Concept map template: Use concept mapping to organize complex ideas

When starting a project, there's nothing more important than making sure that the entire team is on the same page. Everyone needs to be working from the same information, and you need to be confident that all team members understand that information correctly. Misunderstandings and miscommunications can slow down and even halt progress, which in turn can cost the project both time and money.

One of the best ways to make sure everyone is on the same page is with a concept map. Concept maps are diagrams that help you visualize information in a way that everyone can understand. You can use a concept map to visualize a workflow, break down complex ideas, or map out the different parts of a project system to see how tasks work together.

Anyone can make a concept map, but it's wise to first brush up on the different map structures and how best to use them.

What is a concept map?

A concept map is a visual diagram that organizes information. Concept maps can depict just about anything, like a process, a group of ideas and concepts, or a system of interrelated parts. You can use a concept map to record the steps of a product development workflow, to create a visual chart of the people in your company, or to map out how the marketing and sales departments collaborate effectively. 

Concept maps aren't just useful in business, either—engineers use them to plot out system components, educators use them to teach different ideas, and scientists use them to track key details of their subjects as they make new discoveries.

Benefits of using concept maps

When complex ideas feel overwhelming, concept maps provide a clear path to understanding. These visual tools help you structure thoughts and simplify the decision-making process. If you're working on a project or trying to solve a problem, a concept map brings order to the chaos. Here’s why they are so effective:

• Visual representation of key concepts and relationships allows you to see the big picture.

• Clear breakdowns of complex information lead to more productive brainstorming sessions.

• The structure improves decision-making and stimulates problem-solving abilities.

• Options such as spider maps, bubble maps, and venn diagrams offer versatility.

• Teams collaborate more effectively by using interactive maps for shared contributions.

• Using free concept map templates saves time and helps you get started quickly.

So, if you’re tired of scattered ideas or struggling to connect the dots, a concept map is the perfect tool to help you get organized and stay focused.

When to use a concept map template

If you ever feel stuck trying to tackle your next Agile project or organize your thoughts, a concept map template can simplify the process. Instead of facing a blank concept map or a fresh pack of sticky notes, jumpstart your work by using a template to structure your ideas.

Consider using a concept mapping template in these situations:

• You need to handle complex concepts or come up with creative brainstorming ideas.

• Your planning involves creating workflows for project management or requires input from stakeholders.

• You need a clear project planning method to track stages and workflows, such as a workflow diagram template.

• You’re preparing infographics, docs, or presentations and want an organized visual tool to display related concepts.

If you're feeling bogged down by the complexity of your ideas, a concept map template can help you get unstuck and move forward with confidence.

4 types of concept map templates

There are many different structures and formats that can be used to create a concept map. The four most popular types are:

1. Spider maps, which are used to diagram concepts.

2. Flowcharts, which are used to visualize processes. 

3. Hierarchy maps, which are used to visualize organizations.

4. System maps, which are used to visualize systems.

Though there are other types of concept maps, almost anything can be mapped using one of these four structures.

1. Spider maps

A spider map is a type of concept map that starts with a key concept and branches out into related ideas. Also called mind maps or idea webs, spider maps are useful for guiding brainstorming sessions or organizing thoughts, as they allow you to see the relationships between ideas at a glance. 

How to use a spider map

To create a spider map, start by drawing a circle in the center of a sheet of paper or on a whiteboard. Write the central idea in the circle, then draw lines out from the circle and label them with related concepts. Continue adding concepts (and sub-concepts) until you have a web of ideas that covers the page.

When to use a spider map

Since spider maps are often used during brainstorming and "sketch" phases of planning, many people prefer to create them by hand on scrap paper or together on a whiteboard. Spider maps usually don't wind up being published or shared with the wider company, so it's not as important to make sure this type of concept map is neat and well formatted. However, you can use the above mind map template to get yourself started with an initial set of map nodes.

2. Flowcharts

A flowchart is a type of diagram that helps you visualize the steps in a process. They can be used to illustrate a wide variety of processes, from simple tasks like filling a purchase order to complex systems like financial accounting.

Flowcharts are often used in business and engineering, but they can be helpful in any situation where you need to visualize a step-by-step process. The key to making an effective flowchart is to use universally recognized flowchart shapes that indicate what each step in your workflow means. The most common of these symbols are:

• Ovals for terminators (starting point and end point)

• Rectangles for processes

• Diamonds for decisions

• Parallelograms for inputs and outputs

• Flowlines that connect shapes and indicate the order and direction of the workflow

There are also standard symbols for documents, manual inputs, preparation steps, data storage, loops, and delays. By using these well-recognized shapes, you can ensure that anyone who looks at your flowchart will be able to read it, even without you there to explain it.

