External Relations on MyAIESEC.net - manual

External Relations on MyAIESEC.net - manual Partnership Menu MyAIESEC.net aims to involve organizations & Partners’ representatives in the activities happening virtually as support for physical interactions. Partnership menu regulates the activities of companies / Partners representatives. 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) Partnership menu in MyAIESEC.net provides opportunity for valuable involvement of Partners in AIESEC virtual activities as well as possibility to effectively manage all your contacts with companies. However, in order to use the partnership menu effectively, it is important to make sure that all information in the system is added correctly & constantly updated. Adding organizations to MyAIESEC.net: 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 link your organization with other offices of the same organization which also partner with AIESEC in the other LC/MC/GN Board/AI. This gives you great chance to share valuable information. Adding organization step by step: Go to Partnership menu – “Add organization”. Name of Organization Always check if such organization does not exist already for your LC / MC / GN Board / AI. It is possible, that the organization has partnered with AIESEC before. (Pay attention to that procedure as well especially during “Adding TN”. Always check if the organization you are adding TN to is already not in the system – e.g. it must be there if TN is re-raised and you should add new TN to the same organization) While putting name keep it as simple as possible – so that other members can easily recognize & find organization in the future. Committee Define the level on which the organization you add cooperates with AIESEC. As LC member you can only add your partners on “local” level. As MC member, you can choose to add your partner either as “national” level partner or partner on “local” level of any LC in your country. GN Board: “regional”, “national” of particular MC in your GN or “local” of any LC in your GN. Business Type Define the main industry that company operates in. Organization Type Define the type of the organization. Please mind that you should not only add companies as partners the companies, but also all NGOs, universities, governments etc. – as they are all your partners and they all shall receive access to the system as well as effective management of the contact. Scale of operation Define the scale of operation of particular office that you work with. For example, if you work with company, that run global activities and has Headquarters in your city - select GLOBAL. If you work with national office of the multinational company – select NATIONAL. Organization participation Define if the organization is TN taker AND/OR partner AND/OR sponsor. Please note, that you shall add all organizations you cooperate with to the system – not only TN Takers! Info file Upload any information that you will find relevant (etc. annual report) Partnership evaluation Give short description of how you evaluate the partnership (e.g. “close cooperation, understanding of AIESEC, focused only on strict benefits”). Be clear and concrete - this info will be used & may support work of other members in future. Partnership definition Give short description of the activities that company is involved in (e.g. “exchange, trainings at conferences, in-kind support”). Be clear and concrete - this info will be used & may support work of other members in future. Username / Password The organization receives it’s own username and password to access MyAIESEC.net. You can share this username and password with all people from that organization that you work with, so that they can use the system from the same account. You shall track the username/password of all organizations from your LC/MC/GN Board and inform them organization representatives about them. Crucial information to remember: Make sure you add one 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. You can use “Check availability” button for that, but also you shall search for organization before you start adding it. 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. 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 AIESEC. 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 (mainly exchange information) You can only cluster your organization if it’s other offices work with other AIESEC offices 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. 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 entity, that you want to cluster your organization with. Confirm establishing relationship Or Go to Partnership Menu - “Search organization” – select organization and “Cluster organization” Or You can also establish the cluster during adding the organization to the system (You will only have to select the organization that you want to cluster with the organization that you are adding). How to see the “Cluster tree” of my organization? Go to Partnership menu – Cluster - “Cluster organization” Select your organization & choose “cluster organization” Select “Show cluster tree” How to gain information about other organizations clustered with my organization? Exchanges Taken Go to Partnership menu – Cluster - “Exchanges Taken report” 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 (Org. details & “Partnership definition” & “Partnership evaluation”) For detailed information (partner’s representatives’ contacts etc.) please contact individually the AIESEC members from other AIESEC entities How to use that information ? (e.g. Imagine that you work or want to start working with Company X. Now you can see, that other offices of Company X work with other MCs / LCs / AI. You can easily check the TNs that were raised in that Company already, so that your chances of raising TN are much higher, as your information is much more reliable If you prepare general proposal for partnership, you can contact VP ER of MC/LC that work with that company. Write them mail (find them on “Networking”) and ask them for their areas of cooperation, what was successful, names of managers they work with etc. This info increases your chances to raise partnership, as you can assure your managers that other offices of the same company are satisfied with working with AIESEC ! How to break cluster of my organization? Go to