GCDP Strategic Meeting - Output Presentation - Long Version

+GCDP Strategic Meeting

THE GENERATION

12/13

Istanbul, Turkey

7th-10th November

CREATING PROMOTERS THROUGH BETTER CUSTOMER EXPERIENCE & DELIVERY

+In the house, we have…

AIESEC in Brazil AIESEC in Colombia AIESEC in India AIESEC in Russia AIESEC in Turkey AIESEC in Ukraine AIESEC International

+

What is this strategic meeting about?

+What is the Objective of this summit? Enhance the experience of our customers in GCDP

Developing delivery model for a better GCDP experience

Driving strategy for a better customer experience delivery

+Strategic Meeting Flow

Clarity of purposeUnderstanding our state

Evolve & make it better

Better GCDP Delivery to

Create More promoters

Customer Feedback as Input

Challenge

Break-through

+GCDP Strategic Meeting Agenda

Creating Promoters of AIESEC through a better GCDP delivery

Output: "I understand how AIESEC creates value for the organization, for the market

and for the individual. I also know what is the challenge in the experiences we provide"

Output: "I evolved the customer experience by developing strategies

and actions for the TOP5 unsatisfied needs of customers"

Output: "I created strategies and actions for leveraging the potential of NPS system and I

prepared the preliminary output of the strategic meeting"

Output: "I incorporated the feedbacks I received, I finalized the ouput which is

feasible to implement and create promoters at every level of GCDP

operation"

Date and Time

7th 8th 9th 10th

Date and TimeWed Thurs Fri Sat

Day 1 Day 2 Day 3 Day 4

8:00 8:30

Check in and preparationBreakfast Breakfast Breakfast

8:00 8:30

8:30 9:00 8:30 9:00

9:00 9:30

Sleep in9:00 9:30

9:30 10:00 Check in Check in 9:30 10:00

10:00 10:30

Opening and agenda explanationGCDP Context 12/13 -

Challenges & Strategies

Creating promoters through implementation plan

Presentation of final output

10:00 10:30

10:30 11:00 10:30 11:00

11:00 11:30

Creating promoters by generating solutions for key unsatisfied needs

11:00 11:30

11:30 12:00

Belief of the "Why"

11:30 12:00

12:00 12:30 12:00 12:30

12:30 13:00 12:30 13:00

13:00 13:30

Lunch13:00 13:30

13:30 14:00

Lunch13:30 14:00

14:00 14:30

Lunch Lunch14:00 14:30

14:30 15:00

Summary and next steps14:30 15:00

15:00 15:30

The Experiences We Provide - NPS Analysis

15:00 15:30

15:30 16:00

Creating promoters by prioritization and

detailes action planning

Creating promoters through leveraging NPS, as a customer

experience tracking tool

15:30 16:00

16:00 16:30

Closing

16:00 16:30

16:30 17:00 16:30 17:00

17:00 17:30 17:00 17:30

17:30 18:00 17:30 18:00

18:00 18:30

Virtual Output PresentationLet's GO!

18:00 18:30

18:30 19:00 18:30 19:00

19:00 19:30 19:00 19:30

19:30 20:00 Check out Check out Check out 19:30 20:00

+Expected outcome

“Creating more promoters of AIESEC through a better customer experience and GCDP Delivery”

+Working Flow

Identify key concerns of

our detractors

Ideas and actions to

address the concerns

Prioritizing into 4 main ideas to be

taken forward

How to track and follow up the ideas

Customer Feedback as Input

+Unsatisfied Needs of EPs

1. Job Description Alignment

2. Project Preparation

3. Logistical Support

4. EP/Trainee ELD Experience

5. Communication

Alignment

+Idea generation to address EP’s concern

Better visualization of

our policies and standards

Issue development

Project Management

Model

EP/Trainee learning

experience Developmet

Partnering with other

organization

Customer feedback and

resolving system

+Prioritization Process

High Impact, Low

Feasibility

High Impact, High

Feasibility

Low Impact, Low

Feasibility

Low Impact, High

Feasibility

Feasibility

Impa

ct

+4 focuses to create more promoters

Creating more

Promoters

Project Management Framework(1,2,3,4,5)

