zandax online course logo
Info, Blogs, Contact & Login

How to Use Mind Map Software for Project Management

From the ZandaX Project Management Blog

Articles to help to manage projects on time and on budget

Home  >  Blogs Home  >  Management Blog  >  Project Management Articles  > 
How to Use Mind Map Software for Project Management

How to Use Mind Map Software for Project Management

A post from our Project Management blog

      Written by Jordan James
Organizations are constantly on the lookout for effective ways of managing their time and money. In project management, we're tasked with coordinating teams, keeping track of intricate workflows and optimising communication.

To do this, we use many different tools, apps, and websites. We use the Pomodoro technique for time management, Basecamp for managing projects, and Kanban to help us uncover workflow problems. But we want more.

One business management tool that is widely used across different industries is the mind map. Commonly used to spark creativity and expand on ideas, it's claimed that Da Vinci used a method of mind mapping in his note-taking. This allowed him to see things which most people could not.

Mind Map
Radiant thinking has been used throughout history for learning, brainstorming and problem solving by everyone from engineers to psychologists. These days, it has become an essential tool in the arsenal of many businesses.

Today, the mind map has been popularised by Tony Buzan, who says it helps people to "present a structure of the problem as a simpler picture". But despite its many applications, is there any place for it in project management?

Project managers already use a wide range of tools to coordinate workflows. Can there be a better way to keep track of the moving parts of the project? A better way to uncover any hidden roadblocks and opportunities?

Critics of mind mapping in project management say its non-linear design over-simplifies project analysis. How true is this?

Mind mapping for Project Management

Project management involves the input and co-operation of different people across teams, and sometimes multiple sites. To ensure project success, it is vital that all the information generated is kept well-organized.

As a visual means of organization, mind maps can be used to make complex project scenarios clearer. This enables project managers to see a full overview of the project, making mind maps an excellent tool for creating work breakdown structures (WBS). In project management, the use of mind mapping software helps to bring all the parts of the project together into one interface.

In the modern mind mapping industry, you can find both stand-alone software options and mobile apps. There are software options that you can use online and offline, ones that have import and export options, ones that allow collaboration, and much more.

Many popular mind map tools also have project management capabilities built in. Whether it's Mindmap, Mindjet, Xmind, Mindnode, here are five ways they can be used in project management.

1) Defining the project

Mind mapping software can be used to create a WBS, which will help you to define a clear objective for your projects. By defining projects this way, the goals for the project can be identified and listed easily. This provides a point of focus for the team while the project is carried out.

2) Project planning

With the project defined and objectives identified, mind mapping enables managers to visualise the front-end of the project. Maps are generally considered an efficient way to display data for clearer understanding, therefore using a mind map to plan can help you reduce information overload.

In the project planning phase, you'd have to list the tasks that need to be done, figure out dependencies, and deduce how long each task will take. With a mind mapping software, all this can be done faster and more accurately.

3) Defining milestones

With a plan in place, your mind mapping software of choice can be used to define project milestones and track the progress of key elements of the project. In some programs, you can append "percentage complete" icons to tasks on the map. This provides a visual cue that allows you to monitor and evaluate your progress using established milestones.

Defining Milestones

4) Defining roles and responsibilities

Mind mapping software can also be used to monitor the resources and team members assigned to each task. By defining team roles like this, you can create sections (branches) on the map to summarise the responsibilities of individual team members. The ability to create hierarchical nodes will also allow you to organize the project team more efficiently, and deploy resources strategically.

5) Scheduling

With the planning and WBS done, the mind mapping software can be converted to a Gantt chart for effective scheduling. When choosing a mind mapping software for project management, look for one with export functionality. With some software, the Gantt view is integrated within the mind mapping software, allowing users to switch easily between project mode and Gantt view.


We know that project management is a specialisation that's already full of different models and methods. However, being able to see the full picture of a project, and all its requirements, is one of the many challenges that project leads face at the start of a project. Because they act like a visual "executive summary," mind maps can communicate an essential overview of your project, and allow project managers to plan the most efficient path to completion.

Whether you use a mind map as a memory aid, a brainstorming tool, or to plan your next project, it's guaranteed to significantly increase your productivity. So, as a powerful yet flexible way of managing projects, mind maps do have a place in project management.

What's your favourite mind mapping software? Which of its features helps you the most?

Back to the Project Management blog

Click the button for more Project Management articles.

The ZandaX Leadership & Management blog

Click a panel for great articles on leadership & management

ZandaX Blog Contents

Want to see them all? Click to view a full list of articles in our blogs.

Online courses to boost your skills
Click a button to see more about each course
Personal Development
Microsoft Software
Leadership & Management
ZandaX online training course logo
ZandaX – Change Your Life ... Today
All content © ZandaX 2022
Close menu element
See how you score on a range of skills that are critical to your well-being and performance
Communication Skill test
Communication Skills
How Can You Communicate Better?
Would you like to see what kind of communicator you are? And how you can improve the effectiveness of your communications?
Likeability test
How Much Do People Like You?
Do you sometimes wonder just how likeable you are? And wouldn't you like to see how you can (genuinely) become more likeable?

