How to engage_alumni_comm_and_database_management
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MC/LC Structure for Alumni Responsible Global Alumni Management Team 1 st Webinar 06 th February 2012
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MC/LC Structure for Alumni Responsible
Global Alumni Management Team1st Webinar
06th February 2012
Alumni Management Structure• The structure of Alumni Management in
every entity is the key for its functioning in that entity.
• A proper structure helps to define the responsible team and point-of-contact in interaction with Alumni, to increase efficiency and maintain good relationship with Alumni
Current Challenges • Different structures across AIESEC entities and internally• No guidance from one standardized body regarding
structures to be followed• Entities not realize the value of Alumni Relations and its
benefits• No defined and clear ways of communication among
responsible individuals• No efficient and frequent exchange of information and
opportunities related to Alumni
Proposal 1
MC VP AR
Team Leader(LC ‘A’)
Member Member Member
Team Leader(LC ‘B’)
Proposal 1• One MCVP Alumni Relations (full time or part time)• One National Alumni Association for an increase in the
outreach to alumni in a structured manner• For LCs, one person (a Team Leader) with his/her team
should be responsible for Alumni Management for the LC. This person can be directly working under the MC VP AR for better coordinated efforts.
Proposal 2
MC VP AR
NST Team Leader
NST Member NST Member NST Member
LCVP AR (LC “A”)
LCVP AR (LC “B”)
Proposal 2• One MCVP AR• Along with MCVP AR, a NST Alumni
Relations team is needed to support in terms of organizing national events and coordinate with LCs
• Each LC: one LCVP AR reports to MCVP AR.
Principles• Define clear and concise the JD of each
level• Define the ownership of Alumni Contact• Effort in coordination and clear
communication between MC and LC• Avoid confusion and conflict• Be PROFESSIONAL!
Alumni Database Management
Global Alumni Management Team1st Webinar
06th February 2012
Objectives• To build an easy and transparent tool for
Alumni data’s growth and maintenance• Guidelines on how to quickly search and
update relevant Alumni personal details• To make sure all confidential data is kept
confidential and well-managed
ProposalEach entity has one person responsible for Alumni Database Management:
AI• GN responsible
MC
• MCVP Alumni Relations or• NST – Alumni Relations
LC• EB Alumni Relations
Alumni Database Management tool #1
I. Google spreadsheet as ”<entity name> Alumni db” (e.g. AIESEC UAE Alumni db)
AI – 1 united database combined by GNs’ responsible (GN responsible gathers Alumni db from each MC in given GN)
MC – 1 united database combined from entire entity (MC responsible gathers together one Alumni db from LCs and from MC level)
LC – 1 united database from given LC (LC responsible gathers together one Alumni db from given LC)
Alumni Database Management tool #1
AI [GAMT]
GN 1
MC 1
LC 1 LC 2 LC n
MC 2 MC n
GN n
Alumni db managed on local level
Alumni db combined from local and national level
Alumni db combined from GNs and AI level
Multiply by number of LCs
Multiply by number of MCs
1 final db
DB Flow:Task Flow: Structure:
Alumni Database Management tool #1
Steps to make the solution happen: AI [GAMT] – presents GN responsibles for Alumni db
management tracking (see second next page)
MC – select ARM person responsible and update the spreadsheet: 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 #1
AI [GAMT], MC & LC creates ”<entity name> Alumni db”(with two tabs each: one for Alumni who are OK with receiving monthly newsletter, one with 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
for update]
Network Management1. Africa: Jorge Medina –
2. AP: Nguyen Thi Tam – [email protected]
3. CEE: Deepit Gupta – [email protected]
4. IGN: Lee Guo Zhang – [email protected]
5. MENA: Michal Zylinski – [email protected]
6. WENA: Hiro Yokoo – [email protected]
Alumni Database Management tool #1
• Potential Challenges smooth communication between entities
need for assignment of extra responsibilities to members
& for tracking a database building progress
Alumni Database Management tool #2: LinkedIn
The most updated platform for Alumni to connect, give back to AIESEC and build business partnerships and projectsThere are over 21,000 alumni already on LinkedIn group and much more Alumni not 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 in
touch, 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 entities
within the region if there isn’t)
Alumni Database Management tool #2: LinkedIn
• Potential challenges:– Not all Alumni have LinkedIn account– Require training for LinkedIn Alumni
coordinator to use the tools and maintain updated contents
Current Communication Platforms
• LinkedIn: AIESEC Alumni Global http://www.linkedin.com/groups?gid=693&trk=hb_side_g
• Facebook: Global AIESEC Alumni https://www.facebook.com/GlobalAIESECAlumni
• Facebook: AIESEC Alumni International (AAI) https://www.facebook.com/groups/72204076440/
• AIESEC Alumni of the World Unite Facebook 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 Alumni
Association• Engage other MCVP (IM, Comm) to help with the
database management, marketing, communication strategy.
• Involve LC participation in organizing alumni events
Question of the webinar
What do you do to make your members a defined Alumni in the future?
Thank You
Questions?
