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Transcript of IM Guide - 2013 v1
7/30/2019 IM Guide - 2013 v1
http://slidepdf.com/reader/full/im-guide-2013-v1 1/22
Communications & Information
Management Guide
AIESEC India
Version – 1.0
7/30/2019 IM Guide - 2013 v1
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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?
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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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