IM

Information Management : Information Management Knowledge Management and Internal Communication

The Opportunities of the IM Subsystem for @ : Higher unity and commitment of all members Higher efficiency of all of organizational processes Better tracking Simpler way of engaging members globally, regionally, nationally stronger self-driven learning Members become better equipped for challenges of current everyday life with fast-changing technology The Opportunities of the IM Subsystem for @

Welcome to MyAIESEC.net! ? : Welcome to MyAIESEC.net! ?

What else do we need? : What else do we need?

IMport your future : IMport your future Information & Knowledge

Agenda : Agenda

The fuel: Understanding Communication and Knowledge Management : The fuel: Understanding Communication and Knowledge Management

WHAT KINDS OF KNOWLEDGE & INFORMATION DO WE DEAL WITH IN AIESEC? : WHAT KINDS OF KNOWLEDGE & INFORMATION DO WE DEAL WITH IN AIESEC?

Your answers : Your answers Functional and technical knowledge Contacts: members, alumni, companies Tracking, statistics, reports Planning & strategy General skills: Leadership, team management, ... (internal and external knowledge) Historical information Implicit knowledge: Opinions, thoughts, ideas Legal registration documents Financial information GCPs & BCPs Terminology, abbreviations HR allocation Process maps & interfaces News & updates Information about opportunities Manuals Resources in the network X & TM management data

HOW DO WE COMMUNICATE IN AIESEC? : HOW DO WE COMMUNICATE IN AIESEC?

Your answers : Your answers Mails, messages Phone, Fax Face-to-face Meetings Conferences Conversations Skype & other instant messengers Facebook Newsletters Text messages (SMS) Web pages Forums Wikis News Classifieds Groups & teams

What is our goal for managing knowledge, information, communication? : What is our goal for managing knowledge, information, communication? ?

Your answers : Your answers First Round Raising efficiency of all operations Right person, right channels, right message Creating understanding in the members of how to work with knowledge & information Second Round Inclusive communication The same messages are understood by all members & they represent them towards externals Effective support for our organization Quick & easy No miscommunication Knowledge is not restricted to some individuals (who might leave the organization any time) Not to repeat errors

The car: Tools for Internal Communication and Knowledge Management : The car: Tools for Internal Communication and Knowledge Management

Four keys to using tools successfully : Four keys to using tools successfully

1. Researching: Which tools are there? : 1. Researching: Which tools are there? MyAIESEC.net Wikis Forums News Files Classifieds Messages Spams Networking Teams Web-publishing system External Tools E-Mail Facebook LinkedIn Google Documents Google Calendar Google Groups Yahoo Groups Blogs Groups Youtube MSN Skype

2. Understanding: How does it work? : 2. Understanding: How does it work? ? Keywords & Search based on interest Functions based on stage & role Connections to teams, groups, friends User-centric system

2. Understanding: How does it work? : Select the right tool and channel Select your audience Create your content or message Publish! 1 2 3 4 2. Understanding: How does it work? 4 2 3

2. 1 Selecting the right tool and channel : 2. 1 Selecting the right tool and channel Published Content Communication Internal Audience External Audience

2.1 Selecting the right tool and channel : 2.1 Selecting the right tool and channel + - Customized to AIESEC needs All tools work in a similar way Visually aligned to brand Connects every member in the organization All internal data, content, tools are integrated Limited capacities in organization for development and support Access limited to members, alumni and partner organizations Offer greater variety and more specialized tools Familiar to non-AIESECers and new members (no extra learning curve) No control over service level, features and data from AIESEC side Services might be discontinued by provider Login accounts for services might be forgotten during transition MyAIESEC.net External Tools

2.2 Select your audience : 2.2 Select your audience Content: Audience is defined by reading & editing permissions keywords, categories and scope Scope: Defines which organizational entity owns the content MyAIESEC.net

2.2 Select your audience : 2.2 Select your audience Permissions: Define who can read & edit the content Editing: Assign Admin Rights Open Content: Everybody in the selected scope can read Reading: Open or closed content Closed Content: Assign individual reading permissions

