The best Mindmapping software & programs compared

Mind Map Definition: What are Mind Maps and Mind Map Tools and why are they needed?

Mind maps provide the opportunity to capture and organize ideas, information, and other facts or relationships in a structured way. They help participants develop, understand, and extend concepts by breaking them down into their (presumed) core components. Whether generating new ideas or organizing existing information, mind maps help users understand how facts and processes fit together. Mind maps offer a simple, flexible, and effective method that can effectively support work on specific approaches, processes, developments, educational measures, etc.

One of the biggest advantages of mind maps lies in their simple, straightforward setup: Starting from a central idea or goal or a keyword, all participants share their thoughts around this. In the simplest case, ideas are meaningfully and hierarchically connected to the central concept through lines. The result is a clear structure of information and related contexts.

A typical mind map doesn't consist of long sentences or blocks of text, but of keywords. The topics of a map branch often only include one or two words that best represent an idea or information. This allows readers to quickly skim, comprehend, and understand the presented facts and connections.

Some people still prefer to create mind maps by hand with pen and paper, flip charts, whiteboards, etc. However, in the business sector, specialized mind map tools for Mac or mind map software for Windows, or mind map apps on mobile devices have become standard. These applications offer significant advantages for mind mapping. They overcome the physical limitations of pen and paper and create entirely new options.

There is mind map software available for download that needs to be installed and can be used without an internet connection, as well as online mind map tools. Mind map online tools that users use via a browser have become more widespread. These applications allow creating or participating in mind maps from any device with an internet connection, making mind mapping even more flexible. Modern programs for mind maps can do much more than just support the creation of relevant structures. They often offer specific collaboration functions, features for project coordination, and more...

How does mind mapping software work?

Mindmap software is available either on-premise or in the cloud. Today, online mindmap tools are clearly the more widespread variant. Other than the fact that users usually log into the system via a browser, the subsequent operation is practically the same. In contrast, the application is launched directly from the company's internal computer for an on-premise solution.

The process of creating a mind map in the digital space hardly differs from that on paper (or should). However, there are significantly more possibilities in design and in the elaboration of the assembled ideas, connections, conclusions, etc. Even digitally, there is no one right way to do mind mapping. However, the sequence listed here is typical:

1. It all starts with adding a central node, which represents the idea to be worked on or developed or another topic.
2. All participants contribute their sub-ideas, related thoughts, essential relationships, and other relevant conceptions in the context. These are then positioned around the main theme using appropriate design tools.
3. The individual points are contextually and hierarchically related by lines to make the relationship between them as clear as possible.
4. Individual elements can easily be moved by drag and drop to (re)organize ideas.
5. Finally, various formatting tools are available to help visually present and coordinate all the facts - changing colors and sizes, adding symbols and images, or even using links and other relevant external elements is usually very simple.

What are the advantages and disadvantages of mind map programs?

Compared to classic mind maps with pen and paper, mind map programs have many clear advantages. Here are the very central benefits.

• Clarity: Mind map software allows you to organize information in collapsible topic trees and arrange it using various other features. In this way, many more facts can be stored in a map without reducing the overview.
• Advanced functions and map trees: Mind map programs for Mac, PC, or online solutions make it possible to embed documents, links, notes, and other (external) data into the structure of the map, transforming it into a powerful visual database. Users, for example, have the opportunity to create an extensive project map that contains links to a wealth of supporting information. Regardless of whether the relevant facts are stored in Word documents, Excel spreadsheets, web pages, or even individual emails - with the right system, everything is just a click away.
• Flexibility: With a tool for mind maps, users can rearrange the topics of their maps as they please until they perfectly reflect the ideas, relationships, etc. In contrast, it is difficult to move topics in a hand-drawn mind map - the individual points are more or less anchored to the paper.
• Sustainability: A structure generated with a mind map creation tool is not just something that you use once and then forget about. Since the content can be updated as needed, a mind map can potentially become a long-term effective tool. This supports the management or prop of ideas, processes, projects, etc., and the continuous tracking of relevant progress.
• Connectivity: With mind map software, users can easily export their ideas to other relevant software - for example, to word processing programs, to presentation applications, or to project management software. This provides the opportunity to use a visual map as a creative "frontend" for almost any kind of project. It becomes a place where ideas can be given form and structure before they are further processed as efficiently as possible with other programs.
• Collaboration: Mind map software also opens up entirely new possibilities for collaboration that do not exist with hand-drawn maps. Users can email a created map to other members of their team or upload it to a shared workspace where, for example, there is the opportunity to annotate or supplement it. Specific collaboration functions or spaces are often already integrated into mind mapping applications.
• Presentation opportunity: Another significant advantage of mind map programs is that they can be used for direct presentation of relevant facts and relationships, making them a powerful alternative to PowerPoint, etc. Even within the presentation, there is the possibility to add listener comments or other important notes, visible or invisible, which ultimately help improve the presentation or perhaps even the idea in question.
• Diverse application opportunities: What also makes mind mapping software unique is its application flexibility. It can be used in a variety of areas - business, school, or private. Users can, for example, plan a meeting, develop a business plan, manage a project, organize a book, pursue personal goals, create an idea database, create to-do lists, pursue teaching goals, and always keep track of the progress in their implementation. Of course, all these and other areas of application can also be served with hand-drawn maps - albeit hardly with the flexibility and level of detail enabled by using a mind map program.