Partnership menu – Cluster - “Break Cluster” Search & select your organization Select links you want to break Permissions within Clustering (clustered & non-clustered organizations): You can view all information about organization from your entity and levels below. (including company info and info about company representatives) (e.g. MC member can check all info about MC partners & all partners of LC from his/her country) For organizations from the same / higher level, you can see only general info (e.g. LC member can not see detailed info of other LCs & MCs & GN Board & AI organizations and can not see their company’s representatives’ details ) Adding organizational contacts to MyAIESEC.net: How to give my organizational contacts (partner’s representatives) access to MyAIESEC.net? MyAIESEC.net gives opportunity to give access to our virtual platform to all our Partner’s representatives (organizational contacts). Main information: You can add a representative of partner while adding organization to the system or any time later during cooperation with organization 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 will not have his/her own account on MyAIESEC.net, but will use the username/password of the organization that he/she works for. 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 Adding organizational contact step by step: You can add organizational contact: While adding the new organization to the system You will be automatically asked to add at least one organizational contact after adding the organization New organizational contact from the organization you already work with Go to partnership menu: “Add organizational contact” or “Edit organization” – “Contact information” You should create separate organizational user for every person from the company that you started working with (it is probable you should have more than 1 organizational contact for each organization). Comments Shall include the area and time of cooperation with that person (e.g. exchange 2007, Career Days 2006) as well as any other special information (e.g. alumni connections, attitude towards AIESEC). How to ensure that organizations & Partners representatives capitalize on presence on MyAIESEC.net? MyAIESEC.net gives opportunity for valuable involvement of Partner’s representatives (organizational contacts) in various online activities as well as ensures possibility of diverse presence of the organizations in the system (promotion / information / knowledge sharing opportunities). 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.) 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 involvement in high quality virtual activities, Partner’s representatives can individually benefit by gaining knowledge and challenging their personal opinions on various issues with opinions of young people from all over the world, alumni and other Partners’ representatives 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 presence of organizations on mYaiesec.net WIKI WIKI is a main tool for knowledge management. It is a growing collection of pages, that – if not set differently – can be viewed, created and edited by different users. Used to capture, organize and find relevant information about everything related to all areas of AIESEC. Concept of WIKI is very similar to pages of Wikipedia. (HTML possible). WIKI is main place where information can be put around particular topics / issues / areas / Partner etc. Each WIKI consists of: Description List of contents Content sections There is unlimited number of sections possible. User can add new sections, change their order, but they are always put one below another. It is possible to use HTML for the content of sections of WIKI. Each section might use different HTML code or whole WIKI can be 1 HTML code in 1 section. It is also possible, to give links from particular words / sentences to files, forums, classifieds, news etc. That links give opportunity for smooth & understandable connections of different content items & make WIKI real “information centre”. While searching for any information in the system, user goes to flagged items, performs “search” or: goes to “WIKIs” section from his/her landing page search through particular categories and see all WIKIs in particular category user can see all WIKIs related to his level in organization (e.g. LC member sees his LC, his country, his GN & Global) Each WIKI has a rating (0-4 stars), counted on the basis of how useful other users founded that WIKI, 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.) There is need to define set of keywords, that will be used for the items related to the particular company It is crucial to keep information updated For inspiration, please refer to WIKIPEDIA pages: http://en.wikipedia.org/wiki/Coca_cola http://en.wikipedia.org/wiki/European_Union http://en.wikipedia.org/wiki/BBC Classifieds Classifieds is a main tool for advertising any opportunities in organization (internships, positions, conferences etc.). It is a collection of advertisements, out of which every advertisement has particular category (defined by system e.g. “internships”) & scope (e.g. “local”). On landing page of “Classifieds”, user can see latest 5 titles of advertisements from each category. User can also subscribe to particular category –then he/she will receive notification to mailbox whenever new Classified appears in that category. After clicking in the particular classified, user can see whole content of Classified. It is possible to design content of classified in HTML. It is also possible to link particular words/phrases with WIKIs, files, surveys etc., to make a Classified a really valuable advertisement. Each Classified has a starting & ending date – it is constantly visible & accessible only during that period. Possibilities of using Classifieds for involvement of the Partners: It will be highly valuable if Partners decide to link the range of Classifieds to their WIKIs (not only internships, but also conferences etc.), in order to increase value of the Partner’s presence on the system and bring Partners’ representatives additional value You shall feel responsibility to find opportunities together with company that might be interesting for them to promote (TNs, other internships, etc.) to your members There is need to define set of keywords, that will be used