Archive for the 'Flowchart' Category

Back in May of 2006 we published a little desktop utility called The Five minute Flowchart. This business card based printable sheet went on to become one of our most popular utilities and thousands of people have downloaded it.

I have been amazed at the uses people have found for it. From a handy planning utility for meetings to an employee workflow tool, these cards have found their way onto many desktops.

In the spirit of innovation I would like to introduce the 2008 Deluxe Version of the Five Minute Flowchart with five new pages of symbols, arrows, and callouts. With this new tool you can complete a very complex flowchart right on your desktop. It is easy to copy and paste the symbols you use often onto one sheet, or print out the whole set for an upcoming meeting.

This new set prints out in Microsoft Word and is compatible with Word 97 and up. You can easily add text while you are in Word or use a Sharpie to add text right on the desktop. You can also add color and texture for added emphasis.

Instructions:

• Download the Deluxe Five Minute Flowchart template
• Open in Microsoft Word
• Add text to the shapes or print blank
• Cut & paste shapes as needed
• Print out on Avery Business Card stock (10 card)
• Break cards apart
• Lay them out on your desk or table
• Create a great flowchart
• Modify as necessary

Options:

• Add color and texture to your shapes for added emphasis
• Add other shapes and lines from the auto shape menu in Word
• Print cards double sided for added versatility
• Take a picture of your final flowchart to transfer to Smartdraw or Visio

These cards are easy to carry around in your Walleteer for quick access at your next meeting. Have fun and go with the flow!

I received an e-mail the other day from SmartDraw about their new 2007 release of their popular flowcharting software. I decided to download a free trial and give it a spin. I’ve used SmartDraw in different versions since the late 1990’s but this new release is really sweet. The interface is all new designed around Microsoft’s new ribbon interface for Office 2007. If you have used MS Office 2007 you’ll feel right at home. If not it may take a few minutes to get oriented to the new look and feel.

The installation took a few minutes but installed without a hitch. I opened the program and was greeted with a selection interface on the left and a preview of my selections center screen. The selection of documents and charts you can create flows off the page. This is one powerful piece of software. For my first selection I selected a blank Mind Map from the document bar.

The Mind Map application opened with a ribbon bar at top, a left hand smart panel and a large work area. I took a quick look through the menus and found the ribbon interface very similar to Word 2007. This new interface is very intuitive. The blank mind map page opened with a single “Main Topic” button in the center of the screen. For my first mind map I decided to create one for my work activities.

I clicked the add topics button from the left menu and added a few buttons. As they appeared on the screen I clicked them one by one and gave them each a title. Once I had my main projects on screen I added sub topics to each one. This was fun as I went through my mind and put down everything I had been working on for the week.

The software was intuitive and it was really easy to add titles and sub titles since the connector lines were automatically drawn. Soon I had a very complete diagram of what had been going through my mind over the previous few days. I was blown away how quick and easy this was. I was also greeted with one huge fact….

Here was all the STRESS I had been feeling all in one place. The chart was almost overwhelming. I could not believe how much stuff I had been dealing with on a daily basis. This is what was so eye opening for me… I knew I was busy… but I had no idea of the magnitude of the problem. With thirty to forty boxes it was easy to see that something had to be done.

This diagram put all my work stress visually in one easy to navigate chart. Now it was easy to break things down by project. And the big one for me… It was easy to see at a glance the Next Actions. So many of these projects were stalled by one thing or the other. But when you can visually see them all in one place your mind really gets to work.

I printed out the mind map and got out a highlighter pen and started marking it up. Top priorities were highlighted and it was really easy to see that completing just two things would move 6 of the projects to the next stage. Dear readers… this is one of the most productive things I have ever done. It took under 10 minutes to create this mind map, but the results have been amazing.

As a visual person this on screen representation really hit home. I have tried mind mapping before with other software, but the interfaces have always been a little clumsy for me. I would usually give up in frustration. But this new interface from SmartDraw just works. I didn’t have to think about anything. When I clicked… it worked the way I thought it should.

And then I discovered some additional features that were really cool. With a click of a button, I had a Powerpoint slide of the mind map. Another click gave me a PDF and another gave me a complete HTML webpage. With the themes button I could change the look and feel of the whole document in just seconds.

