Archive for the ‘document’ Category

Importing from Word to MindManager

Monday, November 15th, 2010

I just noticed a comment on someone else’s blog about creating mind maps from documents.  MindManager has been able to open or import Word documents for a decade. You can use either the File > Open and select the Word document type or File > Import > Word. For this import to be effective the Word document must have the following styles in it:

  • Title becomes Central Topic Text
  • Heading Level 1 becomes Main Topic Text
  • Heading Level 2 becomes Sub Topic Text and Levels 3 onwards become Sub Sub Topics etc.
  • Body or Normal becomes Topic Notes

Make sure the Word document uses these styles before importing.

I have used this to import tender and contract documents.  Important elements can be copied from the notes and in to topics or call outs. Relationships between call outs and topics can be added to show where the document has conflicting information. Call outs to highlight sections of concern or where there are major cost implications or  links to related documents, emails and contacts can be added.

This process will increase your understanding of the document and can be shared with the supplier of the document to demonstrate your thoroughness in reading their document.

Managing and giving access to document sets. Example Prince2

Friday, February 13th, 2009

How do you get an overview of a complex document set?

PRINCE2 DOCUMENTS & OTHERS

ProjectQualityPlan.rtf ProjectQualityPlan.rtf ProjectIssue.rtf ProjectIssue.rtf RequestforChangeForm.rtf RequestforChangeForm.rtf StagePlan.rtf StagePlan.rtf WorkPackage.rtf WorkPackage.rtf OffSpecificationForm.rtf OffSpecificationForm.rtf ProjectInitiationDocument.rtf ProjectInitiationDocument.rtf CommunicationPlan.rtf CommunicationPlan.rtf ExceptionReport.rtf ExceptionReport.rtf ProjectPlan.rtf ProjectPlan.rtf CheckpointReport.rtf CheckpointReport.rtf HighlightReport.rtf HighlightReport.rtf PostProjectReview.rtf PostProjectReview.rtf ProductChecklist.rtf ProductChecklist.rtf QualityLog.rtf QualityLog.rtf RiskLog.rtf RiskLog.rtf BusinessCase.rtf BusinessCase.rtf EndStageReport.rtf EndStageReport.rtf ProjectMandate.rtf ProjectMandate.rtf EndProjectReport.rtf EndProjectReport.rtf FollowonActionRecommendations.rtf

FollowonActionRecommendations.rtf IssueLog.rtf IssueLog.rtf ProductDescription.rtf ProductDescription.rtf LessonsLearnedReport.rtf LessonsLearnedReport.rtf ProjectApproach.rtf ProjectApproach.rtf ProjectBrief.rtf ProjectBrief.rtf AcceptanceCriteria.rtf AcceptanceCriteria.rtf

I developed this map back in 2003 when reviewing Prince2 and how it could be used at a Systems Integrator. Click the map and a RTF template document will download.

You will see a few highlighted documents. These did not exist in the Prince2 set in 2003 but were part of our project management system. It was easy to link to either company or client templates such as Permits to Work and live data such as Finance. This map can be on an intranet giving access to all employees to the current document set. With a simple document approval process (one or two people have the rights to post the current templates to the web site) it can be used to ensure that everyone uses the current version of the template.

You might have a set of documents you use for Customer Management or Accident Reporting or Recruitment or …………….. MindManager can be used to quickly gather together disparate sources of information and turn them in to a coherent process map. For instance in finance you may wish to show internal, accountancy best practice and HMRC (tax authority) documents in a set.

These documents were obtained from the PRINCE2 On-line Ordering and Downloads part of the Official PRINCE2 website in 2003. They are not the current set. A single zip file of all the documents could be downloaded from there in 2003. This is the current Prince2 web site. Now there are MindManager Add Ins such as Olympic’s QP2 which provide a complete management system for Prince2.

Cabre can work with you to create a customised map(s) for your project or company process which links to an existing or new document set. Please contact me to discuss.

Preparing Quotations with MindManager

Friday, March 7th, 2008

I use MindManager to write my quotations for Cabre’s customer’s because its easy to assemble new quotes from old ones and a template.

I took one of my quotations as the basis for a new map. To this I added other useful clauses I had in previous quotes and saved it as a template. Each of the topics has a note. This note contains the paragraphs for the clause. For instance the clause Application Workshop contains:

“Duration 3 hours

This session is driven by the participant’s requests. It is a master class with some time for participants to explore what they have seen. The intent is to raise awareness of the opportunities MindManager gives its users to allow the participants to make an informed choice of where MindManager can be applied to the greatest affect on their business.

It can cover but is not limited to:”

The topics following this clause are then filtered (hidden) to make them relevant to the client.

To save it as a template in MindManager 7 Pro –
Tools > Map Templates > Select the folder > Add New Map Template > Rename (If necessary) > Close.

Here is my template:

mindmanager mind map of a quotation template

The price for the session is arbitrary not actual!

To use it to create a quote. Open a New Map using this template. Delete the clauses that are not needed for the quote and edit those that remain. Save as new quotation.

I use a MindManager spreadsheet topic to do the adding up and to show the VAT. For more elaborate quotations you can link to an Excel spreadsheet range and include parts of it where required in the quotation.

My original map was already associated with a Word template which adds branding to the header and has a footer with dates, copyright etc. For all quotations, I include the map in the Word export (close it down to a suitable level first) and it becomes the cover sheet. I often have other maps included in the notes. For larger quotations you can also enable the table of contents. The Word template will determine fonts, margins etc.

Check the document in Word, paginate where necessary and then print to PDF prior to emailing to the client. Office 2007 has a free PDF printer but I have used pdfFactory Pro for many years. In pdfFactory Pro you can secure the document against editing.

Of course this process will also work for any documents you have to produce that repeatedly use the same information.