Slide1 : External Relations
on MyAIESEC.net
Slide2 : Main opportunities given by MyAIESEC.net for External Relations area
1. How to add info about organizations to MyAIESEC.net and why it is so important to do it correctly? (including clustering and adding partner’s representatives)
2. How to use Partnership Menu to manage all my contacts with Partners effectively (Partnership menu as CRM)?
3. How to ensure that organization & Partners representatives capitalize on presence on MyAIESEC.net?
4. How to do product development around online products ?
Slide3 :
Slide4 : Main opportunities given by Partnership Menu for External Relations area
1. Presence of organization in MyAIESEC.net
You can add all organizations you work with to MyAIESEC.net. You can easily search them and edit all information. Organizations will have different statuses (TN Taker, Content Partner, Sponsor) depending on according to how you cooperate with them.
You can cluster (connect) different offices of particular company (global, regional, national & local) if the company works with different entities of AIESEC (AI, GN Boards, MCs, LCs) to share information.
You can provide organizations access to different content items (e.g. company’s WIKI, files etc.) to make their presence in MyAIESEC.net even more valuable!
Slide5 : Main opportunities given by Partnership Menu for External Relations area
2. Presence of organizational contacts (Partners representatives) in MyAIESEC.net
You can easily provide individual access to MyAIESEC.net for all Partners’ representatives you are working with.
Partners representatives will be able to contribute to almost all activities happening in the system (forums discussions, files, classifieds about opportunities, news etc.), significantly improving the quality of our activities with their knowledge & external perspective. However, they will have limited access to the system (for example, they will not have access to exchange module, so they will not be able to search our EPs database…)
Slide6 : Main opportunities given by Partnership Menu for External Relations area
3. Management of your contacts with the partners
You can manage all your contacts with companies (AI / GN Board’s / MC’s / LC’s) – current partners & other contacted companies
MyAIESEC.net can store all history of your cooperation with particular company: organizational contacts, correspondence (appointments you made, meetings you held, follow ups you should do), description of all initiatives that were presented to the company/company got involved in (including files) as well as information about all exchanges that company decided to open / realize.
MyAIESEC.net not only stores information about your contact with the partners – it also can send you reminders about follow ups that shall be done when you work with the company
Slide7 : Main opportunities given by Partnership Menu for External Relations area
4. Product development around online products
You can…
Slide8 : How to add info about organizations to MyAIESEC.net and why it is so important to do it correctly?
(including clustering and adding partner’s representatives)
Slide9 : How to add organization to MyAIESEC.net?
Main information:
Organizations are added to the platform with all relevant info (name, type, scope etc.)
Each organization receives special ”type” due to character of cooperation with AIESEC (TN taker AND/OR partner AND/OR sponsor)
Each office of organization is associated with AIESEC entity that it cooperates with (AI / GN Board / MC / LC). User cannot create an Organization associated with a committee which is above the level of the user. For ex: LCP cannot create a National Level organization.
Information about organization in the system contains information about e.g. :
Information details of organization / Partners representatives
Description / History of cooperation with AIESEC
Exchange information
There is possibility to mark organization as “Global Exchange Partner”. For each GEP, one AIESEC member is manually assigned as “GEP Coordinator”. It can be only done by AIEB.
Slide10 :
Slide11 : Crucial information to remember:
Make sure you add 1 organization only once.
Check carefully the names of other organizations from your LC / MC / GN Board that already are in the system – only then you will be able to keep clarity of information.
Add all organizations to MyAIESEC.net, not only companies who are TN Takers.
They all might bring value to online activities and all require effective management
Be clear and concrete in describing Partnership definition and Partnership evaluation.
The info must be understandable & useful for other members of AIESEC.
Slide12 : Why & how to cluster my organization with other organizations?
Clustering organizations - means officially linking in MyAIESEC.net different offices of the organization (global, national & local) that work with different AIESEC committees (AI, GN Board, MC, LC).
Always make sure you cluster your organizations with other organizations that work with
Benefits of clustering your organization:
You can see which other MCs or LCs are working with that company and contact the people responsible for that cooperation in order to
Gain ideas on how you can develop your partnership (e.g. Job Descriptions of interns, involvement in different projects or activities etc.)
