IM Guide - 2013 v1

7/30/2019 IM Guide - 2013 v1

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Communications & Information

Management Guide

AIESEC India

Version – 1.0

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CommunicationsProcess

Optimization

Communications

& InformationManagement

BusinessIntelligence

Education &Training

Knowledge

Management

IT ToolsManagement

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Communications

LC Communication

-LC newsletters

-Managing comm.

channels like Podio,Google Groups, Facebooketc.

-Managing RnR, EP Re-

integration, internengagement, X+Lcampaigns.

Network Communication

-Marketing your LC in theAIESEC network

-Intern EngagementChannels

-Intern & EP (LLC), Alumni,Client newsletters

-Membership/Client/Stakeholders survey &feedback.

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Why Focus on Internal Communication.

Internal communication promotes a strong company culture and work ethic

of all employees. Happy employees = happy customers, happy managers and

all around happy times. AIESEC is a unique company in the way that we

operate almost entirely by volunteers, aka students like yourself. How many

hours have you spent working on AIESEC tasks? Why is it that you work so

hard doing work for an organization that doesn’t provide monetary incentive?

Everyone in AIESEC joined for different reasons but most everyone stuck with

it because they genuinely love the organization, our products and our

company culture. Without the social benefits of AIESEC, productivity would

predictably decline. In order for our members to stay engaged, there needs to

be strong and effective internal communication channels. We need to beupfront with the expectations of our members, hone-in on cues indicating

that a member is not satisfied with the organization, and work to the best of

our abilities to improve the situation. Strong internal communication can help

solve many workplace problems.

How to generate more business out of it. Now thats upto you. 4

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Network Communication

Life Long Connection – Your job is to maintain constant contact

with your stakeholders. This leads to stronger association with

the brand, more chances of that guy being a promoter of AIESEC

(or your LC). We are so involved in getting new customers on-

board, we neglect our current stakeholders.

Your current/past Interns-EP’s, Clients, Parents are your

stakeholders. Keep in touch and generate more business.

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Process Optimization

Its simply fixing things which are going wrong. Decreasing input (investment,

manpower, time) and increasing output (efficiency) while maintaining or bettering

standards.

Acc to Wikipedia -

Process optimization is the discipline of adjusting a process so as to optimize

some specified set of parameters without violating some constraint. The most

common goals are minimizing cost, maximizing throughput, and/or efficiency.

When optimizing a process, the goal is to maximize one or more of the process

specifications, while keeping all others within their constraints.

You are a strategic consultant to the LC. Yes, you man!

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The Process of Process Optimization

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Knowledge Management

AIESEC being a dynamic organization, presents along the years

high rates of knowledge and information creation, nevertheless,

not always this known knowledge is transferred neither shared

or stored, that’s why it is important to establish a framework

which allow us to keep evolving and support the learningprocess, which lead us to organizational growth and

improvement through actions, process and initiatives. Most of

times, the lack of knowledge takes us to reinvent the wheel year

by year, preventing us to move forward and achieve theorganizational goals.

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Knowledge Management is the

storage and accessibility of

information. Here information is

all the documents, receipts,

contracts, reports generated byAIESEC every year.

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AIESEC India’s organization memory is only 2 years.

Knowledge is Power!

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Effective Knowledge Management

will lead to -

• We become a “Professional” organization.

• Better decision making.

•

We will have records of our operations.• Initial steps to make AIESEC India a legal

entity.

•

Hold our stakeholders accountable legally.• Better transitions

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IT Tools Management

AIESEC India has reached a stage where we want huge

numbers; pen & paper wont work for us anymore. Our

tools like myaiesec.net and podio have huge potential if

used in the right way.

Involving IT tools can make things simpler (if done

right).

Introduce your LC to new tools like gmail filters,

evernote, wunderlist and other productivity apps.

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Education & Training

Like a VP TM is responsible for training themembership in all the general stuff. You train themembership in processes (exchange management,

finance, IM, branding) , our tools (myaiesec.net andPodio). Support innovation.