Issue Development

(1,2,4,5)

EP/Intern Learning

Experience Development

(2,4,5)

Customer Feedback and

resolving system(3,5)

*the numbers represents the EP needs being addressed (based on previous slide)

+

+Creating Promoters by Issue Development for JD alignment and better expectation setting1

+ WHYCustomers said…

…there is a problem with the expectations setting with TN Taker

..TN Takers do not fill in JD by themselves (AIESEC Members and TN Taker do not fill in the meeting)

…EP does not clearly understand JD (Lack of clarity in TN form)

+GLOBAL NETWORK OF 110+ COUNTRRIES

EP Perspective

TN Perspective

Sending Entity

Perspective

Hosting Entity

Perspective

JD of a SOCIAL ISSUE (15,000

XPs)Social Activity

Success DefinitionValue Creation between Stakeholders

Responsibilities

WE NEED A COMMON LANGUAGE!

40% OF OUR CUSTOMERS RAISED A CONCERN ABOUT JD ALIGNMENT, SOCIAL IMPACT CREATION

AND COMMUNICATION

+HOW

It helps us standardize Job roles leading to more clarity , alignment and better understanding for both EPs and TN takers.

It clears the expectations from both the sides. Helps the Hosting Entity to design the project. It clears the responsibilities of all the stakeholders/Parties

involved in the project. It clears the value proposition for all the stakeholders, Makes the desired result(success of the project clear) so that

everyone is focussed and know what to work for.

GLOBAL NETWORK OF 110+ COUNTRRIES

SENDING AND HOSTING ENTITY•Better Cooperation.

•Co-delivering Quality Experiences.

•Better Communication

TN TAKER AND EP•Understanding the Job Role better(Clarity).•Understanding what is Success/Desired Output of a project.•Value to both the stakeholders because of the GCDP Internship.•Clear Expectation from both the parties.

JD of a SOCIAL ISSUE (15,000

XPs)Social Activity

Success DefinitionValue Creation between Stakeholders

Responsibilities

HOSTING ENTITY AND EP

•Framework for Job Role Creation.

•Helps in Project Creation.

•Framework for responsibility clarity .

HOSTING ENTITY AND TN

TAKER

•Clarity in aligning the Job Role

•Help in Project Creation

ISSUE SEGMENTATION &

SAMPLE JDs

+Issue Segmentation

Cultural Education Environment Entrepreneurship Marketing HIV/AIDs Health Awareness Child Rights Rural Development Youth Development and Leadership

+ Youth Development and Leadership

1. Induction Seminar to educate the interns about topics like Leadership , understand the country’s Youth and learning how to be communicate better during the internship.

2. Interns need to plan,design and prepare extra activities for students: games, competitions, sports activities,learning activities. They should take part in additional activities and events included in the project.

3. The interns have to deliver sessions/Presentation on Youth Empowerment(Global topics,Social Issues,Leadership, Motivation , Languages, personality development ,profession ,Culture etc) They will be covering Number of higher educational institutes/universities/Schools covered in the project

4. Interns have to design and develop session contents and materials. The delivery method should be innovative and energetic.Making presentations about culture and modern life of different countries. Presentations on social important and morals questions.

5. There will be 4 events(Green day, Leadership Development Campaign,Global Village and Youth Empowerment day which need to be facilitated and organized by the interns. At the events interns are expected to perform in various ways to make events success

6. At the end of the program, exchange participant will fill a survey about the experience and program. Participant will prepare some documents about the program in the end. They need to make a Project report and video which has these elements (Personal Development, Impact Created , Internship Job Role , Pictures etc)

+Environment

1. Induction Seminar to educate the interns about Environment, understand the country’s reality with respect to environment,measure being taken in the country , brainstorming and learning how to be communicate better during the internship.

2. Market research about involving corporates in the project and determining market requirements for implementation of the project. To think of new ways in which the problems associated with sustainable development can be reduced .Create a survey and work on its report with stakeholders.

