A couple of years ago, our team was scattered across Europe – some in Stockholm, others in Germany – juggling multiple projects with endless email threads, scattered Excel sheets, and SharePoint lists that no one could keep in sync. Brainstorming felt chaotic, task assignments got lost, and getting a clear overview of progress was a nightmare. We needed something that could visualize complex ideas while handling real project management without switching between a dozen tools.
That’s when we dove into MindManager. What started as a simple mind mapping trial turned into a game-changer for how we collaborate, plan, and execute.
Starting Simple: Capturing Ideas Visually
We began with the basics – creating mind maps from a central topic and branching out. MindManager’s template library made it easy to kick off projects, whether it was brainstorming a new service process or outlining organizational responsibilities.
One of our first wins was building interactive dashboards. For instance, we created a knowledge dashboard showing formulas and calculations pulled directly from Excel – complete with visual indicators that flag when budgets are approaching limits.
Levelling Up to Full Project Management
As projects grew, we leaned into MindManager’s task tools. Adding start/due dates, resources, and costs to topics was intuitive – just drag and drop. The task roll-up feature gave us instant summaries of time, costs, and progress across the entire map.
The built-in Gantt chart became our go-to for spotting dependencies and critical paths. Switching views – like Kanban, priority, or tag views – helped us adapt to different needs without losing context.
Seamless Integration and Real-Time Collaboration
The real magic happened with integrations. Our team lives in Microsoft 365, so syncing with SharePoint and Teams was a lifesaver.
We’d send tasks directly to SharePoint lists for two-way sync: update progress in MindManager, refresh, and see changes reflected in SharePoint – or vice versa.
Querying SharePoint lists pulled live data into maps, and saving entire maps to SharePoint let non-license holders view interactive HTML5 versions with filters.
In Teams, the MindManager app enabled true co-editing. My colleague in Germany and I in Sweden could work on the same map simultaneously – dragging resources, updating progress bars, adding notes – without overwriting each other.
Managing Multiple Teams and Sharing Externally
For managers overseeing several teams, the map roll-up feature was invaluable. We’d create a central dashboard that pulled in data from individual team reports stored in cloud or local storage – all side-by-side in one map, with links back to originals. Updates in one file automatically refreshed in the dashboard.
When sharing with externals who didn’t have access to our SharePoint, the publish function came in clutch. We’d generate a secure link to an interactive browser version of the map – complete with attachments, links, and filters – without giving away internal access.
Why It Stuck With Us
MindManager isn’t just mind mapping software; it’s a full visual workspace that combines creative brainstorming with serious project and task management. The integrations with Office 365, SharePoint, and Teams mean we rarely leave our existing ecosystem, yet everything stays connected and visual.
If you’re dealing with complex projects, distributed teams, or just drowning in information, I highly recommend giving MindManager a try. You can start with their free 30-day trial here and see how it fits your workflow – it completely changed ours for the better.
Founder & Editor at Durofy
