AIESEC IN NAVI MUMBAI

CIM Guide
Prepared for: AIESEC In Navi Mumbai Prepared by: Nomaan Shaikh, Director For CIM, AIESEC In Navi Mumbai 3 October 2013

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2013

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Executive Summary
Objective
To have a dedicated framework in the portfolio along with the rm knowledge of different aspects of CIM, in order to ensure the smooth functioning of portfolio.

Goals
To set up and sustain 1. Internal Communications Network Communications Stakeholder Communications Life Long Communications

2. Knowledge Management Storage Accessibility Filing Standardization

3. Analysis Process Optimization Business Intelligence Reporting

Communications And Information Management Guide !

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Glossary
Term Internal Communications Relevance In Local Chapter The sharing of information within the local chapter for productivity and engagement purposes. Example: sharing information via emails, newsletters, on Podio, etc. Network Communications The sharing of information within the AIESEC network in order to build relevance in the same, this is basically done to market our local chapter in the AIESEC network. Stakeholder Communications Engaging current/past Interns, EPs, clients, parents, via effective communication to strengthen brand recall* and generate more business

Life Long Communications Maintaining constant contact with stakeholders. This leads to stronger association with the brand, more chances of that individual being a promoter of the local chapter. Knowledge Management We recognize that our most important asset is people and their knowledge. We understand Knowledge Management (KM) as the cultivation of an environment within which people are willing to share, learn and collaborate together leading to improvement. CIM needs to have a track and hold of all the content generated in the LC, having it effectively stored, led, made accessible, analyzed and nally - standardized. Process Optimization The discipline of adjusting a process so as to optimize some specied set of parameters. Process optimization should always link back to the heart of our organization. The optimization efforts should strengthen the core activities of the local chapter, by delivering better products and services, in a shorter period of time, at lower cost and having the same sustained throughout the future. Business Intelligence Business intelligence is the process of making better decisions in an environment that provides data and reporting that is timely, reliable, consistent and understandable in a useful format or presentation.

*Brand Recall - A qualitative measure of how well a brand name is connected with a product type or class of products by consumers.

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COMMUNICATIONS
The art of communication is the language of leadership. James C. Humes
Scads of research shows that people derive greater satisfaction from their work and perform to a higher standard when they are engaged in their workplace. Effective communications is an essential feature of engagement. Communicate effectively and youll have a more fully engaged and more productive workforce.

What drives engagement?

Engaging communications typically share three key characteristics: they are timely, they are targeted and they are relevant. From an internal communicators perspective that means getting the right information to the right member at the right time. But its more than that.. Engaging communication delivers value, and goes beyond information broadcast to entice dialogue and interaction. Its about treating members as individuals, personalizing communications to make them more relevant and giving people choices about the type of information they want to receive and how they consume it.

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Making Communications More Engaging

1.Engaging by design Design is important. Whether its an email newsletter or a print yer, the look and feel is a critical rst step to engagement. Use consistent, branded, cross-platform design that makes your communications instantly recognizable. Include design elements that make it scannable and easy for your audience to nd their way around to navigate quickly to whats important to them. Electronic Communications have to be mobile friendly.

2. Use Podio as a tool for Internal Communication Communicating via a tool like Podio has its benets as the dialogues or posts there can be made multi dimensional easily, i.e - it will be two way communication and not a mere broadcast. Communication via Podio can add a social engagement factor, this needs to be encouraged. Few Suggestions: Article comments: ask your members for feedback in the body of your article, and encourage them to start a conversation there and then in the comment section - a conversation that can happen across the organization (with their peers) as well as up and down. Likes and ratings: like buttons or article ratings offer a quick-and-easy one-click way for employees to let you know what they think of an article. They are a great way to encourage interaction, and can give you remarkable insight into the type of content members nd most engaging. Surveys & polls: surveys are a great way to collect detailed member feedback on a wide range of topics, or on complex issues. Polls are much simpler, and typically provide a snapshot of member opinion on a single issue or question. To boost engagement, show members that youre listening by sharing results in real time (for polls), publishing results in the next edition of your communication (for surveys), or even demonstrating how their valuable feedback was put to good use.

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3.Making Communications More Engaging

We live in a multimedia age - so why limit your story telling to words alone? Use photographs, video, presentation slides, webinars... to augment and support your core message and drive enhanced engagement. Embed images, video, audio or presentations into your content to add an extra dimension to your story. Embed image galleries, video libraries and related content on matter, this helps to add context and depth to the article.

Common pitfalls can be avoided along the road of internal communications planning and implementation. The rst issue to avoid is complacency embracing the old adage weve always done it that way. Take the tried and true newsletter for examplea popular, long-standing tactic of internal communication. The newsletter can be successfully deployed, but it is also one of the most widely misused internal tools because it is often relied upon as the only outlet for internal (one-way) discourse. If newsletter is the only channel for formal internal communications, or it exists because our local chapter has always done it, then it is probably falling short in its goal because effective internal communications programs are more than just bi-monthly or quarterly updates. Newsletters can be a useful and effective outreach tool when used in conjunction with other efforts. Publishing electronic information and sending out mass e-mails are good communication vehicles when used appropriately. Constantly pushing out information in the same manner regardless of the message becomes boring and is easily ignored by intended audiences. This is also an example of downward communication. If internal audiences are constantly on the receiving end and seldom or never get the opportunity to be heard, the messages will become less genuine. When members are given the chance to share their opinions and that information is used appropriately, a foundation of trust is built.

CONCLUSION
Embarking on a new or re-vamped internal communications effort is no small task. It takes time, planning, effort, patience and commitment. The return, however, is worth the investment. When best practices are followed, pitfalls avoided and planning made a priority, an organization can build a community of advocates among its employees. Having this strong sense of trust and support internally breeds success externally and builds a foundation of accomplishment and achievements.

