3. INFORMATION
MANAGEMENT
Is divided in 3 main areas :
1) Internal Comunication
2) Knowledge Management
3) Internal Management
AIESEC Torino 2012-13
4. INFORMATION
MANAGEMENT
Internal Comunication is about find a simple
and effective way to communicate with every
part of the committee.
AIESEC Torino 2012-13
5. INFORMATION
MANAGEMENT
Knowledge management works to ensure :
- Education of AIESECers
- Management of files
AIESEC Torino 2012-13
6. INFORMATION
MANAGEMENT
In general, Internal Management threats the
Business Intelligence of a company.
AIESEC Torino 2012-13
7. Business Intelligence means adopt a strategy
in order to :
Gather
Store
Analyze
Share
information!
AIESEC Torino 2012-13
8. Every company adopt a strategy of BI to
support, and in some case automate :
Measure process
Controll process
Analysis of results process
In order to make predictions about future
strategies and discover the new trends and
needs about itself and its surroudings..
AIESEC Torino 2012-13
9. In order to do these things every company use
a software ad hoc. They pay a lot to use this!
Becouse to coordinate the work of a lot of
people it's fundamental use efficient tool!
AIESEC uses MyAIESEC.net for this reason,
but... it's not enough for these 3 areas (Internal
Comunication, Knowledge Management,
Internal Management)
So... AIESEC Torino 2012-13
11. We will use these other channels
to support our work!
1) GMAIL
1.Team Mailing List
2.Committee Mailing List
3.Other Google Tools
2) DROPBOX
1.AIESEC Torino Directory
3) FACEBOOK
1.Official/Enjoy Groups
AIESEC Torino 2012-13
12. 1) GMAIL
This channel is ESPECIALLY FOR AIESEC INFORMATION , in
fact, this is the main channel of AIESEC in general!
(for example its usage is for a project, to organize the team work
etc)
AIESEC Torino 2012-13
13. 1.1 TEAM MAILING LIST
What is it a Mailing List?? It's a kind of email-contact with
which you can send email to a group of people writing as
receiver only one representative email-contact! So, it's
really powerful to send email very quickly to your team!
(without writing all email-contact of every member!)
For example you send email only to
educhange11-12to@aiesec.net
And every members of Educhange will receive the email!
Then, they could answer even to same email!
AIESEC Torino 2012-13
15. 1.2 COMMITTEE MAILING LIST
Especially, you will RECEIVE email across these
channels!
The flow of every information is :
- creation by Responsible (TL/PM/IM Responsible)
- filtering by VP IM
- forward by VP IM/Responsible (see below for more
info)
The final step will realized with one of these :
1) Newsletter
2) Special Email
AIESEC Torino 2012-13
16. For example (special email case)
The PM of Summer Camp is going to inform whole
committee about his final event, so he :
1) writes the messagge that he want to lanch
2) he forwards his messagge to VP IM, he reads the
messagge. He finds an error and warns the PM
3) the PM sends the correct email to whole committee
AIESEC Torino 2012-13
17. 1.2.1 NEWSLETTER
You will receive the weekly newsletter (for example every
monday).
This could contain information like :
- Congress
- Events
- Current state of projets
- Internal initiatives
- External initiatives
AIESEC Torino 2012-13
18. 1.2.2 SPECIAL EMAIL
These ones are not regular, and they could leave from a
VP, TL, PM or Final Responsible IM.
(for example, an email from TL OGX to organize the EP
Selection).
You can find all rules into the shared file :
“IM | Policy | 12-13”
AIESEC Torino 2012-13
19. 1.3 OTHER GOOGLE TOOLS
Google tools are really effective to organize your work.
The most important are :
1) Calendar
2) Documents
3) Sites
AIESEC Torino 2012-13
20. 1.3.1 CALENDAR
This tool is useful to have a personal calendar, and
especially a shared calendar! So, all committee could have
a unique calendar and every member could know in every
moment what will happen in every single day! Really useful
to remember Events, LC Meeting, Team Meeting ecc ecc
also because, it's possible to send automatic remind
(pop-up, email and also SMS if you want!!)
AIESEC Torino 2012-13
21. The calendar of committee will be :
“LC Torino”
Also for this, you can find all rules in the share file
“IM | Policy | 12-13”.
AIESEC Torino 2012-13
23. 1.3.2 DOCUMENTS
There are many types of available doc in Gdocuments, the
most important are the spreadsheet! It's like Exel sheet, but
more powerful!
Becouse they could be shared with other people! And you
can work on them in the same time!
AIESEC Torino 2012-13
24. But... too many documents could confuse us! So it will be
really useful :
- Use shared directory
(directory similar to those you use in your computer)
- Use a common policy for naming
(AREA | PROCESS (or name) | YEAR | other specific)
(for example : “ICX | CSR | 12-13 | summer-autumn”)
(another example : “TM | Recruiting | 12-13 | spring”)
AIESEC Torino 2012-13
26. For example (naming file)
Incomplete
Incomplete
Wrong
Almost ok, but wrong
Perfect!
AIESEC Torino 2012-13
27. In any case, really soon we will start to use...
Standard Spreadsheet!!
In order to compact and simplify everything!
Especially for OGX and ICX area. These will include
information about every area in synergy with itself.
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28. 1.3.3 SITES
This will be the major novity! For a large committee be
aware about what happen and accesses fastly every
information could be really hard. So, it will be really useful
this tool! It will be possible to create easily an internal web-
site, and it will contain for example :
- Archive of newsletter
- List of (link of) WIKIs
- Updates of current Projets
- Archive of old Projets
- Committee's news
AIESEC Torino 2012-13
30. 2) DROPBOX
Dropbox is a powerful platform where the FILE SHARING is
really quick and easy!! (for Internet experts, Dropbox is CLOUD-
based).
2.1 AIESEC Torino Directory
The main use of this channel is STORAGE OF OLD MATERIAL!
AIESEC Torino 2012-13
31. 2.1.1 Archived Projets
What does happen when a project end? Everything is
lost? No! The report and other useful files
(spreadsheet, selling Sheet, grafic material etc) will be
available here! AIESEC Torino account on DropBox will
save everything!
So, if you need something about old project for
example, you have only to search into the shared
directory!
AIESEC Torino 2012-13
32. 2.1.2 Other
Into AIESEC Torino Directory you can find other files,
target list, sponsor list, partner list of previous years
and much more material!
AIESEC Torino 2012-13
33. 2.2 Sharing!
This is a instrument that you can use also outside of
AIESEC! If you need to share quickly some large file
(video, programs etc also over 2 GB!!) with your
friends, you can use this useful channel!
AIESEC Torino 2012-13
34. 3) FACEBOOK
This channel is …. TO HAVE FUN!! Yes, it's really
important also enjoy with other AIESECers! We are not
robot! Sometimes we need to to have fun =)
AIESEC Torino 2012-13
35. 3.1 LC Torino
Despite the finality of this channel (have fun), it's also
possible to remind some important AIESEC info also
here, (after sending by email).
Especially for common message to launch on
Facebook.
(for example for initiative like EP recruiting, event ecc
ecc)
AIESEC Torino 2012-13