for the items related to the particular company Files “Files” is main tool for storing documents. Files are not grouped in folders, but can be grouped by different categories / topics / types. On landing page of “Files”, user can see the latest files uploaded from each category. Each file has a rating (0-4 stars), counted on the basis of how useful other users founded that particular file. It is possible to link particular files with words/phrases from WIKIs & Classifieds & News. Possibilities of using Files for involvement of the Partners: It will be highly valuable if Partners decide to upload different range of materials & link it to their WIKIs, in order to increase value of the Partner’s presence on the system There is need to define set of keywords, that will be used for the items related to the particular company. Due to nature of the system, this part is crucial to guarantee visibility of the materials. You shall feel responsibility to find information together with company that might be interesting for them to present to your members Forums “Forums” is main tool for virtual discussions & dialogues. On landing page of “Forums”, user can see few latest active discussions from each category. It is possible to link particular forums with words/phrases from WIKIs & Classifieds & News. Possibilities of using Forums for involvement of the Partners: It will be highly valuable if Partners decide to stimulate range of different discussions & link it to their WIKIs, in order to increase value of the Partner’s presence on the system and involve Partners’ representatives There is need to define set of keywords, that will be used for the items related to the particular company. Due to nature of the system, this part is crucial to guarantee visibility of the materials You shall feel responsibility to find information together with company that might be interesting for them to present to your members Surveys “Surveys” is main tool for conducting different surveys & pools. On landing page of “Surveys”, user can see active surveys from each category. It is possible to link particular surveys with words/phrases from WIKIs & Classifieds & News. Surveys for Global Exchange Partners’ internships are also linked with TN forms. User can view the different survey results in a Report format. This will help the user to apply different filters on survey results and do analysis on the survey data. While creating the survey, user defines: the group of users that shall take part in survey (group of selected individuals or members on particular role from particular LC/MC/GN Board/AI) sections & type of questions Possibilities of using Surveys for involvement of the Partners: It will be highly valuable if Partners decide to gather range of different information from AIESEC membership through surveys & link it to their WIKIs, in order to increase value of the Partner’s presence on the system and bring Partners’ representatives additional value There is need to define set of keywords, that will be used for the items related to the particular company. You shall feel responsibility to find information together with company that might be interesting for them to collect from to your members News “News” is tool similar to Classifieds, however reserved for strictly informational purpose (e.g. “… receives 2008 AIESEC International Best Partnership Award”). On landing page of “News”, user can see latest titles of news from each scope (AI / GN / MC / LC). User can also subscribe to particular category –then he/she will receive notification to mailbox whenever new Classified appears in that category. After clicking in the particular news, user can see whole content of News. It is possible to design content of news in HTML. It is also possible to link particular words/phrases with WIKIs, files, surveys etc., to make a News a really valuable information. Each News has a starting & ending date - they are constantly visible & accessible only during that period. Possibilities of using News for involvement of the Partners: It will be highly valuable if Partners decide to provide various news to AIESEC members & link it to their WIKIs, in order to increase value of the Partner’s presence on the system There is need to define set of keywords, that will be used for the items related to the particular company You shall feel responsibility to find information together with company that might be interesting for them to present to your members 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. All organization representatives of the same organization will be suing the same username/password to access MyAIESEC.net (for more details, please refer to “How to add info about organizations & cluster them on MyAIESEC.net ? – manual” ) 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 Etc… Permission system: In order to ensure that we provide access to really useful information for our Partners, as well as to prevent them from misuse of information that belongs to AIESEC, MyAIESEC.net has automatic system of permissions. General information of the permission system: Organizational contacts do not have access to the exchange module Organizational contacts that subscribe from the organization that is partner of LC, receive “local” level permission partner of MC, receive “national” level permission partner of GN Board, receive “regional” level permission For example, “Local” level permission means, that organizational contact can view all content from global / regional / national and local level that is open for all users, however can only create content of the local level Each content item can be open to view for members and/or alumni and/or organization or can be closed. Organization contacts can only view content, that has permission to be viewed by “Organization” How to use Partnership Menu to manage all my contacts with Partners effectively (Partnership menu as CRM) ? MyAIESEC.net gives opportunity to effectively manage all the contacts of Your GN Board / MC / LC with external partners. If used properly, it can become the overall CRM system for your entity. 