After modifying the map I exported it to a Word document and added a Next Actions list to the bottom. Now my GTD skills came into play and I was able to get the “big rocks” on their way to completion. Simple, effective, and it took under 15 minutes to complete.

As I started to write this post I decided to create a mind map of my blogging activities. In just a few minutes I had a great view of my weekly blog activities. As before the visual representation instantly got my mind to thinking… man I’m doing a lot on every post. My mind asked, “is there a way to simplify this? The next actions became apparent and I realized quickly that some new blogging software might help me immensely. I’ve taken some action on this this morning and I’ll post about this on an upcoming article.

Here is a mind map of my blogging activities (I simplified this quite a bit to get it to fit on one screen). When you see everything in one place you realize that blogging is not as easy as it sounds. If you multiply this with multiple blogs you can easily see how it can get out of hand. With SmartDraw you can easily add sub-topics to this diagram to really fine tune the process.

I have only touched on one facet of this powerful software. I’ll be posting about additional features in the coming days. The great thing about SmartDraw is that you can download a trial version for free. This is one piece of software that I highly recommend you take for a spin.

To help you create flowcharts and mind maps in a workgroup or during a meeting, check out our Desktop Flowchart and SuddenMind Idea Mapper. These cards are a great way to brainstorm ideas in a group before bringing them into a software application like SmartDraw.

Technorati Tags: SmartDraw, mind map, flowchart

Have you ever struggled to come up with new ideas for a product or service? Maybe it’s a name, color, or packaging that’s holding you back. Maybe it’s the flow or creation process. When I’ve been in similar situations I always like to get a group of peers together and do a little mastermind project. We’ll take a simple brainstorming diagram and go around the room and capture ideas. We usually set a time limit of one minute.

The ideas usually come fast and furiously and you need to write them down quickly. The key to making this work is speed, without restraint on what is presented. When people have to think quickly, raw thoughts come to the surface without restrictions. It is amazing to see how this works.

Sometimes the best ideas are the crazy ones that come out of left field. One idea can lead to another and soon you have a lot of suggestions and inspiration to work with. Our minds work so well when we are presented a question and we have to respond quickly.

So how can you replicate this mastermind experience without a group of people? How can you do it with a large group of people in a room that might make masterminding impractical? I would like to introduce you to SuddenMind, a desktop idea mapping toolkit that you can use by yourself, with a mastermind group, or even in a large meeting assembly.

The tools are simple to create and you can print them out quickly on a laser or inkjet printer. The kit includes…

1. A simple brainstorming diagram. This is a classic and works well with a small group. It’s simple to use. Just write down your question/topic in the center circle, set a time period of one minute, and go around the room getting responses from everybody. Write down the responses on the end of the lines. You’ll be amazed how well this works.

It is best to have one person as the moderator and writer so the ideas will flow unrestricted. It’s also a good idea to set a rule that there are no wrong answers. Sometimes the crazy ideas are what really work.

2. SuddenMind Cards: Basic. This is a set of ten small cards with a simple word on it. You turn the cards upside down, shuffle them, and turn them over one at a time. Set yourself a time period of 30 seconds to write down something on each card. You can use these alone or in a group. These are useful because they force you to think quickly and on a random idea.

The basic cards just use a word and you write your responses on the lines provided. This is a great way to start the process and if you use them in a group you’ll be amazed at the variety of responses you receive. In a group setting, you can have them presented in the same order or have them shuffled. If they are presented in the same order you can get group vocal feedback during the process.

3. SuddenMind Cards: Visual. This takes the card idea a little further and presents the user with a word and a memory jogging shape to work with. This increases the creativity and the shapes can contribute to some imaginative answers. The rules here are the same as the basic set but you can write anywhere on the cards. Putting answers in the shapes can really jog your mind to come up with creative ideas.

Since these shapes tie in with the structure of ideas you may find answers coming in product creation, product flow and manufacturing processes. Visual learners will find these cards especially helpful.

4. SuddenMind Cards: Concept. These cards are a little more complex. They take a concept and present it to you in a visual way. With a concept card you will have to come up with a unique answer that is focused in a specific area. Since there is a limited time period you’ll be amazed how your mind can take a more evolved idea and come up with an answer.

You can easily modify these cards to your own business plan and the feedback that you get from a group exercise may be invaluable. With concepts like Cool Factor, Web Marketing, and Word of Mouth Marketing, you may have very usable ideas created that you can implement quickly.

