Buddy Manual @Santiago

AIESEC SantiagoGuide forTrainee

Buddies

Why a buddy system?Overview - The Reception Process1st Step2nd Step3rd Step4th StepBuddy Checklist

(click every link for watch.)

Why a buddy system?

Trainee reception is one of the most important things of AIESEC work. The support that your trainee gets from the LC can make or break the traineeship for them, especially during the first few weeks.

Remember that all of the AIESEC work that you do - calling companies, getting contacts, team meetings, learning sales, trainings, marketing, tm - isn’t simply to get higher TN numbers, but to make it possible for other members to have this life changing experience of working in a different culture and country. And remember that at the same time you are doing all this, someone in one of the 100 AIESEC countries is about to call a company that could become your traineeship, and will be waiting for you at the airport when you finally arrive there.

As a trainee buddy, you don’t necessarily need to be at the airport if you have an exam, and the trainee doesn’t need to stay at your house the first days if that is not possible, but you do need to try to make sure that all points of the reception process are covered (checklist).

You can (and you should!) make other LC members get involved, so that the trainee gets to meet as many LC members as possible.

It is in your hands to make the difference and make of the Chilean experience the best that the trainee could have!

“For me it was one of the reasons to take part in AIESEC, to have someone to support you abroad, and if you really have one specific person, the buddy, to refer to this will be more efficient.”

-Anonymous.

And remember, ENJOYENJOY being a Buddy!!!

Overview - The Reception Process

The Trainee

is matched.

The Trainee

is matched.

The buddy coordinator

finds a suitable

buddy for the

trainee.

Trainee and

buddy presentat

ion.

Trainee and

buddy presentat

ion.

The buddy will also be the contact for the trainee: the trainee will

contact the buddy if they need help or advice throughout their

traineeship.As a buddy you can use the checklist

at the end of the guide to make it easier to keep track of what has

been done and what still needs to be done.

It’s just a matter of organization for the buddy…

1st StepCommunication and getting to

know As soon as we have the match, you will

receive the e-mail address of the trainee and you will have to get in touch with him/her before arrival. It would also be nice to prepare a small PPT with photos and things about your life, where you live, the LC, etc. that you can send with your first email.

Make sure you have the arrival date, time, airport, flight number, etc. of the trainee, this will be provided by the Quality Team.

Try to be available to pick up the trainee

yourself. If not, find someone else to do it.

Email the trainee with the details of who will be at the airport and try to send them a picture of them, together with cell phone numbers, etc (so if anything happens they have someone to contact).

Make sure the people that are going to pick up the trainee have seen a picture of him/her.

As regards accommodation, it would be really nice if the trainee could stay with you for the first couple of days. However, the ICX Team will be responsible for finding accommodation. Of course it would be great if you could/wanted to help do it! :D

2nd StepDay of arrival

Meet the trainee.Take him/her to the place where he/she

will be staying and show them around. (This will depend on the time and date of their arrival.)

Take them to get a suitable SIM card/ mobile phone so that they have a Chilean phone number.

Make sure you have their phone number.

3rd StepFirst week

Try to arrange a city tour with the trainee walking, making sure to point out the main

city attractions, public services (banks, mail, police station, etc), explaining how the

public transportation system works, basic security measures, etc.

Forward the invites to parties, events, and LC meetings to the trainee. They need to be

updated with all that !

4th StepThe rest of the traineeship

Now most of the work is over but there are still things to do as a trainee buddy.

Surely by this time you and your trainee will be good friends and enjoy spending time together, either having a cup of coffee or partying together. However, the aim is to get the trainee as involved and integrated in AIESEC life in Santiago as possible, for it is thought that this will give them the best experience. Therefore, think about different ways in which you can achieve it.If you have any doubts, please contact the

Quality Manager of the LC.

Buddy Checklist***The trainee buddy should complete this

checklist. ***

The checklist may appear complicated, but it is simply to make it easier for you to assure that the minimum reception standards have been

covered. Tick all the boxes and you’ll have done an excellent job!

Buddy Checklist

LRT coordinator: _________________________________

Trainee’s name: _________________________________

Buddy’s name: __________________________________

1st Step

2nd Step

3er Step

4th Step

(click every link for watch.)

1st Step

☐ Contact trainee to introduce yourself.

☐ Send a photo of the LC (if possible)

• Make sure you have received:

- Photo of the trainee ☐ - Trainee cell phone

#________________

2nd Step•Temporary Accommodation: At whose house will the trainee stay for the first few nights? ______________________________________

•Airport: ☐ Have you sent and have you received all the info?(Arrival date, Time, Flight No, Airport, Terminal) Who will go to the airport? __________________________

☐ Have you sent the trainee the phone number of the people who will be picking them up?

Give to whoever is meeting the trainee at the airport:☐ Flight time, details, terminal and flight number

☐ Trainee phone number☐ Photo of trainee ☐ AIESEC poster? (If necessary) ☐ Meet at airport ☐ Take him/her to the place where they will be staying

3rd Step ☐ Is somebody looking for accommodation?

When is the trainee moving into permanent accommodation? _______________________

☐ Will someone be helping them move? Who? ________________

You only need to make sure the ICX team is working in order to help find a suitable place for the trainee.

•LC Involvement: ☐ Has the trainee been to an LC meeting? ☐ Does s/he know where the meetings take place and how to get there?•City orientation: ☐ Has somebody taken the trainee for a city tour?

4th Step

REST OF TRAINEESHIP:

• How will you involve the trainee in your LC activities?

• Has the trainee done a ‘presentation’ in your LC meetings?

• Are you involving the trainee in social activities?

• Have you encouraged other LC members to get involved with the trainee?

The End