3. Leading and planning the implementation of the project and following up with corporates implementing the project.Also creating a strategic plan of direction for Fund raising , presentation , Campaigns and causing mass awareness.

4. Interns with their knowledge partners will develop and deliver presentations, sessions and talks for different student groups/universities and communities in general.

5. The intern is going to conduct activities and workshops related to Global Warming Prevention / Saving the environment.The intern is going to teach the students about the various Environmental Issues in their Home Country and also bring new ideas that they can suggest to the students/families and community.

6. There will be a few events(Green day , Other Events) which need to be facilitated and organized by the interns. Successfully spreading awareness amongst the youth and families about the isses.


+Entrepreneurship

1. Induction Seminar to educate the interns around Entrepreneurship(data, trends,mentality), understand the country’s Youth/Entrepreneurs and learning how to be communicate better during the internship.

2. Intern is suppose to do research, developing strategy and creation of educational workshops for youth and the resources focus on: youth leadership and social entrepreneurship. During each workshop interns will have to present their international point of view of the daily topic.

3. The objective is to spread awareness about entrepreneurship Issue among the youth through delivering trainings sessions to Youth/Prospective Entrepreneurs. It will allow students/entrepreneurs to study, analyse and celebrate successful entrepreneurs locally and globally.

4. Delivering basic crash course on: marketing, business plan, business model, loan application/ fund raising for interested applicants.

5. Looking for beneficial partnerships with Universities,schools,banks and Company’s.

6. Launching the "business plan challenge" for the action orientated project, to attract applicants.

The interns will be responsibles for the communications of the project through the creation of the video (first,during ,after the events) ,posters and the blog.

7. At the end of the program, exchange participant will fill a survey about the experience and program. Participant will prepare some documents about the program in the end. They need to make a Project report and video which has these elements (Personal Development, Impact Created , Internship Job Role, Pictures etc)

+Cultural Education

1. At the beginning of the internship, the EPs will have an orientation training (could include cultural norms & facts, workspace rules & conditions, basic job orientation, expectation setting for both side) with help of some NGO or the TN taker. That helps to raise up their understanding local culture and make their work easier.

2. After orientation training, Interns need to review the project plan and make their own contribution by planning and designing various activities; especially to create interactive environments which both cultures can interact.

3. Interns should develop training / interaction materials which serves to create a better understanding of stated culture. The information shared should help to break common stereotypes and stimulate audience to learn more about stated culture.

4. Interns will deliver interactive events / presentations / activities to share their own culture. Audience could be from a homogenous background or different demographic background. Interactivitiy is a must.

5. Intern will be provided some opportunities where he/she can observe the domestic culture in the daily life. It could be an event, a family dinner or accommodation, a workshop with participants from different demographic background. That workshops will demonstrate different aspects of domestic culture, positive and negative.

6. To conclude the program, interns will prepare a project report where project impact, individiual development, stakeholder benefits, Start/Stop/Continue’s are clearly mentioned.

+Rural Development

1. Project aims to raise awareness on a specific issue in a specific region. In the first period, intern will make a research about specific issue and regional realities (about issue and general). At the end of the research, a presentation / report will be prepared.

2. Following the initial report, possible activities will be defined to reach the purpose. Those activities’ main purpose will be to raise awareness around the issue. Besides activities, possible institutions will be listed for collaboration on activities.

3. Interns will design and prepare necessary materials / infrastructure / other arrangements for activities. Moreover, interns will contact and invite institutions to participate activities with local entities help.

4. Besides awareness activities, intern will organize activities with direct results; water sanitation, building infrastructure, aid delivery etc.

5. To sustain visibility and positioning of activities and enlarge the impact, PR activities will be arranged by interns, such as inviting media representatives, conducting media releases etc.

6. A formal report will be composed to be presented to government authorities and project stakeholders. The report will clearly demonstrate the impact project created on specific issue in the region.a

+Child Rights

1. Intern will work in ‘NGO’ that strives to reduce child abuse on national scale. Intern will help daily operations of NGO.

