New Space Opening - Mind Mapping 

 Challenge and Selection 

 A client of mine is a New York based arts organisation , that has grown exponentially over the past   ten years . In the fall of 2013 , they secured a new location and activity was signiﬁcantly increased   over the course of the year to prepare for the launch of the space , augment existing programming ,   and ensure that all relevant stakeholders were actively participating in this new chapter . A   combination of the organisation ’s exponential growth , the pressure of opening a new physical   space , and the fact that both administrative and artistic staﬀ are based in New York , Berlin , and   Vienna meant that often relevant team members felt out of the loop , or work was being performed   in strict silos as opposed to thinking through how all activity connected together . In order to   condense the ideas and executions created by this diverse team I have used mind mapping as   one tool to record their creative outputs and eﬀorts eﬃciently in one place , when going through   the planning process for their holistic communications in 2018 . 

 Application 

 I started the process by making sure that there was a time that all relevant stakeholders could get   together . With a geographically diverse team , it was important to get all relevant minds together in   one place to break down the silos and get everyone on the same page . In preparation for the   combined exercises , I gathered together all relevant data from our diﬀerent departments . This   included previous sales reports , survey data , qualitative results from small focus groups ,   advertising report data and house reports from those working directly in the venues . Gathering all   of this data together meant we would be able to look for patterns more clearly . 

 Thankfully , having just secured a new space , we were able to utilise multiple rooms to break out   between our “ yard sale ” with our data on display , and our workshop areas . While attendees were   allowed to browse the data prior to the oﬃcial commencement of the mind mapping process , we   also had key individuals from relevant departments to take the group through the results and give   further context to the ﬁndings . After this , all attendees were allowed to once again browse the   space at their leisure . However , this time , they were provided with sticky notes and pens and   encouraged to write down anything they saw that they felt was particularly important or might   inform our planning . 

 Now moving into our workshop rooms , the attendees were split up into multidisciplinary groups   and encouraged to talk about what they had seen and heard . It was important to let all those   involved feel heard so we could create one common mind from which to move forward . I   deliberately involved many stakeholders in this process so we could get both information and buy   in from all sorts of sources . 

 It was now time to take the sticky notes from each of the groups and collate them into key themes   and content areas , all grouped around our design problem . Teams were encouraged to come to   the large whiteboard in the room and cluster their notes into diﬀerent topic areas . Not all topic   areas were completely homogenous , but rather some had one , or several , sub topics . All sticky   notes were attached to the board , even the outliers . As a group , we discussed the insights we had   discovered related to each topic cluster and further investigated potential connections between   diﬀerent clusters . 

 This then allowed us to begin discussing design criteria , or how exactly we would measure   success of the project . This would then be a starting point for working out what our next steps   were . Following the in person workshop , photographic records of the clusters were taken and   then all relevant information was digitised . This ﬁnal , digital pack included the clusters from our   mind mapping workshop , along with the insights discovered from the workshop , our overall   design problem , design criteria and next steps . This pack was distributed to all relevant   stakeholders and used as our concrete , agreed upon planning guideline . 

 Insight & Approach 

 While it was always understood that having staﬀ members in multiple countries was challenging , I   could n’t have imagined how helpful it was to get all relevant stakeholders in one place and allow   their voices to be heard as part of this process . We were able to , both ﬁguratively and literally , get   various diﬀerent departments on the same page about our design problem and criteria through   this shared workshop and exercise . Not only was the process enjoyable , but it also felt eﬃcient -   what would have normally taken weeks of emails back and forth was able to be achieved in one   focused day of work together . 

 In the future , I am aware that I am not going to regularly have the chance to have all of these   international team members together in one place . However , that does n’t mean that I ca n’t still   use mind mapping to improve my client ’s internal communication and collaboration . Helping to   visualise the wide range of thoughts and data , and seeing the connections between them could   be used in a variety of smaller , more regular meetings . In order to help these teams to simplify   some of their more complex problems , I will be using mind mapping in a variety of brainstorming   and creative projects moving forward , allowing us to analyse the information that we have in a   more active and group oriented way . 