Connect your partner representative with other representatives of the company who already have good experience of working with AIESEC
It is very easy to generate overall reports of cooperation of particular company with AIESEC all over the world (e.g. exchange information)
You can only cluster your organization if it’s other offices work with other AIESEC offices
Slide13 :
Slide14 : Clustering organizations step by step:
Go to Partnership menu – Cluster - “Cluster organization”.
Search Organization (1)
Select organization from your level that you want to cluster with other organization.
At this point, you can view the current “Cluster tree” of your organization.
Remember, that you can cluster your organization with only 1 other organization from other level. – You will not be able to cluster organization which is already clustered.
Search Organization (2)
After you selected organization from your level that you want to cluster, search for other organization from other level (higher or lower level), that you want to cluster your organization with.
Establish relationship
Slide15 : How to gain information about other organizations clustered with my organization?
1. Exchanges Taken
Go to Partnership menu – Cluster - “Exchanges Taken report”
2. Information about areas of cooperation, contacts to partner’s representative etc.
Check “Cluster tree” of your organization and see with which other AIESEC entities your organization cooperates
You can gather basic information from organization description (Contacts & “Partnership definition” & “Partnership evaluation”)
For detailed information (partner’s representatives’ contacts etc.) please contact individually the AIESEC members from other AIESEC entities.
Slide16 : How to give my organizational contacts (partner’s representatives) access to MyAIESEC.net?
Main information:
You can add a representative of partner while adding organization to the system or any time later – you simply give a user name and password for the organizational user.
The system will create the new organizational user and will send an E-mail to you & to the Partners representative confirming the creation of the new user.
Partners’ representative receives opportunity to take part in part of online activities :
WIKIs, Files, Forums, Classifieds etc.
Organizational details of other partners (no contact details)
This is great opportunity to present AIESEC learning environment to partners and build their higher understanding of AIESEC.
Partners’ representatives do not receive access to exchange module
Slide17 :
Slide18 : 2. How to use Partnership Menu to manage all my contacts with Partners effectively (Partnership menu as CRM) ?
Slide19 : Main benefit of using MyAIESEC.net as main knowledge management system for your External Relations instead of other systems is the fact, that Partnership Menu is integral part of the whole system, which automatically generates links to:
Exchange module
Members database & profiles – who are users of the system
Partners representatives database & profiles – who are users of the system
Other organizations & AIESEC entities
Content items
Slide20 : Main information:
You can easily search & edit all information about Your organizations & organizational contacts
System stores all information about all your contacts with the organization (correspondence)
Meetings, calls, appointments etc. (with written description / files with notes)
History of cooperation / organizational contacts
You can ask system to track all follow ups you require to do after your contacts (meetings, calls etc.). MyAIESEC.net will send you mail or instant message reminding you the required
System stores information about all exchanges realized in the organization & all AIESEC initiatives that organization was involved
Slide21 : Search organization
You can manage only organizations from Your level of levels below (e.g. When You are MC member of MC AIESEC in France, you can manage MC France & LC Paris partners, but you can not manage AIESEC in UK & AIESEC in London partners)
Slide22 : Edit organization
Main information that you can edit & constantly update about the organization:
Organization details
Exchange information (raised & realized exchanges)
Organizational contacts
Correspondence (contacts history & follow ups)
Slide23 :
Slide24 : Exchange information
Slide25 : Organizational contacts
1. Go to Partnership menu – “Search organizational contact”
You will find all organizational contacts that match your criteria, from your level (global / regional / national / local – for example all organizational contacts of your LC.
Slide26 : Organizational contacts
2. Go to Partnership menu: “Edit organization” and then click “Contact information” – You will find all organizational contacts from particular organization
Slide27 : Organizational contacts
Slide28 : Organizational contacts
Slide29 : Correspondence
Go to Partnership menu: “Edit organization” and then click “Correspondence” –
Correspondence – the name for all the ways how you can get in touch with the company. It refers to various forms of contact: appointments, phone calls, meetings etc.
Slide30 :
Slide31 : View / Add correspondence
You can review all correspondence that was done with particular organization.
Go to Partnership menu: “Edit organization” and then click “Correspondence information”.
Click on the name to see details of organizational contact
Click on the date of the correspondence, to see & edit details of the existing correspondence.
Select “Add Correspondence" to add new correspondence for that particular organization.
