Constructing a morphological box with a flow chart program

Searching in the internet for a software program, which is spezialising onto morphological analysis was without success.

There has been developed a software program at the institute of the Swedish Morphological Society. ( http://www.swemorph.com/index.html ) But one cannot buy it.

Therefore we have to use other software programs to prepare a morphological box. In principal each program, with which we can create a table or arrange words or symbols on the computer screen and apply hyperlinks to them, can be used.

But if one looks at Word for instance, with its table function or Excel then one finds out after some time, that they are not flexible enough, to change the structure of the morphological box.

The best for the time being is therefore in my opinion, to use a flow chart program. A lot of flow charting programs are available, but I do not want to make a comparison of them here and focus only on one, to explain, how it can be used to construct a morphological box.

This program is called Edge Diagrammer ( http://pacestar.com/edge/index.html ) As usual, one should download a free trial and check it thoroughly and also compare it with others, to find out, which has all needed features and which one likes best.

All the diagrams, which usually are drawn with a flow charting program, can also be drawn with Edge Diagrammer. But it is also possible to draw concept maps with it, because one can link boxes with links and add text to the links. The important difference to many other flow charting program is, that this label keeps to be fixed at the link, also when the structure of the diagram gets changed. ( it is a mess to rearrange all labels, after one has moved some boxes )

There is no template for a table structure available in Edge Diagram, but it is easy, to draw one and then use it as a template.

Just arrange boxes in form of a table, with rows and columns and titles in the first column and the first row. Then in each cell of this table, the title of the row and the column are written. Using a hyperlink, one then can link this cell to a text document, in which all needed information and comments are written about this special combination of features. ( all documents should be in the same file, together with the flowchart, so that it is easy to make a back up )

Using colours for the boxes, it is also possible to classify all cells; what is impossible, very difficulty to realize and onto what should one focus.

Comparison of some mind mapping programs

Mind Mapping is a very useful method to make brain storming, analyze problems, structure information and prepare reports, Power Point presentations and web sites. There are many mind mapping programs available now and all have some different features.

Here 4 of them are compared in regard of the offered features and in which application they have their special strengths:

• FreeMind
• ConceptDraw MindMap
• MindManager
• iMindMap
  

Toni Buzan has developed the concept of mind maps decades ago. He argues, that our thinking gets supported by drawing mind maps, because then both halves of our brain can better communicate.

And he developed some rules, how a mind map should be drawn, because he thinks, that this supports also our thinking and memorizing the mind map.

But that is only his personal conviction and no scientific investigation has been done as far as I know, that he is correct. And you can find quite controversial discussion about his claims.

A mind map is a graphical representation of an outline, like that of a book. At first comes the title of the book, thereafter the chapters and to each chapter sub chapters etc.

In the graphical representation of an outline, the title of the book is written down in the middle of a page, the names of the chapters are written in a circle around. In the next circle the sub chapters are written etc.

This representation is practical, because more space gets available for representing more and more details, by forming circles with increasing radiuses.


A free software is FreeMind. It can be downloaded at:

http://freemind.sourceforge.net/

As far as I know, it is the only mind map program, which uses also mind map in its help file. And it is best anyway, to study the help file at first, so that one gets an overview of all available features.

Included are all tools to create a mind map and powerful import- and export functions:

• main branches and sub branches and formatting of them
• hyperlinks to websites, local folders,executable programs and any document on the computer
• icons can be added to any node of a branch
• branches can be connected
• search functions
• folding nodes, to see more details or hide them
• export to html, a bitmap, a vector picture
• import of a folder structure. This is an excellent tool, to get access to all files of a hard disk
• import of mind maps from MindManager version 5
• integration with Microsoft Word and Outlook
• print of the total mind map on one page or on several pages
• use pictures in the nodes
  

Therefore FreeMind has most of the features, which are useful, to make it a valuable tool for daily work.

What else then, do offer the commercially available mind map programs like:

• MindManager from MindJet http://www.mindjet.com/

• ConceptDraw MindMap http://www.conceptdraw.com/en/products/mindmap/main.php?from_trial

Both offer plug ins, so that the mind map can be used, to create Gannt Charts for project management. Also support to create a web site is given, but only very limited.

If one does not need these features, then there is no reason to buy these programs, because they do not offer more useful features than FreeMind.