2. The intern must use recreational and educational methods, group dynamics, games, plays & artistic activities in order to adapt the teaching of the subjects to the children's age

3. Monitor the daily routine of the children planning and developing new educational activities and also follow the regular activities of the institution, listed in the space below; didactic games, handicrafts, painting, performing arts, reading & storytelling, modeling clay,recycled toys, ecumenical moment/reflection & thanksgiving.

4. Interns will take part in home visits to children and analyze the living conditions among others.

5. Help promoting and raising funds for the NGO to provide a better study environment and teaching materials for kids to learn more.


+Marketing

1. Designing organization’s logo’s, corporate image, product protfolio’s.

2. Responsible for positioning, raising awareness on social networking (web 2.0) the activities.

3. Works with crew of organizations to improve market share.

4.Required to engage in Promotional Marketing, General Sales, Lead Generation and outsourcing / required to explore telemarketing opportunities available to enhance sales, marketing studies and research of target groups.

5. Identification of Potential New Customers and retention of existing customers in the database

6.Establishing Contacts via Phone/Email with Potential Business-Partners as well as follow-ups.

7.Customer service relationship is expected to improve during your the period here. So, * Intern will be required to take up a position as a customer service representative on some occasions.

8.Keeping of customer database and maintaining such to ensure all customer data are up to date.

9.Building material for cultural activities and programs/projects.

+HIV/AIDS

1.The intern will be communicating with People Living with HIV (PLHIV) and engaging them with their environment.

2.Must have a strong sense of motivation and also education to enable PLHIV to stick to their drugs.

3.Helping to raise funds for those who are cant raise a decent meal a day through innovative ways, working together for effective creativity.

4.Deliver trainings and workshops to secondary school audience,students and children with disabilities on the topics of the project: HIV, AIDS, sexually transmitted diseases,abortions,trafficking,harmfulness of cigarettes use, and giving first aid.

5.Must prepare presentation how his country is solving these problems: HIV/AIDS, sexually transmitted diseases,abortions,trafficking..

6.Collaboration with OC team and create the follow-up activities of the project

7.Participation at all the activities related with promotion of the project in the local environment, working with the PR team of LC and also participate in all activities of LC.

8.Organization of events of the project at the local level and to organize and deliver the final and closing up events.

9.Be a facilitator for high school students in several roadshow that aimed to prevent the spread of HIV/AIDS.

+Health Awareness

1. Intern will organize a blood donation camp and all preparations and organization for the same will be done by the intern.

2.Giving general healthcare sessions in affiliated colleges with special emphasis on the detrimental effects of smoking, excess alcohol consumption and drugs.

3. Will also be organizing a free dental check up event and sessions on oral healthcare.

4. Will give a session on basic first aid training in affiliated colleges.

5. Explaining various conditions caused to due to smoking, excess alcohol consumption and drugs at the museum of anatomy and physiology

6.Intern will take part in LC events and activities which occur during the period of the internship.

7.Constant support to psychologists working in the NGO.

8. General support to NGO and especially in the projects in relation to the people who need it. / Providing help to people who approach the NGO during their treatment

9. Collaboration with the NGO - create an enabling environment for the ones who approach NGOs

+Health Awareness

10.Making the project the answer to the issue of hunger and poor nutrition (examples) by following a two-phase approach combining farming and nutrition for food sustainability and better health. Through this project the interns are expected to be willing to do outdoor work and interact with communities and local for both farming and nutrition activities.

11. Training -

SKILLS TRAINING: In order to equip them with the necessary skills for the project, the trainees will undergo training sessions from a learning partner.

FARMING: Trainees will set up small vegetable gardens in communities. They will overlook the garden’s initial set-up and teach the communities how to maintain the garden.

NUTRITION: Trainees will give good health and proper nutrition sessions to various audiences.INTERACTION: The trainees will interact with learning partners and communities in order to

develop the necessary skills and to get a better understanding of the country’s culture.