2.2 Select your audience : 2.2 Select your audience Keywords: All the words that can be used to search for your content Categories: The functional areas, learning issues and topics and that your content is about Keywords & Categories: Define the topics that your audience is interested in

2.2 Select your audience : 2.2 Select your audience Communication: Audience is defined by selecting the right contacts MyAIESEC.net mail.aiesec.net Skype

2.3 Create your content or message : 2.3 Create your content or message Formatted Text Plain Text

2. 4 Publish! : Formatting: Your content or message will automatically be formatted based on the defined visual standards for your system. Branding standards for Web-publishing system MyAIESEC.net formatting standards Standard text length for e-mails … 2. 4 Publish! After publishing, your content/communication tool performs two services for you: Placement/Delivery: Your content or message will be put in a location where your audience can find it Internet address will be created for content (website address or MyAiESEC.net address) Content is made available for browsing and searching Messages will be delivered to recepients

3. Dreaming: What could it be used for? : 3. Dreaming: What could it be used for? Keeping in touch Network Advertising Keep people updated Decision making Learning & Education Brainstorming Sharing Collecting Input & Feedback CY-CY & LC-LC cooperation

Dreaming bigger…. : Dreaming bigger…. Higher unity and commitment of all members Higher efficiency of all of organizational processes Better tracking Simpler way of engaging members globally, regionally, nationally stronger self-driven learning Members become better equipped for challenges of current everyday life with fast-changing technology

4. Implementing: What approaches make it successful? : 4. Implementing: What approaches make it successful? Approaches Successful Implementation Helpful Easy-to- Use Sustainable Attractive Personal Trustworthy

Attractive : Attractive Images Clear Layout Videos Colors & Formatting

Helpful : Helpful Calendars Contact Information Lists of Ressources Complete Updated Accurate Relevant

Easy-to-Use : Easy-to-Use Clear, structured layout Descriptive keywords, categories, scope Navigation links Using the right channels

Not-So-Easy-to-Use…. : Not-So-Easy-to-Use…. Confusing keywords, categories, scope Wrong channel Not using the right channels No channel at all Too many categories

Trustworthy : Trustworthy Share only what is yours to share Ensure accuracy Keep promises for updates, content, .. Get experts to contribute Respect privacy of your audience Respect confidentially of information

Personal : Clear audience Clear author Individual style & content Personal Relevance for audience Informal & friendly Spaces for input & feedback

Sustainable : Sustainable Keep in mind how AIESECers can use your knowledge in 3, 5, 10, 30,... years Obvious, central location Include context Ensure transfer of all permissions and accounts during transition Common, editable file formats

The rules of the race: Your Internal Communication & Knowledge Management Plan : The rules of the race: Your Internal Communication & Knowledge Management Plan

Challenges : Different understanding Random approaches No common structures Challenges Many people involved Content not updated Changing channels each year Insufficient keywords & naming Lack of sustainability Mostly related to member behaviour

Planning a party… : Planning a party… Who is responsible for music food cleaning Content Music occasion Audience family Friends

…Planning a party… : …Planning a party… Expected audience behaviour Dress code Bring your own snacks Introduce yourself to everybody Time & location where , when how to get there

… And your internal communication and knowledge management : … And your internal communication and knowledge management Who is responsible for Maintaining channels content items Providing information General structure Content purpose, topics Text & materials Audience Members, EBs, teams, .. Expected audience behaviour subscribing to items participation Time & location dates for creating and updating things Addresses & names keywords

AI Communication Plan: Member‘s View : AI Communication Plan: Member‘s View

AI Communication Plan: EB View : AI Communication Plan: EB View

How could YOUR internal communication & knowledge plan look like? : How could YOUR internal communication & knowledge plan look like? Tools Content (Wikis, Forums, News, Classifieds, Web-publishing) Teams & groups Networking, messaging, E-Mail Surveys Blogs, Facebook, Google Tools Audience General members functional areas EBs Trainees Members from other countries alumni

