EB Takes the Step: Restructure UP CIEM

By: Christine Mamangun

University of the Philippines Circle of Industrial Engineering Majors’ (UP CIEM) Executive Board, branded as kEBs, leads the academic year with a new organizational structure designed to further improve the work system in UP CIEM, effective as of June 29, 2020.

Striving for the continuous fulfillment of its goals, UP CIEM has been taking initiatives centered towards growth and betterment of the organization and its members. These initiatives include the formation of the new Ad Hoc Committees, for IEshikawa and Anniversary Celebration, under the supervision of the Executive Vice Chairperson (EVC). The former Ad Hoc Committees under EVC, Creatives and Marketing, are now under the Publications and Records Committee and External Affairs Committee, respectively. Completing this restructuring initiative is the creation of a new Ad Hoc Team under the Academic Affairs Committee, the CIEM Mentors’ Guild (CMG).

For the past years, the only Ad Hoc Committees that the organization has are Creatives, who handles the creation of publicity materials needed, and Marketing, which is responsible for the corporate relations of the organization. These are replaced with the new Ad Hoc Committees under the EVC, IEshikawa and Anniversary Ad Hoc Committees, which were formed even before the semester has started for the purpose of having a longer preparation time for their respective events.

“I've noticed way back that the previous EVC ad hoc committees' work assignments were really hard to delegate since they acted independently from the standing committees plans even if their works were relate,” said Lianne Gappi, the current Chairperson of UP CIEM, in an interview when asked for the reason behind the restructuring. “As IEs, we always want to make a system more effective and efficient. Having them managed under standing committees allows better workflow and organization,” she added.

Changes can be difficult especially in the current situation where the members cannot meet face to face and can only hold events through the use of online media. Gappi was also anxious in carrying out these changes as there were no points of references available when it comes to restructuring. There is also the thought that the members might not approve of the new structure, and everything is made more difficult due to online shifting. Even though there is the fear of not knowing whether these changes are going to make the organization better or worse, it was still worth taking the risk, she said.

Currently, the Ad Hoc Committees are now working under their respective handlers. With these new changes, the Executive Board were able to set standard operating procedures (SOPs) for these committees. The members under the Ad Hoc Committees are also given a chance to learn in their work unlike in the previous years where the tasks were concentrated to those who were considered as experts, Gappi said.

“The IEshikawa and Anniversary SCs have been planned months earlier due to this (which is also due to IEshikawa being pushed back to the second sem). Marketing has better supervision under the External Affairs Committee since their works are aligned. The Publications and Records Committee also now has better monitoring of the organization's branding and a better assignment of every creative task. The CMG is also given better work delegation, along with resources that help its members learn how to conduct tutorials and reviews,” she added.

“The IEshikawa and CIEM Anniversary Steering Committees, are being managed effectively since they now clearly have a definite place within the organization as ad hoc committees,” Mari Joyce Sagum, the current EVC said. “Definitely, the changing of the ad hoc committees made the workflow within the organization more efficient and productive,” Sagum stated when asked about the effect of the initiative.

As an Industrial Engineering Organization, UP CIEM upholds its goal of continuous improvement by making their work systems more efficient and effective. For this purpose, it is not unusual to have changes within the organization.

“I personally think that we did make a good decision,” Gappi said, based on the current standing of the Ad Hoc Committees. “This change is a risk worth taking. We will never know if this will be sustainable for us until the future but it's necessary to change so that we don't get stagnant. If it turned out to be a bad decision, then it's okay. We get to learn and we get to grow.”

The Circle Bounces BaK

By: Genaro Amion Jr.

On August 29, 2020, the University of the Philippines Circle of Industrial Engineering Majors (UP CIEM) launched its first-ever BOUNCE BaK event for the Academic Year 2020-2021.

With its theme, AGOS: Dealing with Anxiety, Grief, Overthinking, and Stress during the Pandemic, the Internal Affairs Committee hosted a webinar focusing on mental health issues brought about by the COVID-19 pandemic.

Ma. Gia Grace Sison, MD, DPCOM, co-founder of HealthXPH and Philippine Leader for Livestrong Foundation, shared her insights to the organization and talked about ways on how to give care to one’s mental health and well-being during this time. She discussed the common concerns that individuals are having during the pandemic: uncertainty, loss of loved ones, adjustments to the new normal, barriers in accessing services, and heightened emotions. She also explained different ways on how to address these matters while maintaining a healthy mental state.

"Eto na yung magiging agos ng buhay natin from now on, so we have to learn to transition, to live with it, [and] to behave with it," Dr. Sison said during her presentation. She also stressed that there are things that are out of our control and the only thing that we can do about it is to accept it.

After her presentation, Dr. Sison answered a few personal concerns from the audience in the question and answer portion of the webinar.

"Your feelings are valid. Sometimes, kailangan mo ring magpahinga. Kailangan mo ring ramdamin yung nararamdaman mo para makapag-move on," she said.

Headed by the Internal Affairs Committee, under Vice Chairperson for Internal Affairs Willierose Andres and with the help of the Director for Member’s Welfare Jedrek Sio, BOUNCE BaK is a project which aims to expand the knowledge of the organization's members through series of topics centered around physical, mental, and emotional health.

Exte holds Bootcamp 1

By: Cylene Sabio

The External Affairs Committee holds its first installment of Exte Bootcamp on August 22, a project consisting of a series of talks aimed to prepare the committee members for the events and responsibilities projected to take place throughout the academic year. Through this Bootcamp, it is the objective of the External Affairs Core Team that the audience gain insights that will better equip the members for the coming plans ahead. It is originally intended to be for the committee members only, but has been opened to all the members of the organization. The first installment covers two topics, Communication Strategies and Sponsorship, both found to be necessary under the field of marketing.

The first speaker was Mr. Marti Rodriguez, a full-time college instructor in UP Diliman and a social marketing facilitator. He further discussed what organization members should know about communicating with potential sponsors. Marketing in the External Affairs is no doubt centered on communication, which simply entails sending messages to companies through marketing proposals and waiting for responses for deals.

It has been emphasized through his talk that effective communication is necessary for the growth of an organization, highlighting other necessary steps a team must take in order to maintain the relationship with partners and enhancing the participants’ skills further on email writing. Upon his presentation, it is realized that a successful marketer possesses the best communication skills in the form of internal team communications, written messages through email, and interaction. There must be a connection created with the partners, even if the event is done. It has been a remarkable tip that the External Affairs committee should remember to make the organization’s company partners feel valued.

The second speaker was Mr. Jerry Yao, a host of civic bodies and also known as the “marketing sensei”. He discussed the basics of marketing, sponsorship, approaches to marketing, targets of sponsorship, types of sponsorships, and the organization’s obligations. Without a doubt, there is a lot involved in winning a sponsor, all of it are not easy tasks to fulfill. From attracting potential sponsors to creating sponsorship packages, there must be well-planned strategies for a wider network.

In conclusion, this Exte Bootcamp was able to highlight why marketing is important for the organization and how vital the role of the External Affairs Committee is in fulfilling such responsibility to carry marketing effectively. Effective marketing results in the growth of the organization. On top of it, the organization grows on the acquisition of new partners. Marketing is how the External Affairs Committee will be able to attract these potential sponsors in the first place.