+Actions and Recommendations

Sample Job Role Creation for the 9 Issues Success of a Project Project Framework Roles and Responsibility of TN Taker, Sending Entity,

Hosting Entity and EP. Value Proposition of TN Taker, Sending Entity, Home

Entity and EP.

SUCCESS DEFINITION OF GCDP PROJECTS

+Youth Development & Leadership # of activities / presentations delivered # of prospective leaders involved # of event participants Media visibility through events Participant survey analysis Submission of final project report

Environment # of corporates / institutions involved # of awareness activities delivered Approximate # of individuals reached through activities Media visibility through events Submission of final project report

+Entrepreneurship Submission of research report # of courses delivered on defined topics # of young/prospective entrepreneurs reached # of business plans submitted Submission of final project report

Cultural Education # of interactive events delivered # of daily life activities involved Submission of final project report

+Child Rights # of activities delivered # of children involved # of home visits Amount of funds raised Submission of final project report

Marketing Amount of revenues / funds raised Completion of corporate image design/renovation # of leads contacted # of customer cases managed # of material developed for cultural activities Submission of final project report

+HIV/AIDS # of HIV + individuals involved Amount of funds raised Workshops / activities delivered to prospective patients # of events organized # of media visibility Submission of final project report

Health Awareness # of individuals participated do donation camps / check-ups

etc. # of activities delivered # of public events organized # of individuals reached through public events Media visibility Submission of final project report

+Rural Development Submission of initial research report # of institutions / corporates involved # of awareness activities organized # of individuals reached # of direct activities involved # of media visibility Submission of final project report

CLARITY ON VALUE CREATION AND

RESPONSIBILITIES

+Value Proposition - EP Professional preparation conference leading to personal and professional

development

Skills development: • Presentation skills • Facilitating and training experience • Making research, dealing with information • Ability to work in international team • Communication skills • Project management

You get a chance to develop leadership skills , interaction with students/people of the country during sessions and events ,make new friends , learn a new language and live an independent life in a foreign country.

Realization of various issues in the world and possible solutions for the same which can be further implemented in the hosting country as well your own country.

Learning about the country culture and experiencing its heritage.

Contact with the project’s partners (NGOs, companies, media) and Networking with AIESECers and other students.

AIESEC involvement: attending conferences, delivering trainings, gaining experience in your hosting AIESEC Local committee etc. (this depends on your previous AIESEC experience)

Get certificate from the internship from the NGO,Learning partners and Hosting Local Committee.

+Value Proposition - TN Taker Knowledge on the current situation of the country with respect to the issue

intern will work on(Research , data ,analysis) and get an international perspective to the NGP/School.

Help them with evolving their processes, training models and help them improve the culture at large.

Minimum of Training/education/awareness(say 30) delivered to public/students at large and supporting the project to contribute to the issue they are addressing.

Impact on the society/ people addressed in the issue of the country.

Raising Funds of (eg 500$) for the event or issue.

Successful Events with huge media presence by the end of the internship.

Increase in the number of applications and more interest group created by the trainee.

+Value Proposition - Hosting EntityHosting LC -

Interns prepared for the Project, come with the right expectation setting , know what they have to do , do not create trouble for the hosting entity , have a Positive attitude and want to create impact on the society.

Clients delivered properly as trainees contribute to the event. Helps the LC to create positive impact on the society through the interns. Helps them with activities in the Local Committee(GV, Recruitment, EP TLs ,

Events etc) CEEDs/Business Development Managers for the SE and HE.

Membership -

Meeting Interns from a country and getting a global perspective. Making friends from different country , learn new language , exchange ideas , get a global team experience.

Inner Motivation for members when they see these interns create impact. They realize the impact of AIESEC and also realize that whatever they are working for makes sense. It makes them believe in the organization.

Members get a deeper understanding of the issue and helps them become change agents.

+Value Proposition - Sending EntitySending LC -

Good Experience of the EP as the Hosting Entity does proper delivery and project has good job role.

