A comprehensive guide to running a successful concept map meeting

Elevate your team's brainstorming and decision-making with concept map meetings. Learn how to effectively use visual diagrams to connect ideas and encourage productive and focused discussions with this comprehensive guide.

Craft Author: Tom Norman
Tom Norman
Team having a concept map meeting.

Brainstorming sessions are critical in team communication and decision-making. To boost engagement and productivity in your team gatherings, consider adopting concept map meetings. This visual strategy elevates traditional brainstorming, making it a game-changer for focused and efficient discussions. This article will guide you through the ins and outs of this innovative approach to collaborating with your team.

What is a concept map meeting?

A concept map meeting is a type of meeting where participants use visual diagrams to explore and connect ideas. Think of it as a brainstorming session, but with a structured, visual approach that helps keep discussions focused and easy to follow. By mapping out topics and relationships, the team can more clearly see how thoughts intersect, leading to more productive and engaging conversations.

In a concept map, you start with a central theme or question in the middle and draw branches that connect to sub-topics or related ideas. As the discussion progresses, more branches are added to represent new thoughts, questions, or solutions. The beauty of this process is that the map allows you to see how different ideas relate to each other, making it easier to identify patterns, gaps, or new opportunities.

It's a hands-on, interactive way to ensure everyone's ideas are considered and that the team comes away with a shared understanding of the topic at hand.

Understanding the distinction: concept maps vs. mind map

Concept maps and mind maps are both valuable tools in brainstorming, but they serve different purposes. Mind maps are ideal for individual idea generation, focusing on a central concept and branching out in a tree-like structure. They encourage freeform thinking and creativity.

Concept maps, on the other hand, are more structured, making them better suited for team collaboration. They focus on mapping and analyzing relationships between multiple ideas, helping in understanding complex topics. This structured approach is particularly effective in team meetings as it supports focused discussion and collaborative problem-solving, especially in remote or hybrid work environments.

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Benefits of concept map meetings

Connecting concepts and ideas

Not only are concept maps useful, but they also excel as platforms for creative brainstorming. The visual framework guides your team's creativity, making it easier to spot connections between disparate ideas. This can lead to breakthrough solutions you might not have discovered in a traditional verbal brainstorming session. Being able to watch ideas develop in real time often accelerates the process of reaching meaningful insights.

Enhancing visual understanding

Many people rely on visual learning as an essential way to grasp new concepts. With concept maps, you're not just saying it; you're showing it. This can be particularly helpful for complex projects or subjects that require layered understanding. By visually laying out an issue or project, all team members can more easily understand each element and its relationship to others. This makes for quicker comprehension and less time spent on explaining the basics, freeing up time for deeper discussion.

Facilitating faster decision-making

One additional benefit of concept map meetings is that they can significantly speed up the decision-making process. As ideas are mapped out, it becomes easier to prioritize them based on their relationships to other ideas or goals. You can easily identify which ideas have the most traction and relevance, helping the team make decisions with greater clarity and speed.

Encourages parallel thinking

In standard meetings, discussions are often linear, focusing on one point before moving to the next. Concept map meetings allow for parallel thinking, where multiple ideas or topics can be explored at the same time without getting confusing. This is particularly useful for complex projects where issues are interconnected.

How to prepare for a concept map meeting

Define meeting purpose and scope

First and foremost, you'll want to articulate the objective of your concept map meeting. Unlike a general meeting, where the agenda might be broader, concept map meetings benefit from a singular focus. Whether you're diving into project planning, dissecting a complex problem, or strategizing for the future, having a clearly defined purpose will allow you to structure your concept map more effectively.

Select and test the right mapping tool

Choose a concept mapping software that aligns with your meeting’s objective and offers the features you need, such as real-time collaboration or additional annotation capabilities. Make sure everyone has access to the software, and double-check that any additional tools for screen-sharing or conferencing are correctly. This will help you avoid any technical hiccups during the meeting.

