Topic Mapping

Gather all available materials, such as workshop notes, interview transcripts, photographs, documents, and audio recordings. Each statement, idea, or observation should be written on its own card or sticky note.

Prepare the Workspace

Decide whether the mapping will be carried out physically or digitally.

For an analogue session, prepare:

• a large wall or table
• moderation cards or sticky notes
• markers
• a pinboard or whiteboard

For a digital session, suitable tools include:

• Miro
• Mural
• Conceptboard
• digital whiteboards

Before starting, consider:

• What are we looking for?
• What do we want to understand?
• Which connections are we interested in?
• What insights do we hope to gain?

Examples include:

• "Which challenges are mentioned most frequently?"
• "What needs or wishes do participants express?"
• "Which topics appear repeatedly?"

Place all cards on the working surface without sorting them into categories.

The goal at this stage is simply to gain an overview of all available information.

Group Similar Statements

Begin grouping together cards that address similar ideas or topics.

Helpful questions include:

• Which statements belong together?
• Which topics are similar?
• Which cards describe the same challenge?
• Which ideas pursue a similar objective?

At this stage, avoid overanalysing the results. The first structure often emerges intuitively.

The initial groups gradually develop into broader thematic clusters.

Examples:

Mobility

• missing cycle paths
• poor public transport connections
• unsafe intersections

Quality of Public Space

• additional seating
• more greenery
• shaded areas

Communication

• lack of information
• unclear responsibilities
• desire for better communication

Give each cluster a meaningful and descriptive title.

Avoid overly broad labels and instead use specific themes.

Examples:

• "Road Safety"
• "Meeting Places for Young People"
• "Accessibility"

The title should capture the shared meaning of the grouped statements.

Next, examine the clusters as a whole.

Helpful questions include:

• Which topics appear most frequently?
• Which clusters are connected?
• Which findings are surprising?
• Which perspectives are missing?
• Where do conflicts become visible?

If necessary, prioritise the most important themes.

Possible methods include:

• dot voting
• multi-voting
• team discussions

This helps identify which topics should be addressed first.

The outcome is a structured overview of the collected information.

Possible results include:

• thematic clusters
• key priorities
• recurring patterns and relationships
• priority topics
• a basis for further analysis
• a foundation for future decisions and measures

Topic Mapping does not directly answer the question of what should be done. Instead, it helps to understand which themes exist, which concerns are raised most frequently, and how different issues relate to one another.

The resulting clusters can then be used to identify appropriate stakeholders, responsibilities, or areas of expertise. For example, they may indicate which issues should be forwarded to municipal departments, political committees, project groups, or other relevant organisations. A well-structured overview also enables policymakers and public administration to quickly understand the outcomes of a participation process.

The original collection of sticky notes should then be transformed into a clear and accessible format. Possible formats include:

• tables
• topic summaries
• mind maps
• presentations
• reports
• digital whiteboards
• infographics

This makes the findings easier to understand, communicate, and document over the long term. In larger participation processes, it is particularly useful to digitise the thematic clusters so that they can be further developed, commented on, or expanded by different stakeholders.

Source: Kerr, J., Cheers, J., Gallegos, D., Blackler, A. & Kelly, N. (2023): The Art of Co-Design: A Guide Through Creative Collaboration. BIS Publishers.