Slide32 :
Slide33 : You can also link two existing correspondences together. (for example phone call & meeting or two consecutive meetings).
Click on “link to previous correspondence” on details page of correspondence
Select previous correspondence
Slide34 : 3. How to ensure that organizations & Partners representatives capitalize on presence on MyAIESEC.net?
Slide35 : In order to ensure that our Partners capitalize on opportunities offered to them by MyAIESEC.net, it is crucial to properly introduce them to our virtual platform.
Arrange a meeting with company representatives and present MyAIESEC.net online (explain different functionalities – e.g. WIKIs, Forums, Classifieds etc.)
Explain benefits of involvement in MyAIESEC.net of both: organization as well as individually Partner’s representative
Feel responsible for supporting creation of the presence of organization on MyAIESEC.net (e.g. creation of WIKI or Classifieds for building employer brand among members of Your LC or applicants)
Inform your Partner’s representative on how they can get involved in online activities (explain role of updating WIKI, find interesting forums, give ideas of files that can be uploaded, explain value of posting Classifieds etc.)
Slide36 : Benefits of presence of organizations & partners representatives on MyAIESEC.net:
Through online presence (WIKIs, news, forums etc.) organizations get amazing opportunity to build employer brand among members of your LC / country / GN
Through online presence (WIKIs, classifieds etc.) organizations get also amazing opportunity to build employer brand among AIESECers who search for internships, what can significantly support matching of TNs of this organization
Through involvement in high quality virtual activities, Partner’s representatives can significantly increase their understanding of AIESEC and of our unique learning environment
Through participation in virtual learning activities, Partner’s representatives present their organizations as partners truly focused on development of AIESEC members & valuable interactions with them
All members of your LC / country / GN (not only ER responsible) may really be informed about your partners and their activities
Slide37 : WIKI
Slide38 : Possibilities of using WIKI for involvement of the Partners:
Each Partner will have opportunity to have their WIKI
It is important to plan particular sections of WIKI according to information that will be decided as relevant to provide to AIESEC members. Possible sections :
Info on company
Currently open internships & how to apply
Remarks from previous interns
Role of Sustainability/Diversity etc. in the company
Participation in AIESEC initiatives
Opportunities for AIESEC members from your LC / country
Etc.
Each section can be prepared in HTML, what will guarantee highest visual quality of the Partner’s WIKI.
Due to nature of the system, it is crucial to pay top attention to linking particular words / phrases from WIKI to different elements placed in other places on internet. Correct linking gives amazing opportunity to increase informational value of the WIKI :
Files (internships description, Annual reports, company materials etc.)
Classifieds (open internships, alumni events, etc)
Forums (discussions on: interns experiences, etc.)
Surveys (employer branding opportunities etc.)
News (company information important for AIESECers – awards, annual reports etc.)
Links to all possible other items on internet (website of the company etc.)
It is crucial to keep information updated
Slide39 : Classifieds
Slide40 : Files / Forums / Surveys / News
Slide41 : PRESENCE OF PARTNER’S REPRESENTATIVES (ORGANIZATIONAL CONTACTS) ON MYAIESEC.NET
Main information:
All partner’s representatives shall have access to MyAIESEC.net and be introduced to it by you during the meeting.
Presence of Partners will base on the usage of content items mentioned before (WIKIs, Files, Forums, etc.). You shall suggest your partners adjusted possibilities of involvement in our online activities.
Do not wait for their proactive approach, but provide them with information from time to time where they could get involved. For example:
Send link to interesting discussion on the forum
Send link to the WIKI of the company and ask for feedback
Suggest opening a survey with questions given by the company
Suggest to upload documents that might be interesting
Send link to Classified that could interest your partner
Slide42 : Detailed information
Please find detailed information about full usage of MyAIESEC.net for External Relations area in following manuals : (search for them on MyAIESEC.net !).
External Relations on MyAIESEC.net – manual
How to add info about organizations & cluster them on MyAIESEC.net ? – manual
How to use Partnership Menu to manage contacts with Partners effectively ? (Partnership menu as CRM) – manual
How to ensure that organization & Partners representatives capitalize on presence on MyAIESEC.net ? – manual
MyAIESEC.net - How to add GEP TN on MyAIESEC.net ?
Slide43 : Thank You