5. SuddenMind: Layout. This is a printed, standard letter size sheet of paper for you to put your finished cards in a radial layout. Similar to a basic brainstorming diagram, this sheet allows you to capture multiple ideas on cards and present them in a visually organized way. This is especially helpful in a mastermind group as you can take everyones individual cards and display them together. This is a simple but helpful tool. This works very well with the Basic set of cards.

6. SuddenMind: Connectors.  With all of your ideas on individual cards , you can use these arrows and connectors to  create an idea map, flowchart, or process map right on your desk. With a little imagination you’ll be creating complex flows that you can move around to your hearts content. When you are finished, take a quick digital photo and transfer the diagram into SmartDraw or other flowcharting software.

Connectors are great for visual collaboration in a mastermind or other small group. Just put all the cards on the table, grab the connectors, and create your flow. You can easily fill in blank cards with a Sharpie to create almost any diagram. Have fun… experiment… and create your business masterpiece. These are also a great addition to our Five Minute Flowchart.

Download the SuddenMind Toolkit

Instructions:

• Download the SuddenMind Toolkit template
• Unzip files
• Open individual documents in Microsoft Word
• Modify text as necessary or print as is
• Cut & paste shapes as needed
• Print cards out on Avery Business Card stock (10 card)
• Print Layout Sheet and Brainstormer on heavyweight paper
• Break cards apart
• Put them in a stack upside down
• Draw one card at a time and take 30 seconds to fill in
• Place completed cards on the layout sheet or in a flowchart

This toolkit has many different options. Print multiple sheets and use it in a group mastermind session or you can use it to brainstorm by yourself. The possibilities are many and the cards are easily modified to match your individual needs.

Once you are done you can transfer your ideas to a conventional flowchart/mind mapping program such as Smartdraw. You can download a free trial of Smartdraw and give it a test drive.

I have been amazed how well this system works for coming up with new business concepts and really thinking through ideas. Take some cards to your next meeting and give them a go. You’ll find that everyone will want to participate and you’ll quickly have numerous ideas to work with.

Other printable items that you may find helpful…

Five Minute Organizer
Five Minute Flowchart
Five Minute Outliner
Five Minute Motivators
Instant Garage Sale
Five Minute Diet Planner

Technorati Tags: mind map, flowchart, organization

Years ago I had a job where I used the program Visio to create flowcharts. The program was in its early stages but the power of organization was wonderful. I could move the shapes anywhere I wanted and I could easily see the workflow that I was after. The nice thing was the ability to quickly move things around.

That is the power of the, “Five Minute Flowchart.” Print a half dozen business card flowchart sheets, break them apart, grab a Sharpie, and have fun. You’ll soon have a business card flowchart on your desk. Then you can start moving things around.

Don’t like this card here… then move it. Grab a different colored Sharpie and mark things up. Have fun… break the rules. Make yourself the CEO and add others below you. Send the workflow downstream. Create your own corporation.

This Microsoft Word based template allows you to add text from the computer or you can print them blank and enter text by hand. The template includes the 10 most popular shapes and arrows for basic flowcharts. You can cut and paste different shapes in your template to modify them the way you want. Add color and texture for added emphasis.

Once you have modified your template and printed it out, break all the cards apart and clip them together with a mini clip. Take this Flowchart Walleter to your next business meeting and wow your co-workers. People will be amazed at your creativity and organizational prowess. Pass out some cards and Sharpies and have a flowchart party. The creativity will soar and you just may find the answer you were looking for.

Instructions:

• Download the Five Minute Flowchart template
• Open in Microsoft Word
• Add text to the shapes or print blank
• Cut & paste shapes as needed
• Print out on Avery Business Card stock (10 card)
• Break cards apart
• Lay them out on your desk or table
• Create a great flowchart
• Modify as necessary

Options:

• Add color and texture to your shapes for added emphasis
• Add other shapes and lines from the auto shape menu in Word
• Print cards double sided for added versatility

Bottom Line: Have fun and be creative. I have found that this little tool is very helpful for many projects.

Update: Check out our new deluxe version with over 40 new symbols

Related Projects:

Five Minute Motivators

Five Minute Organizer

Mind Map Your Stress

Sudden Mind Idea Mapper