On the website of Toni Buzan is offered his relatively new mind map program, which is called Buzan´s iMindMap, probably in analogy to the iPod from Apple.

http://www.buzanonline.com/


What more or other features offers this program ?

• the installation on my computer was the longest of any software program, which I ever installed. Therefore be patient.

• Buzan tries to apply all his rules. The branches of the mind map shall look like the branches of a tree, getting thinner and thinner.

• the form of the branches can get distorted

• export to Microsoft Word is possible.

• Export to Powerpoint, with several features, to adjust the Power Point presentation.

• Import of mind maps from MindManager; the mind map must be saved in xml format, before importing it to iMindMap

• Import of mind maps from FreeMind

The only strength of iMindMap compared to the others, is the export to PowerPoint and the organic looking branches, which may be important for those, who like that.

iMindMap is not to handle as intuitively and easy as the other programs.

Therefore my recommendation is:

• For the beginner of mind mapping, FreeMind offers enough features.
  
• Who needs to do project managing, ConceptDraw MindMap is sufficient, if he needs only Gannt Diagrams
• if he also needs export to Projectmanager from Microsoft, then he has to buy MindManager.
• iMindMap has advantages only for those, who are specializing to prepare some nice looking mind maps or use it for exporting mind maps to PowerPoint. One other important strength of iMindMap is, that it runs under Windows, Apple Mac and under Linux. That may be important for those, who cooporate with others, which have the other operation systems.
  

The morphological box

The morphological box is a heuristic, but systematic method to analyse a problem, do inventions or design new products. It was developed by the Swiss astronomer Zwicky and applied to find solutions to astronomical problems.
___________________________________________________
Zwicky apparently was an enthusiastic teacher, who inspired his students, which is demonstrated by following example

( found at the biography of Fritz Zwicky, written by Roland Mueller: http://www.muellerscience.com/SPEZIALITAETEN/Morphologie/FZ_Biography_1932_1941_english.htm )

“At another time Zwicky promised his class free day if somebody could prove by logic that 10 is an even number. The next morning stood at the blackboard:


Through subtraction

SIX 6
-( IX 9 )
_______
S -3



SEVEN 7
-( S - 3
______________
EVEN 10



The students were allowed to ski on this day.”

__________________________________________________________________
The simplest morphological box is a table with rows and columns. It is also possible, to extend it to several dimensions. A 3rd dimension could be shown, using colours.

To work efficiently with such more complicated problems, computers should be used. In mathematical language, one has to deal with matrices of several dimensions. Each element of the matrix is a combination of several parameters, which can be relevant for the problem. But not all combinations are possible, because of restrictions, set by physical laws, budget limits etc.

An interesting kind of a morphological box is one, in which the columns represent the time line and the rows the speakers in a debate. In each cell of the table the text of the speaker at that time can get activated by clicking the cell.

Have a look at:
http://www.nytimes.com/interactive/2007/11/28/us/politics/20071128_DEBATE_GRAPHIC.html#transcript


The same method one can use to categorize all reports. Putting a short title in each cell of a table and hyper linking it to the folder, in which the report is saved, gives a quick access to all reports.

A very good report about morphological analysis ( or morphological box) is available for download at:

http://www.swemorph.com/ma.html

Problem solver teams

Problems can get solved very efficiently in a team, but some precautions must be observed:

• the team members should have different know how

• all team members must be willing to cooperate in an open minded manner

• the results of the team work must be attributed to the team and not to one member only

In companies with a hierarchical structure, the team moderator is in many cases also the boss. This can be a problem, if the boss is very dominating.

Nowadays problem solver teams can get formed globally, using the internet with video conferencing. A core team can do the main structuring and organizing of the meetings via internet and distribute problems to other more specialized teams.

The results of the meetings must be documented in a well structured way, and distributed to all team members, so that all are informed, what is going on.

It is helpful to build a common data base, using a good text retrieval program, like for instance asksam.

Such programs have following features:

• structured ( using templates) and non structured information can be stored in the same data base.

• Boolean search functions and indexing of each word or number in the database is possible. The indexing is very important, because when one does not know, which words are used in the database, then the Boolean search is useless.

• Reports can be written to create sub data bases or print outs of the relevant information

• The database can get encrypted and access to it can be limited to only parts of the database.

