a mindmapping tool at its completion. In some programs, with a team of people, the ability core, but pitches itself as the first these tasks are integrated with to view a mindmap as a GANTT “Visual Processor.” It sees itself Microsoft Outlook and show up chart is invaluable. It allows you as a communication enhancer, on the team member’s calendar. to map out the tasks and phases letting you build dynamic and In MindManager, the “progress” quickly. And then lets you plan informative presentations that on a given task can “roll up” out the order in which tasks are “visual” and informative. to a parent topic. In this guise are completed, how long they the mindmap both defines will take, any dependencies, and manages the project. In a and who will perform the work. Increasingly, mindmaps have “collaborative” environment, the Previously, you needed Microsoft whole team has access to the Project, a fairly expensive and also become presentation map either through a file server or difficult program to master. tools to persuade team through a web server. MindManager and MindView and other programs in their premium members or clients to follow 6. Export/Import editions now include project a particular strategy. management. Most mindmaps organize items well. Most facilitate links 8. Mobile Apps and embedding images and 4. Strategy Planning documents. What you get when Many lawyers have an Android you spend a little more money is smartphone or iPhone, and You can use maps to set forth a the ability to move the information perhaps an iPad too. If so, it’s strategy. Only a few of programs on the map both into and out important that maps created on allow you to assess which strategy of the program. You may have your PC or Mac can be viewed is the best, and provide backup information in a structured Word and ideally edited on these statistics. allCLEAR Analyzer ena- document. MindManager allows devices. Check on whether the bles you to create a flow chart you import that document and software you’re evaluating has and assign data and probabilities convert it into MindManager a corresponding Android or iOS to the different branches of the outline. You can make changes app and how well it interacts with flow chart. From these it can and then export the document the desktop software. In practice, statistically tell you which route back, fully formatted. If you are you may spend more time on the on the flow chart is cheaper and working with teams or giving mobile version than you will on which more expensive. presentations, you will want to the desktop version.

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9. Collaboration The trend towards collaboration look at the features videos. You is welcome, and the web sites may find that you are underusing Just as you need to manage a facilitating these collaborations are the product. Look for the features team, you may also need to work good. But look closely at the feature discussed in this article. If you with a team. The name of the set. Make sure you can export your find a key feature lacking, check game is collaboration. If you want maps into a usable format and out some of the other products. to open up the map to the team to conversely that you can bulk import It is time to bring order to chaos. edit, you will need a collaboration data. Realize that web applications platform. lack many formatting, layout, and DESKTOP MINDMAPPING template options, as well as some PRODUCTS There are two approaches to of the live connections to Outlook MindManager 9 collaboration. One approach is and databases, GANTT charts Mindview 4 to work with a desktop client and and analytic tools. Also, check the NovaMind Platinum host the map files on a shared privacy terms of your host. As a PersonalBrain server. Team members can then lawyer, you don’t want your work MindMapper 12 “synchronize” changes on their product shared with the wrong XMind Pro personal version of the map with people. Mindjet will soon launch SmartDraw VP those on the hosted server. This Mindjet Connect, incorporating the MindGenius 4 approach is used by Mindjet collaboration tools from a recent AllCLEAR Catalyst, TeamBrain, and others. acquisition of Cohuman. Seavus DropMind 2.4 Inspiration 9 The other approach is to build a CONCLUSION iMindMap 5 Web application that requires no If you have never worked with a FreeMind Open Source client installation. All the maps and mindmapping tool, you owe it MindVisualizer Standard the tools are hosted and provided to yourself to take one for a test together as a service for a monthly drive. The names of all software CLOUD-BASED MINDMAPPING subscription. This approach is products and web services PRODUCTS followed by MindMeister, Bubbl. mentioned in this article as well Mindjet Catalyst us, Mind42.com, and Mindomo 6. as some others are listed below (if TeamBrain For fees ranging from free to $20 I have omitted a product that you MindMeister per month, you can work in a web use let me know). If you currently Bubbl.us space and collaborate with others use a mindmapping tool, update Mind42.com on maps and projects. to the current version, and take a Mindomo 6

Seth Rowland was named TechnoLawyer Consultant of the Year in 2002 for his achievements in document assembly and law practice automation, including helping countless law firms directly as a consultant and indirectly through his contributions to TechnoLawyer. He is a nationally known technologist whose company, Basha Systems LLC, has helped many law firms and content providers build document assembly applications for both internal use and for resale. Please visit the Basha Systems Blog for the latest on document assembly.

About TechnoFeature TechnoFeature is a weekly newsletter that offers in-depth reporting by leading legal technology and practice management experts, many of whom have become “household names” in the legal profession. It’s in this newsletter that you’ll find TechnoLawyer’s oft-quoted formal product reviews and accompanying TechnoScore ratings. Learn more at technolawyer.com/technofeature. Copyright © 2011 PeerViews Inc. All rights reserved.