Time Management test
Time Management
How Can You Make More Use Of Your Time?
Are you frustrated by how easily time slips away? Do you get frustrated when things don't get done just because you run out of time?
Assertiveness test
Are you Passive, Aggressive or Assertive?
Would you like to know where you fall on the behavior spectrum? Does your response to events sometimes surprise you?

Close menu element
Information & Resources
ZandaX information
Read more about us, our Privacy Policy and our Terms of Service
See how we want to help you, and how we make everything easy for everyone
Callback request
ZandaX Blogs
Articles to increase your knowledge and understanding in key areas of your life and career.
Read our blogs on Personal Development, Business Skills and Leadership & Management

Time Management test
Log In
Log in to your online dashboard
View your courses, review what you want and download your workbooks and certificates
Assertiveness test
Contact Us
An easy online form to get in touch
With options for More Information, Customer Service and Feedback

Close menu element
Learn About:
Personal Development
Leadership & Management
Sales & Presentations
Microsoft Office
Microsoft Project
Microsoft Visio

[NOTE: Mouse over the titles above,
then to visit the website pages you want,
click on the links in the right hand panel]
Our courses
We have everything covered: learn all applications at all levels!   All courses are CPD certified.
Microsoft Excel courses
Microsoft Excel 2021 / 365
Introduction to Advanced
Microsoft Excel 2013 / 2016
Introduction to Professional
Microsoft Powerpoint courses
Microsoft Powerpoint Introduction
Microsoft Powerpoint Advanced
Microsoft Word courses
Microsoft Word Introduction
Microsoft Word Intermediate
Microsoft Word Advanced
Microsoft Powerpoint courses
Microsoft Access Introduction
Microsoft Access Intermediate
Microsoft Access Advanced
Microsoft Outlook courses
Microsoft Outlook Essentials
Microsoft Project
Enhance your project management with our two intensive but very easy-to-follow CPD certified Microsoft Project courses.
Microsoft Project courses
Microsoft Project Introduction
Get a solid foundation in Project software to create solid, resilient project plans.
You don't need prior experience with Project: just be able to use a PC with Microsoft Windows.
Microsoft Project Advanced
The Advanced course takes you to a level that will put you in complete control of your projects.
You should, of course, be fully conversant with the skills and concepts taught in the Introduction course.
Microsoft Visio
Become a Visio master with our two intensive but very easy-to-follow CPD certified Microsoft Visio courses.
Microsoft Visio courses
Microsoft Visio Introduction
Get a solid base for using Visio to create high quality, impressive diagrams.
You don't need prior experience with Visio: just be able to use a PC with Microsoft Windows.
Microsoft Visio Advanced
This course will enable you to use Visio to design graphics at the highest level.
You should, of course, be fully conversant with the skills and concepts taught in the Introduction course.
Take a look at our new Marketing section which we begin with two great books on Copywriting
... there will be more to follow, so stay tuned!
Copywriting books
Copywriting for Results
A two-book set that will give you all you need to write great copy every time.
Get the first book to learn the process, then the second to see how to apply it to all media types.
  • Copywriting for Results: Your Complete Guide
  • Copywriting for Results: Putting It Into Action
Watch This Space
We have more in the pipeline so be sure to check back soon to see what's new!
More marketing books
Take a look at our new Leadership & Management section which we begin with a superb course on Managing Teams
... there's lots more to follow, so keep in touch!
Team Leadership courses
Team Leadership & Line Management
For practical advice on managing teams for results.
Make your team successful and more positive with tons of real-world techniques that work.
  • Team Management for Line Managers & Supervisors
  • Building High Performing Teams (in production)
Watch Out For More!
We have more courses in the pipeline so check back soon to see what's new!
More team leader courses
Great, easy-to-follow courses on how to succeed in sales and presentations
Drive Your Sales to New Levels
Selling Skills course
Learn how to sell more, to more people
Deliver Presentations that Get Results
Presentation Skills course
Build and deliver great presentations
Your Keys to Success are here!
Sales Management course
Manage your team for great results
Great, easy-to-follow CPD certified courses on skills that will change your life!
Learn How to Stop Wasting Time!
Time Management course
Get more out of every day of your life ...
Boost Your Self Esteem: Be Assertive
Assertiveness course
Learn how to deal with bad behavior
Great Communications = A Happy Life!
Communication Skills course
Supercharge your communications
Improve Your Relationships
Building Relationships course
Learn how to be more likeable!
Get a Plan to Beat Your Stress
Stress Management course
Learn how to reduce & manage your stress
It's the Behavior, Not the Anger!
Anger Management course
Control anger in yourself and other people
Site Cookies
We have placed cookies on your device to help make this website better.

You can change your cookie settings in your browser. Otherwise, we'll assume you're OK to continue.

I'm fine with this