Help in improving IXP as EPs can be reintegrated. Showcasing the EP’s Experience to build a better brand(marketing) and deliver

more experiences. Showcasing the membership the growth a exchange provides to a person,

making the membership believe in our core work even more. Helps the LC in creating change agents who impact the society by addressing

issues in other countries. The SE can use the EPs to initiate similar projects in their entity and create

impact and deliver more such experiences. The EP can be the country’s brand ambassador and also create partnerships if

they have relevant work experience.

Membership -

Membership hear the internship stories from the EP’s and motivates them to go for an exchange,

Members starts believing in our core product i.e Exchange. They get a chance to work with EPs helping them to learn facilitation , training

and leadership skills. It also makes them more aware when they help preparing the EPs for the project and issue.

When they deliver OPS , Webinars it helps them become more confident and smart.

JD CREATION FRAMEWORK

+Flow/Agenda

Objective:

“Improvement and standardization of Job Descriptions in Global Level. For that was created a strategic framework for all levels (LC-MC) in how to implement this topic, step-by-step.”

It follows this logic: each point is explained by a number in each topic

+GCDP JDs Creation Framework

Close

Construct

Implement

Control

Design

Job descriptions creation / Expectations alignment

Initiate

+Initiate

1 - Demand from organization for the period

2 - Supply alignment from AIESEC side

3 - Students and market information from both sides

4 - About company

5 - About AIESEC

6 - Project description

7 - Resources for define and baseline

8 - Contract signature

9 - Define governance

10 - Initiation and approval

Steps

1 - Check the needs from your possible client

2 - Understanding from TN Taker side our students market, what we can provide - Do not sell randomly

3 - As above

4 - Know your customer segment to do the approach. See website at least

5 - Explaination about the organization

6 - In this point you need to have your proposal printed to sell, or at least have emailed before

7 - Check possibilities concerning number os interns to come

8 - Bureaucratic step to do

9 - Here you will explain about responsibles during the project

10 - Execution

Responsibles:

1 - TN Taker

2 - LC

3 - TN Taker / LC

4 - LC

5 - LC

6 - Both sides

7 - TN Taker / LC

8 - TN Taker / LC

9 TN Taker

+Job descriptions creation / Expectations alignmentSteps1 - Definition with organization

2 - Here the entity will define minimum

3 - Step-by-step

4 - During selling, LCs talk about proposal of each project (if it is more than one and show possibilities)

5 - Obligations from AIESEC side to clarify with partner

6 - Obligations from TN Taker side to clarify its participation

7 - Checkpoint about workspace (example: Computer/Internet)

8 - Example: Team work, entrepreneurship, open mindness

9 - In this regard LC can take doubts from TN Taker side concerning type of student, background. Same way for the student concerning the organization

1 - Department in which the intern will work

2 - Monthly, weekly, daily activities to be done/Performed

3 - Clear instructions

4 - Events/Output expected from the Project

5 - Support from host entity / sending entity

6 - Support from organization/companies/schools/NGOs (hosting)

7 - Work conditions

8 - Learning points during exchange

9 - Additional information about candidate/TN Taker

Responsibles:

1 - TN Taker

2 - TN Taker

3 - TN Taker

4 - LC

5 - LC

6 - LC

7 - TN Taker

8 - TN Taker / LC

9 - TN Taker / LC

+Job descriptions creation / Expectations alignment

Steps

10 - Obligations from each side before arrival. TN (JDs/Benefits/MoS/Details of working conditions), EP (What to bring/participation), OGX (Integration/Re-Integration/Ambassador role/Behaviours expected), ICX (Booklets/Wikis for pre-alignment and what to expect concerning the country/duration/timeline/benefits)

11 - Definition of responsible with TN Taker and Team Leader at AIESEC (LC Level)

12 - Timeline definition

13 - As explained in item about expectations

14 - During project identify problems occurred within both sides (ICX, OGX, EP and TN Taker)

15 - Show clearly the benefits

16 - Set clearly if it is needed to pay an additional fee/tax to not see surprises during process