Create a draft concept map and share before the meeting

Draft a version of the concept map that outlines the central themes or questions. Whether you opt for a basic skeleton map or add more layers, this initial map sets the stage for your meeting. Once it's prepared, share it with all participants in advance. This way, everyone can come to the meeting with a baseline understanding and potential ideas, making the actual discussion more efficient and focused.

Assign roles ahead of time

In a concept map meeting, roles can be more specialized. For instance, you might have a "mapper" responsible for updating the concept map in real-time as the discussion unfolds. Another team member could serve as the "facilitator," guiding the conversation and making sure everyone's voice is heard. Assigning these roles beforehand ensures a smoother meeting flow.

Running a concept map meeting

Steps to conduct the meeting

  • Start with a brief introduction: Reiterate the purpose of the meeting to keep everyone aligned. Highlight how the concept map will serve as both a guide and a record of the meeting's outcomes.
  • Begin filling in your concept map: Use your pre-shared map as a starting point. Invite team members to add their ideas, ensuring that you start with high-priority or central issues first. This sets the tone and focus right from the beginning.
  • As the discussion flows, expand the map: Don't just add more branches. Consider creating links between seemingly disparate ideas to uncover hidden connections. Periodically zoom out to review the map's structure, ensuring it remains coherent and useful.

Tips on recording and presenting ideas

  • Use visual cues: Different colors, shapes, or icons can signify distinct types of information, urgency levels, or departments involved. This adds another layer of meaning to your map and helps in quick comprehension.
  • Ensure visibility: Make sure the map is projected or shared on screens so that everyone, including remote participants, can see it. Use features like zooming in and out or focus mode, if your software has them, to direct attention to specific parts of the map.
  • Real-time updates: If you're using a digital concept mapping tool, take advantage of real-time editing features to allow multiple people to add to the map simultaneously. This enhances collaboration and engagement.

Ensuring participation

  • Ask for input: Rather than waiting for volunteers, directly invite contributions from quieter team members or those with specialized expertise. Use the map to point out gaps or areas where their input could be particularly valuable.
  • Allocate action items within the map: As ideas solidify, mark them as action items right on the map. Assign responsible parties and deadlines, ensuring everyone leaves the meeting with a clear understanding of the next steps.

After the meeting: using your concept map

Analyzing the concept map

  • Deep dive into themes: Don't just glance over the map; scrutinize it to identify overarching themes or recurring issues that arose during the meeting. These could inform your strategy going forward.
  • Spot the gaps: Use the map as a diagnostic tool. Are there areas that lack detail or didn't get enough discussion? These could be topics for future meetings or areas requiring further research.
  • Identify interconnections: One of the unique advantages of concept maps is that they make relationships between ideas explicit. Pay attention to these links. They might reveal hidden synergies or bottlenecks that are not obvious in textual minutes.

Implementing action items

  • Assign and clarify: It's not enough to just assign responsibilities. Make sure each team member understands the scope of their action item. The concept map can help here by showing how each action item is connected to larger objectives or other tasks.
  • Set deadlines and milestones: Use the map to not only assign deadlines but also intermediate milestones, especially for complex tasks. This helps keep everyone accountable and provides multiple check-in points for progress.
  • Integrate into project management tools: If your concept mapping software allows, export the action items to your project management tool to seamlessly transition from planning to execution.

Continuous improvement

  • Collect feedback: After you've had a few concept map meetings, circulate a brief survey or hold a retrospective to gather feedback specifically on the effectiveness of using concept maps in meetings.
  • Iterate and refine: Use the feedback and your own observations to tweak not just the meeting format but the concept map structure itself.
  • Monitor long-term impact: Keep an eye on key performance indicators that matter to your team or project. Are meetings more productive, is decision-making faster, or is project execution more efficient since the implementation of concept map meetings? These metrics will guide your continuous improvement. Running a concept map meeting


Concept map meetings offer a structured, visual approach to brainstorming and decision-making, elevating your team's productivity and engagement. From defining the meeting's purpose to analyzing the outcomes, this strategy has unique features that foster better understanding, quicker decision-making, and robust collaboration. Give it a try in your next team meeting; you might just find it helps you collaborate with your team and make better decisions.

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