Advertising
Advertising

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!

Advertising

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.

Advertising

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.

    Advertising

    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.

    Advertising

    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!

    More by this author

    Piotr Nabielec

    Author, CEO, Consultant

    How to Really Achieve Goals 8 Outlook Hints Everyone Should Know 7 Things Smart Learners Do Differently 10 Ways To Have Quality Sleep That You Probably Don’t Know 9 Things You Can Do To Completely Unleash Your Potentials

    Trending in Productivity

    1 What Is Creativity? We All Have It, and Need It 2 How to Set Long Term Goals and Reach Success 3 Easily Distracted? Here’s How to Regain Your Focus 4 Why You Need to Set Future Goals (And How to Reach Them) 5 15 Productive Things to Do When Bored (So Time Is Not Wasted)

    Read Next

    Advertising
    Advertising
    Advertising

    Last Updated on January 21, 2020

    What Is Creativity? We All Have It, and Need It

    What Is Creativity? We All Have It, and Need It

    Do you think of yourself as a creative person? Do you play the drums or do watercolor paintings? Perhaps compose songs or direct plays? Can you even relate to any of these so called ‘creative’ experiences? Growing up, did you ever have that ‘artistic’ sibling or friend who excelled in drawing, playing instruments or literature? And you maybe wondered why you can’t even compose a birthday card greeting–or that drawing stick figures is the furthest you’ll ever get to drawing a family portrait. Many people have this common assumption that creativity is an inborn talent; only a special group of people are inherently creative, and everyone else just unfortunately does not have that special ability. You either have that creative flair or instinct, or you don’t. But, this is far from the truth! So what is creativity?

    Can I Be Creative?

    The fact is, that everyone has an innate creative ability. Despite what most people may think, creativity is a skill that everyone can learn and hone on. It’s a skill with huge leverage that allows you to generate enormous amounts of value from relatively little input. How is that so? You’ll have to start by expanding your definition of creativity. Ironically, you have to be creative and ‘think out of the box’ with the definition! Creativity at its heart, is being able to see things in a way that others cannot. It’s a skill that helps you find new perspectives to create new possibilities and solutions to different problems. So, if you encounter different challenges and problems that need solving on a regular basis, then creativity is an invaluable skill to have.Let’s say, for example, that you work in sales. Having creativity will help you to look for new ways to approach and reach out to potential customers. Or perhaps you’re a teacher. In this role you have to constantly look for new ways to deliver your message and educate your students.

    Advertising

    How Creativity Works

    Let me break another misconception about creativity, which is that it’s only used to create completely “new” or “original” things. Again, this is far from the truth. Because nothing is ever completely new or original. Everything, including works of art, doesn’t come from nothing. Everything derives from some sort of inspiration. That means that creativity works by connecting things together in order to derive new meaning or value.From this perspective, you can see a lot of creativity in action. In technology, Apple combines traditional computers with design and aesthetics to create new ways to use digital products. In music, a musician may be inspired by various styles of music, instruments and rhythms to create an entirely new type of song. All of these examples are about connecting different ideas, finding common ground amongst the differences, and creating a completely new idea out of them.

    What Really Is Creativity?

    Creativity Needs an Intention

    Another misconception about the creative process is that you can just be in a general “creative” state. Real creativity isn’t about coming up with “eureka!” moments for random ideas. Instead, to be truly creative, you need to have a direction. You have to ask yourself this question: “What problem am I trying to solve?” Only by knowing the answer to this question can you start flexing your creativity muscles. Often times, the idea of creativity is associated with the ‘Right’ brain, with intuition and imagination. Hence a lot of focus is placed on the ‘Right’ brain when it comes to creativity. But, to get the most out of creativity, you need to utilize both sides of your brain–Right and Left–which means using the analytical and logical part of your brain, too. This may sound surprising to you, but creativity has a lot to do with problem solving. And, problem solving inherently involves logic and analysis. So instead of throwing out the ‘Left’ brain, full creativity needs them to work in unison. For example, when you’re looking for new ideas, your ‘Left’ brain will guide you to a place of focus, which is based on your objective behind the ideas you’re searching for. The ‘Right’ brain then guides you to gather and explore based on your current focus. And when you decide to try out these new ideas, your ‘Right’ brain will give you novel solutions outside of the ones you already know. Your ‘Left’ brain then helps you evaluate and tune the solutions to work better in practice. So, logic and creativity actually work hand in hand, and not one at the expense of the other.

    Advertising

    Creativity Is a Skill

    At the end of the day, creativity is a skill. It’s not some innate or natural born talent that some have over others. What this means is that creativity and innovation can be practiced and improved upon systematically.A skill can be learned and practiced by applying your strongest learning styles. Want to know what your learning style is? Try this test. A skill can be measured and improved through a Feedback Loop, and can be continuously upgraded over time by regular practice. Through regular practice, your creativity goes through different stages of proficiency. This means that you can become more and more creative! If you never thought that creativity was relevant to you, or that you don’t have a knack for being creative… think again! You can use creativity in any aspect of your life. In fact you should use it, as it will allow you to to break through your usual loop, get you out of your comfort zone, and inspire you to grow and try new things. Creativity will definitely give you an edge when you’re trying to solve a problem or come up with new solutions.

    Start Connecting the Dots

    Excited to start honing your creativity? Here at Lifehack, we’ve got a wealth of knowledge to help you get started. We understand that creativity is a matter of connecting things together in order to derive new meaning or value. So, if you want to learn how to start connecting the dots, check out these tips:

    Advertising

    Featured photo credit: rawpixel via unsplash.com

    Advertising

    Read Next