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Be More Productive Using A Mind Map As a Task List

Be More Productive Using A Mind Map As a Task List

A mind map is a great tool for capturing ideas quickly, presenting them in a nice, graphical and hierarchical form. But can it be used as a task list?

Your task list can exist in many different forms and you probably already have it on a sheet of paper, sticky notes or captured in some electronic device. Some people use good, old Notepad, but there are many applications to help you capture your tasks, such as Remember the Milk, Evernote, IQTell, OmniFocus, or simply Microsoft OneNote.

I have been successfully using mind maps to store my tasks for several years and there are a number of people that have liked and adopted this idea. I believe there are some great advantages: just try it!

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Starting out

First, you need an application to build and manage the mind map. It can be used on a computer or 10″ tablet (smaller devices don’t work that well). If you don’t know where to start, try FreeMind, which is free and can be used on different platforms and operating systems.

Name the root of the map as “Tasks”, “ToDo”, or simply your name, and add four basic sections: “Urgent” and “Projects” on the right-hand side, and “Delegated” (or “Awaiting”) and “Done” on the left-hand side.

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Mind Map Structure

    Using the mind map

    The whole process of building the map and the operation is described in this video:

    As you can see, the rules are simple and very intuitive, and using a mind map as a task list has some advantages over traditional techniques, as follows:

    It’s visual

    Your task list is no longer just a flat list with some text — some people hate task lists because of that. By using a mind map, you can preserve the hierarchy and priorities of the tasks, nest them and reorganize easily. You can also apply different fonts and colors, or make hyperlinks. It’s your list, so you can organize it your own way.

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    It involves emotions

    With just one look your mind map can show you where you are. You can see it and you can feel it. Sometimes you can see that one of the projects is overloaded, that you have far too many delegated tasks, or there is one task that has been there since forever because the goal was not clear. With each completed task you can see your progress by simply noting how the “Done” section grows. It is great to look at it at the end of your week and be proud of that!

    It tracks delegated tasks

    I can often see that many people struggle because their task lists do not have the ability to track the task that was delegated to someone else. It is either marked as “Done” (I’ve done my part) or stays there, calling for action and making the picture blurry. Dedicated section for delegated tasks solves the problem and also keeps the list visual.

    It tracks the progress

    Because there is a separate section for already completed tasks, you can see how this grows and feel good about it. With just one look you can see where you are and how much you have already accomplished this week, and it is much easier to write reports or summarize your work. These small achievements are your small victories.

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    It calls for retrospectives

    After one week, the “Done” section is probably quite large and this is the moment to clean it up. Of course you can simply delete the tasks that were completed from the mind map, but you could also spend half an hour, or even just few minutes, and reflect on them. Which gave you the most satisfaction? Which drained energy from you? What could you do better next week?

    When you are done, delete them, but it will give you the feeling of a small victory. Many people are really surprised when they see that list at the end of the week!

    It can be personalized

    Another great thing is that you can apply your own format to it. You may change fonts, apply different colors or add images to different projects. You may add icons to some tasks, for example when you think there is some risk associated with it. The mind map is all yours, when you think something can be done your own way, just do it!

    Summary

    I believe this technique has many advantages over traditional, “flat” task lists. It can be used on any device using any mind mapping application you like. There is no special magic behind this. You can easily improve it over time and fine tune it to your personal style. You can see and you can feel the progress.

    If you try this technique, I would love to hear your comments about it below!

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    Piotr Nabielec

    Author, CEO, Consultant

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    Last Updated on October 16, 2019

    Invaluable Lessons You Can Learn From Your Mistakes

    Invaluable Lessons You Can Learn From Your Mistakes

    Do you like making mistakes?

    I certainly don’t.

    Making mistakes is inevitable. Wouldn’t it be wonderful if we could be at ease with them?

    Perhaps there is a way to think of them differently and see their benefits.

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    Why Mistakes Feel Dangerous

    Mistakes often feel dangerous. Throughout human history, our errors have often been treated as dangerous for a variety of reasons:

    • Our vulnerability. We have limited and fragile support systems. When those systems fail, people often lose their lives.
    • Real dangers. Nature can be dangerous, and making mistakes can put us at the mercy of nature and its animal residents seeking a meal.
    • Ignorance. Many cultures scapegoats someone whenever there is a failure of some kind. Scapegoating can be serious and deadly.
    • Order. Many societies punish those who do not conform to the prevailing orthodoxy and treat difference and non-conformity as a mistake. Even our brains flash an error message whenever we go against prevailing social norms.