Besides a text retrieval program also a visual data base like TheBrain is very useful. TheBrain is an associative database, using hyperlinks. It has also indexing. It is very easy to navigate in it and find any piece of information.

But it is not easy, to create sub data bases or reports. Therefore I recommend TheBrain to collect information and thereafter to use asksam.

asksam:
http://www.asksam.com/

TheBrain
http://www.thebrain.com/

Mikogo is a screen sharing software

Mikogo is a screen sharing software. Several people can be invited, to have a look, what is shown on a computer screen.

This is very convenient in combination with skype. It is possible to integrate Mikogo into Skype, but I think, it is better, to use it parallel. If the internet connection with Skype should collapse, then there is a chance, that Mikogo still works; at least it tries to connect again.

Mikogo-website:
http://www.mikogo.com

The software is free for download

• download the software from http://www.mikago.com; either the versions for Windows or the version for Mac. R egister; the user name and the password will be sent per email to you

• download the user guide, which is in pdf format, save it on your hard disk and study it.

• to start Mikogo: the button of Mikogo is shown in the tool button

• starting Mikogo

give in your user name (emailadress) and your pass word and your name
activate: load Mikogo at start up

• invite others

1. start Mikogo, by clicking on the tool button
2. in the Menu use: start meeting
3. a menu shows up: got to www.Mikogo.com and click on Join Meeting
   

• enter meeting ID

• enter your Name ( name of participant )

• click join meeting

These information must be sent to all participants per email, to invite them for the meeting. They must respond during 15 minutes. If they respond, they can see the computer screen of the invitor.

If a password has been used for the meeting, the participants must give in the password in a second window

Lock meeting: after all participants have arrived

4. end of meeting

click M in the tool button and select End Meeting

Skype must be opened independently from Mikogo.

5. other features of Mikogo

• pause: activate the M icon, select pause transmission; computer screen is not shown. Activate again by selecting Continue Transmissiowhiteboard: drawings can be made on the computer screen, on top of what is already shown
• closing the whiteboard, select x in the top right corner
• switch presenter: computer screen of a participant is shown, The participant must agre
• remote control: presenter can control the other screens, when he gets the permission.
• send files
• share applications: select application selection
• back monitor: shows a small screen of the presenters screen on his own screen for controllin
• recording of meetings
• end meeting: click x on the top right corner
• scheduler: can be started before the meeting. The same ID number can be used for future meeting
  

How to analyze problems

In general a problem is not well defined at the beginning of analyzing it, and at first the structure of the problem must get clarified, before a strategy can be developed, how to solve the problem.

There are available some well proven methods, to analyze problems, like:

• visual methods: concept maps, mind maps
• diagrams: cause-effect diagrams
• lists: classification of potential influences
  

The first step to analyze a problem is, to describe the problem as short as possible and list all factors, which could be important for the problem.

Thereafter several visual methods should be applied, to find the best graphical representation for the relations between these factors.

If there should be many factors, one should focus at first only onto the main factors, so that one understands the structure of the problem.

Thereafter the other factors can be added step by step.

The second step to solve a problem is, to collect all available information about it and structure them.

To get a good overview of the information and to see, where gaps exist, the best is, to prepare a concept map.

A concept map is just a visual representation of the facts and assumptions ( which are written into boxes) and the relations between them.

An excellent free software for preparing concept maps is CmapTools, which can be downloaded at:

http://cmap.ihmc.us/

The help file is quite detailed, so that it should be no big problem, to master the software after several hours.

Mindmaps are not so good to structure a problem, because they permit only to prepare a visual map with a radiant structure, which is excellent for writing an outline of a report or a book, but in general will not be a good representation for a problem.

• Overview of the Problem Solving Cycle

http://erc.msh.org/quality/psoview.cfm

• How to analyze business problems

http://www.requirementssolutions.com/Business_Systems_Problems.htmlhttp: //sfhelp.org/basics/analyze.htm

• Relationship problems in families

http://sfhelp.org/basics/analyze.htm

• How to analyze psychological problems

http://ptsd.about.com/od/selfhelp/ht/fxanalysis.htm

• Thinking about problems: Kepner-Tregoe

http://www.itsmsolutions.com/newsletters/DITYvol2iss24.htm

How to use the internet for global work-groups

The internet is ideal for the communication of global work-groups: In business life it is common practice, to arrange meetings to exchange information, find new ideas and distribute the tasks. The members meet in a room and use flip charts, beamers or overhead projectors.


