General Principles of Intellectual Property: Concepts of Intellectual Proper...
How to engage_alumni_comm_and_database_management
1. MC/LC Structure for Alumni
Responsible
Global Alumni Management Team
1st Webinar
06th February 2012
2. 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
3. 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
4. Proposal 1
MC VP AR
Team Leader
(LC ‘A’)
Member Member Member
Team Leader
(LC ‘B’)
5. 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.
6. Proposal 2
MC VP AR
NST Team
Leader
NST Member NST Member NST Member
LCVP AR (LC
“A”)
LCVP AR (LC
“B”)
7. 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.
8. 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!
10. 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
11. Proposal
Each entity has one person responsible for Alumni Database
Management:
AI
• GN responsible
MC
• MCVP Alumni Relations or
• NST – Alumni Relations
LC
• EB Alumni Relations
12. 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)
13. 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:
14. 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
15. 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]
17. 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
18. Alumni Database Management tool
#2: LinkedIn
The most updated platform for Alumni to connect, give back to AIESEC and
build business partnerships and projects
There 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)
19. 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
20. 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/AIESECAlumnioftheWorldUnite
Blog http://aiesecalumniunite.org/
21. What if not enough capacity?
• No MCVP AM or half-position (MCVP ER+AM)?
NST may be the best solution
One 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
22. Question of the webinar
What do you do to make your members
a defined Alumni in the future?