Because flowcharts have such different structures depending on the specific workflow they contain, using a paper template isn't the most efficient way to create one. Instead, use a virtual tool to create your flowchart. Then, bring it to life with workflow management software. 

3. Hierarchy maps

If you've ever seen your company's organizational chart or worked on your own family tree, then you're already familiar with the concept of a hierarchy map. These maps arrange concepts in a hierarchical structure, in order from most general to more specific. For example, a company org chart typically puts the people with the broadest authority—the founders and C-level executives—at the top of the map, then proceeds downward in levels until it reaches those at the bottom, who have the narrowest job descriptions.

How to use a hierarchy concept map

Though hierarchy maps are most frequently used to organize people, they can also help you break down information into an organized system of smaller, more manageable chunks. If you created a hierarchy map to plot out this post, for example, you might start with "concept maps" at the top, then put each type of concept map in its own second-level box, and then put details about each concept map on the bottom level.

The size and shape of your hierarchy map will depend on how many levels of information you have. You can use the template above to create a three-level hierarchical structure with your main topic at the top, up to five subtopics on the second level, and then details for each subtopic in the boxes below. You can also use colors or symbols to indicate different levels of importance.

4. System maps

Spider maps organize ideas, and flowcharts organize processes. System maps combine these two things to show the components of an organization and how they interact with one another.  You can use a system map to illustrate simple systems, like a printer, or more complex systems, like a company with multiple departments and teams.

A system map is separated into two main sections: everything inside the biggest circle is the system, and everything outside the circle is the system's environment. To map your system, start by adding each component of the system inside the larger circle and each component of the environment outside of it. The template below can get you started.

How to use a system map

Let's say you wanted to create a system map for your company. You would start by creating circles inside the system circle for each department at your organization—for this example, we'll use accounting and HR. Inside the accounting department, you would create smaller circles for different teams like payroll, budgets, and invoicing. The HR department would also have a payroll team, plus others like onboarding, crisis management, and employee benefits. If just one team handles all of these things, that's fine too. There's no minimum or maximum amount of elements required for each circle. 

Outside the system circle, you would add components in your company's environment—things like customers and third-party contractors, which impact and interact with your company, but aren't a part of it.

After you have your components recorded, you need to add your processes. These are lines that connect different components of the system with labels that name the process that connects them. Process lines can span different levels and can connect components inside and outside the system. You may also have two components that are connected by two processes that work in opposite directions. 

System map example

For example, the payroll process involves both the accounting and HR departments, and the process flows in both directions. The HR team onboards new employees and adds them to the payroll system, then sends each new employee's salary and direct deposit information to accounting, which actually sends the paychecks. In the opposite direction, the finance team sends information about the available budget for raises and salary negotiations to HR, which handles hiring and promotions. 

Continue adding components and process connectors until you have a complete picture of the system. You can also use symbols to represent different types of interactions, like the different flows of energy, information, or resources.

How to use a concept map template

Using a concept map template is a simple way to organize your thoughts, visualize complex ideas, and turn brainstorming into actionable steps. Whether you're using a concept map maker or a premade template, the process is intuitive. 

Let’s walk through an example of organizing a project management workflow. Here’s a step-by-step guide to get started:

Step 1: Choose the right template

The first step is selecting a concept map template that fits your needs. If you're planning a project management workflow, choose a template designed for outlining processes, such as a workflow diagram template. This type of template allows you to map out tasks, responsibilities, and milestones, creating a functional overview of your project.

Example: For a project involving multiple team members, a workflow diagram template helps you visualize the flow of tasks from one department to another, ensuring every stage is clear.

Step 2: Define your main concept

Once you've chosen your template, start by identifying the central concept or main idea. This is the core of your map, and everything else will branch out from it. In our project management example, the central concept could be "Project Workflow."

Example: In the center of your map, label the main node "Project Workflow." From here, you can branch out to the different phases of the project, like "Planning," "Execution," and "Completion."

Step 3: Add key concepts and subtopics

Next, add the primary branches that extend from your main concept. These branches represent the key concepts or stages related to the main idea. Break down each key concept into subtopics or smaller tasks.

Example: Under "Planning," you might create subtopics like "Define Goals," "Assign Roles," and "Set Deadlines." Each subtopic should clearly define actionable steps and serve as a focus for your ideation process.

