Thursday, 22 May 2014

Get Focus and Clarity on the Map!

Brainstorming sessions, team meetings, focus groups, workshops, training sessions, planning meetings, project meetings... think of how many meetings, sessions, groups, etc, businesses and organisations hold each day, each month, throughout the year – a staggering amount I would suggest!

Is that your organisation?

Is that you – do you hold or take part in a lot of meetings?

How well planned, executed and followed up are they?

What about encouraging and promoting creativity, engagement and collaboration?

With so many meetings, all held with the best intentions and objectives I’m sure, I can’t help but think of how important it is for us all that we plan, run, manage and follow-up on our meetings as effectively and productively as possible.

Yet, in our experience of working closely with a large client-base, I often experience and hear of instances of:

• Too many meetings
• Too many “waste of time” meetings
• Lack of focus on the reason and/or objective(s) for the meetings
• Lack of focus and clarity during the meetings
• Input, discussions, agreements and actions/tasks not being recorded properly
• Outcomes and actions not followed up effectively (on time or even at all)
• Increased dissatisfaction and annoyance within departments, teams and individuals that requirements, agreements and actions are not followed through

Of the many wide and varied successes, improvements and benefits that MindGenius has brought users over the years, the application and use of MindGenius as an effective collaborative tool to bring focus and clarity to each stage of the “effective meeting” process (Planning – Execution – Follow-Up – Close-Out) is one that provides real benefit and savings in time and effort.

If you haven’t already used MindGenius at any stage of your meetings, I would strongly encourage you to do so. It’s simplicity of use, the power of the visualization aspect the mapping format provides, the increased engagement and collaboration - all truly enhance that all-important focus and clarity that is vital to each stage of the meeting process –
• clear agenda and purpose
• ideal platform for creativity and idea-generation
• quick, easy, effective and visual capture of discussions, knowledge, information and input
• dynamic functionality to help with decision-making and prioritization (e.g. Categories and Filtering)
• clearly defined and displayed tasks, actions and resource allocation
• easy-to-use, intuitive task/action monitoring and management capability
• project management functionality without the need for other PM tools

Meetings and group sessions within businesses and organisations are now part of every-day business life – they are the platform and production line for an endless stream of strategies, decisions, innovation, direction, change, improvement, project management, etc, etc.

Why then, particularly when we have a tool and a “way of working” like MindGenius at our disposal, do we not maximise and improve our efficiency and productivity within this all-important aspect of our working lives?

(An example Map from MindGenius Templates)

You may have noticed the article in the April MindGenius Newsletter on assigning actions to branches, well worth looking at if you’ve not utilised that functionality. Building on that is a related topic in this month’s Newsletter – Export Tasks to, and Synchronising with, MS Outlook – another value-adding function that greatly enhances the management of tasks and actions arising out of meetings.

If you haven’t already done so, please take a serious look at using MindGenius for meeting management. If you require help or assistance there are numerous resources both within the MindGenius Help and within the Resources section of our website
We also provide advice and professional training and consultancy services to help you get the most out of MindGenius and its application for meetings and many other business and education uses.
Contact us anytime on, we’d be delighted to help!

Author Bio: Jamie MacDonald, Head of Client Development at MindGenius. Jamie is a highly experienced trainer, facilitator and coach with over 20 years’ experience in training, development, HRM and business improvement.


Are you getting the best out of MindGenius to enhance productivity for you / your team?

MindGenius Ltd provide an extensive range of tailored training and consultancy solutions for individuals and teams. If you need to improve your use or wider adoption of MindGenius, contact your Account Manager or email – we’d be happy to discuss your requirements and options.

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