Transcript of "How to engage_alumni_comm_and_database_management"
MC/LC Structure for AlumniResponsibleGlobal Alumni Management Team1st Webinar06th February 2012
Alumni Management Structure• The structure of Alumni Management inevery entity is the key for its functioning inthat entity.• A proper structure helps to define theresponsible team and point-of-contact ininteraction with Alumni, to increaseefficiency and maintain good relationshipwith Alumni
Current Challenges• Different structures across AIESEC entities and internally• No guidance from one standardized body regardingstructures to be followed• Entities not realize the value of Alumni Relations and itsbenefits• No defined and clear ways of communication amongresponsible individuals• No efficient and frequent exchange of information andopportunities related to Alumni
Proposal 1• One MCVP Alumni Relations (full time or part time)• One National Alumni Association for an increase in theoutreach to alumni in a structured manner• For LCs, one person (a Team Leader) with his/her teamshould be responsible for Alumni Management for theLC. This person can be directly working under the MC VPAR for better coordinated efforts.
Proposal 2MC VP ARNST TeamLeaderNST Member NST Member NST MemberLCVP AR (LC“A”)LCVP AR (LC“B”)
Proposal 2• One MCVP AR• Along with MCVP AR, a NST AlumniRelations team is needed to support interms of organizing national events andcoordinate with LCs• Each LC: one LCVP AR reports to MCVP AR.
Principles• Define clear and concise the JD of eachlevel• Define the ownership of Alumni Contact• Effort in coordination and clearcommunication between MC and LC• Avoid confusion and conflict• Be PROFESSIONAL!
Alumni Database ManagementGlobal Alumni Management Team1st Webinar06th February 2012
Objectives• To build an easy and transparent tool forAlumni data’s growth and maintenance• Guidelines on how to quickly search andupdate relevant Alumni personal details• To make sure all confidential data is keptconfidential and well-managed
ProposalEach entity has one person responsible for Alumni DatabaseManagement:AI• GN responsibleMC• MCVP Alumni Relations or• NST – Alumni RelationsLC• EB Alumni Relations
Alumni Database Management tool#1I. Google spreadsheet as ”<entity name> Alumni db” (e.g.AIESEC UAE Alumni db) AI – 1 united database combined by GNs’ responsible (GNresponsible gathers Alumni db from each MC in given GN) MC – 1 united database combined from entire entity (MCresponsible gathers together one Alumni db from LCs and fromMC level) LC – 1 united database from given LC (LC responsible gatherstogether one Alumni db from given LC)
Alumni Database Management tool#1AI[GAMT]GN 1MC 1LC 1 LC 2 LC nMC 2 MC nGN nAlumni dbmanaged onlocal levelAlumni dbcombined fromlocal andnational levelAlumni dbcombined fromGNs and AI levelMultiply bynumber of LCsMultiply bynumber of MCs1 final dbDB Flow:Task Flow: Structure:
Alumni Database Management tool#1Steps to make the solution happen: AI [GAMT] – presents GN responsibles for Alumni dbmanagement tracking(see second next page) MC – select ARM person responsible and update thespreadsheet:https://docs.google.com/a/aiesec.net/spreadsheet/ccc?key=0AnkQc-FkQEPLdHFCRmhpeVJ3WjRDcHlQbDhtLW9GWHc&authkey=CKbKj-MN&hl=en_US#gid=2[DDL: 14.02.2012.] MC – creates similar spreadsheet for LCs
Alumni Database Management tool#1AI [GAMT], MC & LC creates ”<entity name> Alumni db”(with two tabs each: one for Alumni who are OK with receiving monthly newsletter, onewith Alumni who are not interested in monthly newsletter) shares it to higher entity person responsibe fills in (and keeps on building the db):[DDL: 28.02.2012. and then last day of each month forupdate]
Alumni Database Management tool#1• Potential Challenges smooth communication between entities need for assignment of extraresponsibilities to members& for tracking a database building progress
Alumni Database Management tool#2: LinkedInThe most updated platform for Alumni to connect, give back to AIESEC andbuild business partnerships and projectsThere are over 21,000 alumni already on LinkedIn group and much more Alumninot connected yet?AIESEC Alumni Global LinkedIn Group(Mainly managed by AI VP Alumni Management and global Alumni team)Each entity can:• Find people relevant to the entity’s own network, connect and keep intouch, engage Alumni in related activities• Help growth the network: sharing the links, promotion within entity• Create your own national profile and group (if not yet)• Join the regional group (or create one and collaborate with other entitieswithin the region if there isn’t)
Alumni Database Management tool#2: LinkedIn• Potential challenges:– Not all Alumni have LinkedIn account– Require training for LinkedIn Alumnicoordinator to use the tools and maintainupdated contents
Current Communication Platforms• LinkedIn: AIESEC Alumni Globalhttp://www.linkedin.com/groups?gid=693&trk=hb_side_g• Facebook: Global AIESEC Alumnihttps://www.facebook.com/GlobalAIESECAlumni• Facebook: AIESEC Alumni International (AAI)https://www.facebook.com/groups/72204076440/• AIESEC Alumni of the World UniteFacebook https://www.facebook.com/AIESECAlumnioftheWorldUniteBlog http://aiesecalumniunite.org/
What if not enough capacity?• No MCVP AM or half-position (MCVP ER+AM)?NST may be the best solutionOne additional coordinator with National AlumniAssociation• Engage other MCVP (IM, Comm) to help with thedatabase management, marketing, communicationstrategy.• Involve LC participation in organizing alumni events
Question of the webinarWhat do you do to make your membersa defined Alumni in the future?