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KNOWLEDGE MANAGEMENT
An investment in knowledge pays the best return Benjamin Franklin

Knowledge Management is a social process and not merely a matter of transferring a chunk of information from one place to another. To really achieve Knowledge Management, our local chapter needs to implement a process of motivating and inciting each other to share information. Knowledge Management aims to convert Data into Wisdom.

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FOR RELEVANCE IN LOCAL CHAPTER, KM PROCESS CAN BE SPLIT IN THREE 1| Starts from storage and accessibility of information."
! ! " Here information is all the documents, receipts, contracts, reports generated by the ! local chapter every year.
*AIESEC Indias memory is for two years.

HOW TO ENSURE INFORMATION SHARING? Every department should have one master folder on cloud which will be allocated to them by CIM, this drive can contain documents, scanned MOUs, trackers, receipts, etc. - These different drives can be a part of a parent folder which will be in CIMs dedicated cloud drive. The advantage of a Google Drive folder is that, even if internet access is absent at the time of work, any changes made in any le, document, tracker, etc. will be automatically updated once it is connected to the internet. NOTE: This is only applicable if the Google Drive app is installed on the PC - CIM team will ensure the same. All the hardcopies should be scanned and shared on the folder as well, this should be seen as a behavior and respected by the members.

2| Organizing the content.

Content should be organized so that people can easily nd what they need and when they need it. Content should be classied and indexed periodically by CIM managers along with the help of concerned portfolios TL. This should be done monthly.

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3| Retrieving and using the Content.

The les on cloud can be easily tracked for engagement by using Google Analytics and elimination of outdated content from the system can be done - This helps in another less-known objective of KM, which is knowledge control. The content can be analyzed along with the concerned VP and TL on any ofce day selected and it can be optimized according to its best potential, the rened knowledge can then be shared to members. Sharing of the same should be done by striking a balance between pushing knowledge to the members and waiting for the members to pull the knowledge.

STANDARDIZATION
All documents shared on the folder should follow certain standards which should be set by the Executive Body, and this should be followed through by the Management Body and as well as the General Body.

CONCLUSION!
E#ective Knowledge Management will lead to Turn the members knowledge into a sustainable asset. Help members to collaborate and share information. Measure and track any departments knowledge assets. Empower each employee with all of the departments experience. Have records of the operation and get tangible growth. Work professionally.

Communications And Information Management Guide !

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PROCESS OPTIMIZATION

The simple expectation out of optimizing any process is to get maximum output out of minimum input, while maintaining and bettering the standards set.

According to Wikipedia Process optimization is the discipline of adjusting a process so as to optimize some specied set of parameters without violating some constraint. The most common goals are minimizing cost, maximizing throughput, and/or efciency. When optimizing a process, the goal is to maximize one or more of the process specications, while keeping all others within their constraints.

To become an strategic consultancy - CIM needs to observe and analyze the way other portfolios function, their framework, expectations, standards, etc. Thorough knowledge and analysis of the same, helps to create a rened module for function.

CONCLUSION
A dedicated ofce culture should be the rst step towards achieving optimization of some processes.
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REPORTING, ANALYSIS, BUSINESS INTELLIGENCE (BI)

REPORTS + ITS ANALYSIS = FOUNDATION FOR BI Business intelligence is the process of making better decisions in an environment that provides data and reporting that is timely, reliable, consistent and understandable in a useful format or presentation.

Reporting: The process of organizing data into informational summaries in order to monitor how different areas of a business are performing. Analysis: The process of exploring data and reports in order to extract meaningful insights, which can be used to better understand and improve business performance. Basically, reporting shows you what is happening while analysis focuses on explaining why it is happening and what you can do about!it.

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AIESEC generates a lot of data which can be transformed into useful information to generate reports and make strategies to optimize processes and thus increase efciency. Know whats going right and focus on it and know what going wrong, then optimize it. Emphasizing on activities such as building, conguring, organizing, formatting, summarizing means that emphasis on Reporting is being given. Whereas, spending time on questioning, examining, interpreting, comparing, conrming means that emphasis is being given on Analysis.

OUTPUTS
When you look at reporting and analysis deliverables, on the surface they may look similar lots of charts, graphs, trend lines, tables, stats, etc. However, there are some subtle differences. One of the main differences between reporting and analysis is the overall approach. Reporting follows a push approach, where reports are pushed to users who are then expected to extract meaningful insights and take appropriate actions for themselves (i.e., selfserve). In contrast, analysis follows a pull approach, where particular data is pulled by an analyst in order to answer specic business questions. A basic, informal analysis can occur whenever someone simply performs some kind of mental assessment of a report and makes a decision to act or not act based on the data

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FOR RELEVANCE IN LOCAL CHAPTER, HOW TO START BI? Utmost priority should be given to professional reporting and tracking at the moment. BI is simply - process optimization of next level which is fueled by reports. Now, these reports are generated after tracking processes, analyzing information stored (KM), Simple example of tracking a Wiki on .net can help us generate reports which can eventually be analyzed along with the EB for optimization. As the tracking grows for more complex processes, the expectation of reports should also be more advanced but should always be crisp and to the point. Reporting of (at-least) the following should be expected in the current reality. 1. E-mails 2. Matching website 3. Wikis 4. Facebook page Getting comfortable with reports should help the local chapter to grow towards accepting analysis and acting upon them to optimize any process to its highest possible potential, while respecting the standard set.

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AIESEC IN NAVI MUMBAI

Contact Information
For any assistance, Nomaan Shaikh Director, CIM AIESEC In Navi Mumbai E-mail - nomaan.shaikh@aiesec.net Phone - 9892120022

CIM SORTED!
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