Nowadays, they use also their laptops. A well prepared meeting with disciplined and motivated participants is a very efficient communication method. This method can now be used by every internet user.


It is possible, to form global work-groups, which can cooporate as if all members would sit in a meeting room. The work-group is different from a chat room or a news group, because it works, to get results, in a limited time and up to a specified dead line.

Therefore, the meetings must be carefully planned and moderated. In global internet work-groups the participants can be from different countries, and they communicate, using video conferencing via phone lines or the internet. Different languages and cultural backgrounds can cause some minor problems, but the advantages are greater.

The members save much time and money, which otherwise they would have to spend for traveling to the meeting location. Why should people travel, for instance, from Europe and Asia to USA, to take part at a meeting ? For many meetings, it is not needed, that people come together for a face to face meeting. Managers, with whom I now and then discuss the advantages of global work-groups, in general argue, that personally meetings are needed, and that it is impossible to get the same results with an online work-group.

However, I doubt that. It may take some time, to get accustomed to it, like it needed time for people to use emails.

Global workgroups have several other advantages:

• the members can give better support to each other, because they can meet online at any convenient time with one or several other members.

• because of the different cultural background of its members, a global work-group finds more new ideas, using brainstorming or other heuristic idea finding methods.

• using mind mapping software, the meeting can get structured and documented during the meeting. The meeting report will need only some modifications, which saves the time of the moderator.

An online meeting must be more carefully prepared than a personal meeting. Before an online meeting can be arranged, the moderator has to check, if all participants have the same tools available and know, how to use them. All these tools must be tested with every new member, before the meeting can start.

Needed tools are:

• Internet phoning and video conferencing like Skype

• Plug-ins for Skype, above all screen sharing software like Mikogo ( can be downloaded from Skype)

• Mind mapping software like MindManager or ConceptDraw MindMap

• And the common office suites, like Microsoft Office.

• Camcorder, if objects like production machines shall be shown. Meetings without a good preparation are a waste of time for all. And with online meetings this is even truer.

• Documents should be sent early enough to all meeting members, so that they can study them carefully

• For the discussion in the meeting the moderator should prepare a mind map of the document.

The moderator should then invite all participants to the online meeting, agree the time and the length of the meeting with them and send everybody an outline, what shall be discussed. During the meeting, the use of mind maps is helpful, to keep the members focused.

For problems with feed back loops, concept-mapping software should be used, because mind maps with their radial, linear structure are not a good representation for these problems.

Some templates of mind maps should be prepared offline before the meeting, so that the moderator has a collection of standard template mind maps available, how to structure the meeting, how to present the information and the work after the meeting.

During the meeting each mind map should be developed online and the members should take active part in it. If after some time all members agree, that the mind map is more or less finished, the moderator should save it and go on to the next topic.

After the meeting, the moderator should check all mind maps, restructure them, if needed and send them to all members for approval.

Based on the mind maps, the reports are written, including the mind map at the beginning of the report. To avoid problems with the formatting, the reports should be transferred into the pdf format. The Acrobat Reader is free for download and each member should have installed the latest version on his computer.

For the internet online meeting a safe communication can be important, if for instance, secret information is discussed, like inventions, which are not yet patented or financial figures of companies.

The total communication process must be carefully checked:

• the computers of all participants must be checked against viruses, Trojan horses, phishing software etc.

• only encrypted email providers should be used, like hushmail

• all sent documents must be encrypted, which can be done with Pdf-Writer

• Skype itself encrypts the spoken words and should therefore be safe.

• Mindjet offers an online MindManager web site, which uses encrypted communication lines with a 128 bit key.

• change all passwords after some time and use only strong passwords, with a combination of small and big letters and numbers and a length of more than about 10 letters.

If all these precautions are taken, then a safe communication is possible. If all members use Skype, they can phone or use video conferencing. For private purposes and with few members only, it is free. Companies, which use many members in a video conference have to pay.

A useful plug-in for Skype is a screen sharing software like Mikogo, which can be downloaded from Skype. Documents can be shown on the screen of a member and all the others can see it.

links
Skype http://www.skype.com
MindManager http://www.mindjet.com
encrypted emails https://www. hushmail.com