Does mind map software have any disadvantages? Not really - as long as a suitable application is chosen and used correctly. However, problems can always occur. A very typical challenge associated with mind map programs is the following:

• Overly complex structures: Mind maps are most effective when they form simple structures with short words and sentences. Simple constructs can indeed be created very well with mind map software, but the often numerous features integrated into such programs tempt one to make it unnecessarily complex. Therefore, when using software, mind maps should be kept short and practical. The extended features should ideally only be used when they really further the relevant thought process.

Choosing the Best Mind Mapping Program: How do you select the right mind map system and what should you pay particular attention to?

There are now almost as many programs for creating mind maps as there are grains of sand on the beach. All - or at least most - are distinguishable by certain characteristics. Therefore, it's very important for responsible parties to conduct a detailed mind map software comparison before they can decide on the best mind map program for their particular context. The following factors must always be considered.

• Budget: Mind map software is generally less costly than other digital solutions, but of course, the budget still plays a crucial role here. For basic requirements, it might suffice to use a free mind map program.
• User-friendliness: Good mind map software should have a user-friendly interface to ensure that the application is easy and quick to use.
• Smooth operations: All tools integrated into a mind map software should not only be fundamentally easily accessible and understandable but should also work perfectly. Complex sequences, longer loading times, or even bugs are an absolute no-go, as they greatly hinder the mind mapping process. Therefore, it's very important to conduct a specific mind map software test before purchasing a system, in addition to comparing different tools. Many corporate providers also offer otherwise paid mind map tools for free (often for 14 days).
• Requirements or Special Software Types: Those responsible should take a close look at the requirements for mind maps and their further processing in their company or public institution and filter centrally according to which tool fits best. There are also specialized software types for individual areas, such as mind map programs for schools and universities, business or enterprise mind map software, or free mind map tools for private use.
• Functionality & Interfaces: In connection with the previous point, it's very important to deal with the necessary functions for handling your own requirements. Depending on the situation, you should also pay attention to existing interfaces to other business critical programs with which created maps or their data can be processed efficiently.

Since the scope of functions for selecting the best mind map software for your own purposes is indeed very important, the typical features are discussed in more detail below. Not every user needs all of these functions, but they should at least be considered in the comparison of mind map programs.

• KPIs & Analytics: With this function, users of a mind map tool can monitor the most important activities or processes around mind mapping and their relationships to the respective company goals. If you use free mind map software, you normally don't get such opportunities. Hence companies, for whom clear controlling is almost always indispensable, should rather not use a mind map tool that is offered for free.
• Collaboration: This is another often very important function for companies. With collaboration features, mind map sessions can be conducted from afar. It's usually possible to create, optimize, or distribute mind maps together in the digital space without much effort.
• Templates: With various templates, it's easier to create a mind map around the respective ideas, processes, developments, etc. Using templates for mind mapping also saves a lot of time.
• Import: Mind maps created with other tools can be transferred to a mind map software via an import function. This is particularly relevant when moving from one solution to another or when completely reintroducing an existing map that you want to continue using.
• Export: This function can be helpful in all fields of application. It's not uncommon for documents to be processed further in various file formats or other programs. The latter can happen via direct interfaces or a manual export. This option can also be relevant for archiving work.
• Map Management: With such functions, concepts, ideas, theories, etc. can be easily stored, organized, and retrieved.
• Project Planning: This is often a very important function in a business context. It can be very useful to use mind maps in the planning stage of a project and to organize them directly so that they favor a smooth project initiation and subsequently successful completion of the project.
• Mobile Support: This is becoming an increasingly important feature in every field of application - especially in times of increasing remote work. Online mind map tools - even free ones - are practically always optimized for mobile use. However, there are also an increasing number of native mind map apps for iOS and Android.

What do mind map programs cost - is there free mind mapping software?

Creating mind maps using a program is indeed possible for free. In fact, there are even relatively many free mind map programs. However, interested parties should be aware that these are either trial versions that can only be used for a certain period of time for free, or the functional scope of such solutions is severely limited. Sometimes, when you use free mind map software, not much more is available than a feature for simple creation of mind maps.

In a business context, free mind map software is hardly suitable for use. Here, linking possibilities to other programs, analytics and/or project management features are often useful, which free mind map tools simply never offer. Those who still choose a free program for creating mind maps can hardly exploit the potential of such a helper. This is very unwise, especially since good paid mind map programs don't have to be expensive. Functionally strong solutions are already offered for around ten to 20 euros per month and possibly per user.