• Go to department meetings

• Take custom webinars/sessions

• Ask for feedback regularly and use it well.

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Business Intelligence

Acc to Wikipedia, Business intelligence (BI) is a set of methodologies,processes, architectures, and technologies that transform raw data intomeaningful and useful information. Data is raw, unorganized facts that needto be processed. Data can be something simple and seemingly random anduseless until it is organized. When data is processed, organized, structured or

presented in a given context so as to make it useful, it is called Information.

AIESEC generates a lot of data which can be transformed into usefulinformation to generate reports and make strategies to fix processes, increasefficiency.

Know what’s going right and focus on it and know what going wrong, then fixit. Ex – Knowing when to raise, what type to raise, what kind of JD on .net willsell more, who are my top ten customers and how to increase business.Maybe make an annual report or LC quarterly report, update your clients.

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BI Challenge

Organizations are struggling with key business decisions due to lack of informationwhen and where needed. BI can provide answers to critical questions facingexecutives today:

• Customers - What are my most profitable customers and segments? How can Iincrease revenue and profitability from them over time?

• Products - Which products in what markets are contributing the most towardprofitability and how can I enhance them? Which products have excellent partnerpotential?

• Markets - What channels and geographic markets contribute most to revenue andprofitability? How can I grow these markets over time?

•

Employees - Are my employee costs higher than my competition and how overtime can I manage this while maintaining employee retention and loyalty?

• Suppliers - What is my total overall spend by category and what are my strategiesto lower these costs? How can I reduce cost while improving delivery and quality?

• Profitability - Which business units, product lines and geographies are contributingmost toward overall corporate profitability and which strategies (customers,

products, markets, channels, partnerships) will drive greater profitability? 14

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F.A.Q.

(An LC VP IM pouring his heart out)

How do I make my EB understand IM?

It’s a long process and will take some time. It starts

with you helping them first. Understand, they have10 different things on their mind and IM will not beone of them.

Offer help and make sure they understand IM.

Give them the IM guide.

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F.A.Q.

I don’t get members in IM?

The primary reason is your membership doesn’t

understand IM. Make sure you are explaining it, givesessions at LCM’s, sending regular mailers. Most

importantly show how IM is helping (with numbers).Build the portfolio’s brand. People will come.

If your VP TM is unable to get members, figure out onyour own. Get friends, lure in members or do skill basedrecruitments.

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F.A.Q.

Can my LC run without me? What is the needfor IM?

Sadly, yes your LC can run without you. AIESEChas been running without VP IM’s in the past.You are supposed to take care of things which

can not be handled by anyone else.When we think of those big numbers IM is theanswer. #AIESEC2015

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F.A.Q.

I am not from an IT background, can I do IM?

Yes, you just need to be smart enough to

understand how AIESEC works and skilledenough to figure & fix problems.

IM is not a technical portfolio. Moreover, all thetechnical requirements will be supplied by theMC & NST’s.

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F.A.Q.

My EB/VP BD keep asking me to design their

proposals? Is designing my job?

No, designing is not your job. But if no one else

knows how to do it, please offer help.

Alternative – Find someone who can design for

your LC.

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F.A.Q.

I have this brilliant plan for a application/ website wecan make and help our operations.

Before asking me this question, just think.1) Will it help in generating more business (even

indirectly)?

2) Is it worth the time and effort i/we invest in it?

3) If i/we make it, will the membership use it?

IF YOU STILL THINK IT’S A GOOD IDEA, THEN GO AHEAD.

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Dude!

You are not the tool, you are the

guy who makes that tool.

Peace.

21Tools = Processes + SOP’s + Applications.

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For Any Assistance.

Sidharth Karwal

MC VP IM

AIESEC India

E-mail – [email protected]

Phone – 9815681330

Facebook – facebook.com/sidkarwal

Twitter – twitter.com/sidkarwal

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mailto:[email protected]

mailto:[email protected]

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IM Guide - 2013 v1