EMAIL: 
ID_NUM: 
NAME_STUDENT: 
PHONE_NUM: 
STREET_ADDRESS: 
URL_PERSONAL: 
USERNAME: 

### Task: You are a PII (Personal Identity Information) Detection. Given a essays written by students, you have to identify ONLY the following:
NAME_STUDENT - The full or partial name of a student that is not necessarily the author of the essay. This excludes instructors, authors, and other person names.
EMAIL - A student’s email address.
USERNAME - A student's username on any platform.
ID_NUM - A number or sequence of characters that could be used to identify a student, such as a student ID or a social security number.
PHONE_NUM - A phone number associated with a student.
URL_PERSONAL - A URL that might be used to identify a student.
STREET_ADDRESS - A full or partial street address that is associated with the student, such as their home address.
### Input: New Space Opening - Mind Mapping 

 Challenge and Selection 

 A client of mine is a New York based arts organisation , that has grown exponentially over the past   ten years . In the fall of 2013 , they secured a new location and activity was signiﬁcantly increased   over the course of the year to prepare for the launch of the space , augment existing programming ,   and ensure that all relevant stakeholders were actively participating in this new chapter . A   combination of the organisation ’s exponential growth , the pressure of opening a new physical   space , and the fact that both administrative and artistic staﬀ are based in New York , Berlin , and   Vienna meant that often relevant team members felt out of the loop , or work was being performed   in strict silos as opposed to thinking through how all activity connected together . In order to   condense the ideas and executions created by this diverse team I have used mind mapping as   one tool to record their creative outputs and eﬀorts eﬃciently in one place , when going through   the planning process for their holistic communications in 2018 . 

 Application 

 I started the process by making sure that there was a time that all relevant stakeholders could get   together . With a geographically diverse team , it was important to get all relevant minds together in   one place to break down the silos and get everyone on the same page . In preparation for the   combined exercises , I gathered together all relevant data from our diﬀerent departments . This   included previous sales reports , survey data , qualitative results from small focus groups ,   advertising report data and house reports from those working directly in the venues . Gathering all   of this data together meant we would be able to look for patterns more clearly . 

 Thankfully , having just secured a new space , we were able to utilise multiple rooms to break out   between our “ yard sale ” with our data on display , and our workshop areas . While attendees were   allowed to browse the data prior to the oﬃcial commencement of the mind mapping process , we   also had key individuals from relevant departments to take the group through the results and give   further context to the ﬁndings . After this , all attendees were allowed to once again browse the   space at their leisure . However , this time , they were provided with sticky notes and pens and   encouraged to write down anything they saw that they felt was particularly important or might   inform our planning . 

 Now moving into our workshop rooms , the attendees were split up into multidisciplinary groups   and encouraged to talk about what they had seen and heard . It was important to let all those   involved feel heard so we could create one common mind from which to move forward . I   deliberately involved many stakeholders in this process so we could get both information and buy   in from all sorts of sources . 

 It was now time to take the sticky notes from each of the groups and collate them into key themes   and content areas , all grouped around our design problem . Teams were encouraged to come to   the large whiteboard in the room and cluster their notes into diﬀerent topic areas . Not all topic   areas were completely homogenous , but rather some had one , or several , sub topics . All sticky   notes were attached to the board , even the outliers . As a group , we discussed the insights we had   discovered related to each topic cluster and further investigated potential connections between   diﬀerent clusters . 

 This then allowed us to begin discussing design criteria , or how exactly we would measure   success of the project . This would then be a starting point for working out what our next steps   were . Following the in person workshop , photographic records of the clusters were taken and   then all relevant information was digitised . This ﬁnal , digital pack included the clusters from our   mind mapping workshop , along with the insights discovered from the workshop , our overall   design problem , design criteria and next steps . This pack was distributed to all relevant   stakeholders and used as our concrete , agreed upon planning guideline . 

 Insight & Approach 

 While it was always understood that having staﬀ members in multiple countries was challenging , I   could n’t have imagined how helpful it was to get all relevant stakeholders in one place and allow   their voices to be heard as part of this process . We were able to , both ﬁguratively and literally , get   various diﬀerent departments on the same page about our design problem and criteria through   this shared workshop and exercise . Not only was the process enjoyable , but it also felt eﬃcient -   what would have normally taken weeks of emails back and forth was able to be achieved in one   focused day of work together . 

 In the future , I am aware that I am not going to regularly have the chance to have all of these   international team members together in one place . However , that does n’t mean that I ca n’t still   use mind mapping to improve my client ’s internal communication and collaboration . Helping to   visualise the wide range of thoughts and data , and seeing the connections between them could   be used in a variety of smaller , more regular meetings . In order to help these teams to simplify   some of their more complex problems , I will be using mind mapping in a variety of brainstorming   and creative projects moving forward , allowing us to analyse the information that we have in a   more active and group oriented way .
### Output: 