    We have a history of handling mistakes and failure in an unpleasant way. Since each of us carries our human history with us, it can be a challenge to overcome the fear of making mistakes.

    If we can embrace the reality of mistakes, we can free ourselves to be more creative in our lives and dig up some interesting insights.

    Why We Can’t Avoid Making Mistakes

    Many people operate under the notion that making mistakes is an aberration, a mistake if you will. You can call it perfectionism but it is a more substantial problem. It is really a demand for order and continuity.

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    When we think we can eliminate mistakes, we are often working from a perspective that sees the world as a fixed place. The world, however, is not so obliging. Like it or not, the world, and everything in it, is constantly changing.

    Change is more constant and pervasive than we can see with our own eyes which is why we often miss it. Our bodies are constantly changing. The natural conditions of the earth change constantly as well. Everything, including economic and cultural systems have life cycles. Everything is in a constant state of flux.

    We cannot see all of the changes going on around us since rates of change vary. Unfortunately, when we try to create a feeling of certainty and solidity in our lives or operate from the illusion of stability and order, we are fighting reality and our natural evolution which is built on adapting to change.

    It is better to continually bend into this reality rather than fight every change we experience. Fighting it can cause us to make more mistakes. Finding the benefits in change can be useful and help us minimize unnecessary mistakes.

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    Lessons Learned from Making Mistakes

    Life has so many uncertainties and variables that mistakes are inevitable. Fortunately, there are many things you can learn from making mistakes.

    Here is a list of ways to harness the mistakes you make for your benefit.

    1. Point us to something we did not know.
    2. Reveal a nuance we missed.
    3. Deepen our knowledge.
    4. Tell us something about our skill levels.
    5. Help us see what matters and what does not.
    6. Inform us more about our values.
    7. Teach us more about others.
    8. Let us recognize changing circumstances.
    9. Show us when someone else has changed.
    10. Keep us connected to what works and what doesn’t work.
    11. Remind us of our humanity.
    12. Spur us to want to better work which helps us all.
    13. Promote compassion for ourselves and others.
    14. Teach us to value forgiveness.
    15. Help us to pace ourselves better.
    16. Invite us to better choices.
    17. Can teach us how to experiment.
    18. Can reveal a new insight.
    19. Can suggest new options we had not considered.
    20. Can serve as a warning.
    21. Show us hidden fault lines in our lives which can lead us to more productive arrangements.
    22. Point out structural problems in our lives.
    23. Prompt us to learn more about ourselves.
    24. Remind us how we are like others.
    25. Make us more humble.
    26. Help us rectify injustices in our lives.
    27. Show us where to create more balance in our lives.
    28. Tell us when the time to move on has occurred.
    29. Reveal where our passion is and where it is not.
    30. Expose our true feelings.
    31. Bring out problems in a relationship.
    32. Can be a red flag for our misjudgments.
    33. Point us in a more creative direction.
    34. Show us when we are not listening.
    35. Wake us up to our authentic selves.
    36. Can create distance with someone else.
    37. Slow us down when we need to.
    38. Can hasten change.
    39. Reveal our blind spots.
    40. Are the invisible made visible.

    Reframe Reality to Handle Mistakes More Easily

    The secret to handling mistakes is to:

    • Expect them as part of the process of growth and development.
    • Have an experimental mindset.
    • Think in evolutional rather than fixed terms.

    When we accept change as the natural structure of the world, our vulnerability and humanness lets us work with the ebb and flow of life.

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    When we recognize the inevitability of mistakes as part of the ongoing experiment which life is, then we can relax more. In doing so we may make fewer of them.

    It also helps to keep in mind that trial and error is an organic natural way of living. It is how we have evolved over time. It is better to be with our natural evolution than to fight it and make life harder.

    When we adopt an evolutional mindset and see ourselves as part of the ongoing human experiment, we can appreciate that all that has been built up over time which includes the many mistakes our ancestors have made over thousands of years. Each one of us today is a part of that human tradition of learning and experimenting,

    Mistakes are part of the trial and error, experimental nature of life. The more you adopt the experimental, evolutional frame, the easier it becomes to handle mistakes.

    Handling mistakes well can help you relax and enjoy all aspects of life more.

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    Featured photo credit: Sarah Kilian via unsplash.com

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