QUESTION 1.What is Communication andInformation Management?
ANSWER 1. Communication in an organization or for a network is formal and informal exchange of ideas and information, which is required for there everyday processes. Information Management System is a system in which allthe relevant resources & knowledge is stored, available for use and is accessible by the members.
QUESTION 2. Why Internal Communication andInformation Management structure need to evolve?
ANSWER 1. We are Growing!Our Processes needs to be developed in smarter ways and delivered efficiently.
Internalcommunication has tohave a structure which isinclusive of all themembers. Making theprocess delivery andknowledge acquisitionefficient.
QUESTION 3.How will we take Information Management and Internal Communication forward?
Policy guidelines for Information management and internal communication, AIESEC Delhi University.
Focus areas & operational overview-Information Manager (Local Committee)
Knowledge InternalManagement Comm.Operational IT, Design andInformation ContentManagement Development
• IM is responsible for Design and management of internal communications channels• To admin the organizational climate & culture management.• To admin and support all IT resources in our local entity. Also to develop new IT tools with support of MC VP IM.• To raise the needed information for the Knowledge Management project to assure the sustainability of knowledge and proficiency of our local entity.• To resolve all issues about accessibility and other problems of MyAIESEC.net platform in our local entity.
Focus areas & operational overview-Information Manager (Portfolio Specific)
• Implementation and Assistance for Design and management of internal communications channels• To ensure proper usage of Information channels and tools in your respective portfolios.• To support all IT resources in your portfolio.• Maintaining the basic tool for your portfolio, admin your portfolio wiki and assist in managing the Virtual Learning Center Wiki.• Uploading all relevant information on the platform.• Ensuring the communication channels are accessible and are accessed by your membership.• To assist and support the IM team for your LC in all IM projects, development and updating of all available IM resources to the IM LC.
Tool Purpose Profile Responsibility/JobNews Communication at the LCP, EB, IM Team leader Ensuring that all the formal level of LC and information is delivered to Departments the membership on time.Conversations Formal and informal Membership This tool is more of assistance communication, virtual where AIESECers can connect spaces for discussions beyond the formal lines of and sharing. communication, aid to IR.Networks Information sharing Membership Developing networks for and IR between entities smart process delivery, globally. nationalized projects, matching and GEPs.
Wikis Sustainability in LCP, VPs Team leaders Ensuring all the relevant Knowledge information, resources and Management, Process case practices, minutes of the Efficiency for meetings, conference and operations. meeting outputs are updated on myaiesec.net.Files Primary data storage Membership Uploading files on .net and and retrieval. assigning scope so that information is accessible. to membershipGroups Establishing contact Membership Ensuring that contact groups groups with right target are created for efficient and audience within effective operations and network. process delivery..net email Operational Membership Ensuring that the channel is Communication. leveraged to its potential.
Measure of Success - IM LC• Policy Guidelines driven down to the LC members• Educating LC members for use of MyAIESEC.net, IM tools, KM, internal communication and policies.• KM - Number of files, wikis, teams on MyAIESEC.net• Internal Communication – local Newsletter, usage of aiesec.net email• Number of TMP/TLP on platform Vs. Real TMP/TLP
Measure of Success – IM (Portfolio Specific)• Policy Guidelines driven down to membership• Bi weekly update of portfolio wikis.• Bi weekly update of “news" for the respective departments.• Number of files uploaded on MyAIESEC.net• Establishing and enabling file directory on MyAIESEC.net
Plan of Action.• Learn and understand how to use MyAIESEC.net• Change your aiesec.net primary email to a functional email account.• Establish terminology for your wiki and file names, tags, email labels (these are very crucial to retrieve information on MyAIESEC.net )• Integrate the platform in everyday operations.• Create Team wikis for VPs and Team Leaders. Including vital links to all external forums.• Upload files and create groups for process delivery.• Understand and rely on Virtual Learning Center for any information and knowledge resources.
God lies in Details.• Structure your Content, last thing that we would like to see is badly put information.• Make it look presentable, its value added plus looks more professional.• Follow visual branding guidelines. Use descriptor and other visuals very carefully.• Terminology is very important, naming and tagging is also very crucial for data retrieval