… Please include… : … Please include… Who is responsible for Maintaining channels content items Providing information General structure Content purpose, topics Text & materials Audience & Permissions Members, EBs, teams, .. Expected audience behaviour subscribing to items participation Time & location dates for creating and updating things Addresses & names keywords

How you use your channels : How you use your channels Wikis One-stop information place Navigation link tructure with links to all other ressources Wikis for all functional areas Links back to main national wiki & other functional areas Stage-oriented wikis Members New members Ebs Contact information Same page section structure for all national wikis Online collaboration around specific topics Forums Archive of all the communication (useful for transition) News (so that they are sent in the notification e-mails) Offline Office as central informaiton location Bulletin boards Input boxes for survey answers, feedback,... Physicial file folders Text messages (SMS) to reach members quickly anywhere (especially where internet is not available)

GCPs from your countries : GCPs from your countries Central country wikis & structures AIESEC Bulgaria: http://www.myaiesec.net/content/viewwiki.do?contentid=10020244 Navigation menu, embedded multimedia, customized search links for all ressources of Bulgaria Documentation of structure & search tricks: http://www.myaiesec.net/content/viewfile.do?contentid=10024897 http://www.myaiesec.net/content/viewfile.do?contentid=10025658 AIESEC in Canada Main wiki: http://www.myaiesec.net/content/viewwiki.do?contentid=10000830 Overview national channels: http://www.myaiesec.net/content/viewwiki.do?contentid=10025352 AIESEC Portugal: http://www.myaiesec.net/content/viewwiki.do?contentid=10018598 Layout & Design, common page structure for all national wikis (Navigation, Description, Contacts, Ressources), AIESEC UK: http://www.myaiesec.net/content/viewwiki.do?contentid=10001617 Common navigation menu template for all national wikis & forums Using wikis & forums for virtual collaboration & decision making between different LCs AIESEC in Germany – Sunrise region wiki (used for sharing contacts, conference & trainings in the region, developing a common vision & strategy, LC-LC cooperations etc. online, mostly in German) http://www.myaiesec.net/content/viewwiki.do?contentid=10017257# AIESEC in El Salvador: Virtual Q & A for MC candidates before elections: http://www.myaiesec.net/content/viewforum.do?contentid=10016174

The Drivers: Educating Your Country on Internal Communication and Knowledge Management : The Drivers: Educating Your Country on Internal Communication and Knowledge Management

Resources from AI to help you in education : Resources from AI to help you in education Video Tutorials How-Tos for tasks Detailed explanations of how to use MyAIESEC.net functions customized for all functional areas Talent Management Exchange Communication External Relations Information Management Alumni Wiki: Global Information Management – Education Subscribe to keep up-to-date!

Help Centre : Help Centre Detailed step-by-step instructions on how to use all parts of the system

What kind of education do you need? : What kind of education do you need? Education for new LC members Basic functions of MyAIESEC.net: Wikis, Files, Forums, News, Classifieds, Surveys, Networking, Messaging, Teams & Groups, Profile, Searching Communication & Knowledge Management plan: Where to find materials &channels, expected behavior Local, national, global X teams: Exchange module AIESEC XP cycle management: Stages and competency assessment

What kind of education do you need? : What kind of education do you need? Education for new LC EBs Content editing & administration : Wikis, Files, Forums, News, Classifieds, Surveys, Web-publishing LC Administration: User Management (approving, deleting, role assignment) Statistics: X MOS, TM, … Managing teams & LC permissions Communication & Knowledge Management plan: Responsibilities, creation & updating How to train their members

What are the things YOU can do to ensure that education of LC members is happening effectively in YOUR country? : What are the things YOU can do to ensure that education of LC members is happening effectively in YOUR country? Who, where, when, what, how…?

IMport your future : IMport your future Information & Knowledge

… Dream big ?.... : Higher unity and commitment of all members Higher efficiency of all of organizational processes Better tracking Simpler way of engaging members globally, regionally, nationally stronger self-driven learning Members become better equipped for challenges of current everyday life with fast-changing technology … Dream big ?....