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 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 MyAIESEC.net will work as real CRM system for your entity only if all members are educated on usage of it as well as if information in the system will be constantly updated. Search organization Search organization is the main menu that enables you to manage your cooperation with particular organization in the system. Go to Partnership Menu – “Search organization” You will find all organizations that match your criteria, from your level (global / regional / national / local). 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) From the results menu, you can select the organization and select which action you want to take. You have opportunity to: Add organizational contact (new person You work with – see “How to add info about organizations & cluster them on MyAIESEC.net ? – manual” for detailed information on “add organizational contact” procedure) Edit organization (manage all information about organization – see info below) Contacts (manage all information about contacts – organization’s representatives – see info below) Correspondence (manage all information about contact you have done with organization’s representatives – see info below) Exchanges (check all the exchange information of the organization – see info below) Cluster organization or Break clusters (link organization with other offices of that organization – see “How to add info about organizations & cluster them on MyAIESEC.net ? – manual” for detailed info on procedure of clustering and breaking clusters ) edit organization Edit organization is the main menu that enables you to manage all information about your cooperation your with particular organization. Main information that you can edit & constantly update about the organization: Organization details Organizational contacts Correspondence (contacts history & follow ups) Exchange information (raised & realized exchanges) Organizational details Go to Partnership menu: “Edit organization” or “Search organization” - “Edit organization” Main information will not be edited since adding organization to the system, as it does not change usually (address, industry, country, scale of operation, etc. ) However, little information needs constant update: Organization participation Update status as you develop your cooperation with the organization Info file Upload files with any new relevant information from company as well as any proposals / partnership reports Partnership definition & evaluation Update the description with any new relevant information that appears during your cooperation with the organization. Exchange information Go to Partnership menu: “Edit organization” or “Search organization” - “Edit organization” and then click “Exchange information” You can check all raised & realized internships in the organization. You can not edit this information, as it is automatically linked to information in exchange module. Contacts information (organizational contacts) You have 2 main ways to administer your organizational contacts (Partners representatives) in the system: 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. this is open search – e.g. if you put committee “Global” and First Name “Mar”, it will show you : Go to Partnership menu: “Edit organization” or “Search organization” - “Edit organization” and then click “Contact information” or “Search organization” - “Contacts” – You will find all organizational contacts from particular organization From both of those screens, you have opportunity to edit information about your organizational contacts. Most of the information will stay the same, however you shall update “comments” on crucial information. Just click the name of the contact person : It is very important to add all organizational contacts that you work with to the system, as they will be base to keep your correspondence information updated. To add new organizational contact for organization that already exists, Go to Partnership Menu: “Search organization” – “Add contact” OR “Add organizational contact” Correspondence (Contacts history) 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. MyAIESEC.net gives possibility to manage all your correspondence with your partner organizations. If done regularly, it is very effective way to ensure proper knowledge management & ensure good transition between account managers. Main info : Information about each correspondence contains: Organizational contact Select Partner’s representative that you contacted out of those previously added to the system. Correspondence Date AIESEC member (person that did particular correspondence) It shall be person that really executed the correspondence, not always account manager or VP ER. Type of correspondence Purpose Describe shortly the purpose of the contact and expected results. (e.g. to evaluate finishing internship and present re-raising opportunities) Correspondence output Describe shortly the actual result of the contact (e.g. presented 2 opportunities for re-raising – fairly interested for marketing department, final decision after current internship finishes) Correspondence binary information Upload summary of the contact sent to Partner / your notes / documents presented Moreover, each correspondence contains info on required follow up: Correspondence follow up date Correspondence follow up alarm You can ask MyAIESEC.net to remind by mail or instant message about the follow up ! Correspondence follow up message Content of the reminder (e.g. “call Mr. Salot to schedule the meeting”) Follow up done by AIESEC member Select who of your GN Board / MC / LC will do the follow up and should be informed View / Add correspondence You can review all correspondence that was done with particular organization. Go to Partnership menu: “Edit organization” or “Search organization” - “Edit organization” and then click “Correspondence information” or “Search organization” - “Correspondence”. 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. Search correspondence In order to manage all correspondences of your LC / MC / GN Board, you can easily search database of all correspondences. Go to Partnership menu: “Search Correspondence”. You can search all correspondence with all companies of your from your LC / MC / GN Board, by type of correspondence. Other 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 – handbook 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 External Relations on MyAIESEC.net – presentation MyAIESEC.net - How to add GEP TN on MyAIESEC.net ?