Step 4: Connect related concepts

Now that you have your main concepts and subtopics in place, it's time to show the relationships between them. Use lines or arrows to connect related concepts and highlight the flow of tasks or information between each stage.

Example: You might connect "Assign Roles" in the Planning phase to "Execution" to show how the team’s roles affect the next step of the project. This helps clarify how one part of the workflow impacts the next, making the project run smoothly across your workspace.

Step 5: Review and refine

Finally, review your concept map to ensure everything flows logically and that all key concepts are represented. This is your chance to make adjustments, such as adding details or reorganizing steps for better clarity.

Example: After reviewing, you may realize you need to add a branch under "Execution" for "Monitor Progress." Refining your map ensures that the project workflow is thorough and ready for use.

By following these steps, you can turn any concept map template into a valuable tool for organizing ideas, simplifying complex information, and improving decision-making. Whether you’re planning a project or visualizing an abstract idea, this method will keep your work clear and actionable.

Concept map example

To see how a concept map works in action, let’s explore a practical example. Imagine you're working on a project planning session for a new product launch. You need to organize ideas, track tasks, and manage your team’s workflow. A creative concept map can help simplify this process by visually mapping out each phase of the project.

In this concept map example, the central concept is "Product Launch." From there, you can break it down into primary branches, such as "Marketing Strategy," "Product Development," and "Launch Timeline." Each of these branches can be further divided into subtopics:

• Marketing strategy: Includes tasks like setting up social media campaigns, defining target audiences, and creating promotional materials.

• Product development: Focuses on finalizing the product features, conducting tests, and coordinating with suppliers.

• Launch timeline: Outlines the key milestones, such as the beta release, soft launch, and full public launch.

By connecting these key concepts with arrows or lines, your team can see how each phase relates to one another. For instance, the "Marketing Strategy" must align with the "Launch Timeline" to ensure campaigns are ready in time for the product release.

Concept mapping basics

Concept mapping starts with a few simple steps. Begin by identifying your focus question—the central idea or main problem you’re trying to solve. This serves as the foundation for your map. From there, break down the core idea into smaller, related concepts, and use lines or arrows to visually connect them.

Here are some tips for effective concept mapping:

• Keep it organized. Group similar ideas together, and make sure the connections between them are clear.

• Use the right tools. Consider using software that offers features like collaboration, easy editing, integrations, and real-time updates to streamline your process.

• Stay flexible. Be open to adjusting your map as new ideas or relationships emerge.

• Start simple. If you're new to concept mapping, stick with a straightforward structure at first, then expand as you get more comfortable.

By following these concept mapping best practices, you’ll be able to create one that clarifies your thinking and helps you tackle complex projects with ease.

Take your concept maps to the next level

Every project flows more smoothly with adequate planning. Starting your process with a concept map will allow you to think through potential options, problems, and bottlenecks and solve them before they happen. As your project progresses, using your concept map in concert with your project management platform will help you remain on track, keep your objectives in sight, and keep the entire team united toward a common goal.

FAQ: Concept map templates

What is concept mapping?

Concept mapping is a visual technique that helps you organize and represent information clearly. It breaks down complex ideas into smaller, manageable parts by connecting key concepts and showing the relationships between them. By displaying these connections visually, you can see the big picture and understand how different ideas relate to each other. Concept mapping is useful for brainstorming, project planning, and solving problems, which makes it a functional tool in both personal and professional contexts.

How do you create a concept map?

Creating a concept map is pretty straightforward. Start by identifying your main idea, then break it down into related concepts or subtopics. Once you’ve got that, use lines or arrows to connect those ideas and show how everything relates. You can certainly build one manually, but Asana’s free concept map templates take care of the structure for you, so you can focus on your ideas and get organized faster.

Is there a concept map template in Word?

Unfortunately, Word doesn’t come with a built-in concept map template. While you can create one manually with SmartArt, shapes, and lines, it can get tedious, especially if you’re working with complex ideas. A more efficient option is to use Asana. Asana offers ready-made concept map templates that save you time and make it easy to organize thoughts, assign tasks, and collaborate—all in one place.

Does Google Docs have a concept map template?

Google Docs doesn’t have a pre-built concept map template. Sure, you can create one manually using the drawing tool with shapes and lines, but it’s not the most efficient approach. If you’re looking for something more advanced, Asana has you covered. With Asana’s concept map templates, you can easily visualize workflows, manage timelines, and collaborate with your team, all while integrating smoothly with Google Workspace. It’s a quicker, more effective way to handle project planning.