17 - Explain in booklet/wiki of reception

18 - ICX Responsibility according to local reality

10 -Expectation alignment with TN Taker / EPs / OGX / ICX

11 - Team definition / Responsibles in each organization for final delivery

12 - Define Project plan with clear deadlines

13 - Preparation required from both sides (EPs/TN Takers)

14 - Identify gaps

15 - Benefits (Meals, accomodation (university dorms/hosting/hostels), transport

16 - TN FEE Alignment (check if it is needed to pay something else)

17 - Project needs (If it is needed to bring different kinds of clothes, laptop, anything from home country, presentations)

18 - Mentoring plan / EP guardian / other needs concerning this

Responsibles:

10 - LC

11 - LC

12 - LC

13 - LC

14 - LC

15 - TN Taker / LC

16 - TN Taker / LC

17 - TN Taker / LC

18 - LC

+Design

Steps

1 - After gaps analysis OC Team (or howhever you want to call it) can plan next steps for next wave while project is running

1 - Design of future state (while project is running)

Responsible:

1 - LC

+ConstructSteps

1 - Basic contract responsibility with LC

2 - Regards contract

3 - Evaluations/IDs/Contracts

4 - Framework of trainings

5 - How to do presentations / Behaviour within the organization (if it is school, NGO, foundations and so on)

1 - Document process

2 - Document roles and responsibles

3 - Complete bureaucratic documents

4 - Develop template for 1st interaction with interns

5 - Develop training model

Responsible:

1-5 LC

+Implement

Steps

1 - Execution

2 - First assesment with TN Taker and other stakeholders

3 - Follow up by TN Taker and team responsible at LC Level

4 - Responsibility from Local Office

1 - Training execution

2 - Customer acceptance and follow up

3 - Launch / 1st day of project

4 - Complete activities (guardian/mentorship)

Responsible:

1 - LC

2 - TN Taker / LC

3 - TN Taker / LC

4 - LC

+Control

Steps

1 - At least once a week or every 15 days LC should keep in touch with TN Taker to see Interns evolution

1 - Keep follow up with organization (NGOs/Schools/Companies)

Responsible:

1 - LC

+Close

Steps

1 - This must be done with TN Taker (and other stakeholders (students for example)), interns and team responsible)

2 - Create report for next wave work in a better way with complete info

1 - Request with TN Taker and involved individuals about closure survey

2 - Close project

Responsible:

1 - LC

2 - TN Taker / LC

+AIESEC International

GCDP Strategic Meeting Istanbul, Turkey

+Creating Promoters by Project Better Management 2

PROJECT MANAGEMENT FRAMEWORK

+Project Management Framework PMF is a tool where any project can be based on. Which

ensures all requirements of a project attached with the customer needs.

+Why PMF

EPs feedback based on NPS no common project management framework within the

network structured way to create promoters PMF based on customer needs

+PMF

Project definition

Project flow

+Project definition

Project is a temporary effort taken to create an exclusive product, service or result.

+Project characteristics

Clear purpose Addressed to an issue Limited in time and resources Can be assessed Stages based not AIESEC based

+Example

ProFFuture: http://tinyurl.com/beptloh Details: Valeriia, AIESEC Ukraine MC VP IC GCDP:

[email protected] Gira Mundo: http://tinyurl.com/a6ytpx6 Details: Washington, AIESEC Brazil MC VP IC

GCDP: [email protected]

http://tinyurl.com/beptloh

mailto:[email protected]

http://tinyurl.com/a6ytpx6

mailto:[email protected]

+Project flowInitiation

Planning

Organization

Realization

Evaluation

+Initiation

Issue definition

Social relevance

Organizational

relevance

Personal relevance

Resources analysis

Trial project

+Planning

Why? Burning points (Checking list) Tools Canvas template

Vision & Goals (MoSes)

Timeline (Gantt chart)

Communication plan Resources

Budgeting Stakeholders engagement

Principles of quality

Job Description

planning

+Organization

Team selection

Team management Indicators

Pre-RE timeline

implementation

Project tracking

+Realization

Follow upAlignment

with interns

Alignment with

externalsQuality control

+Evaluation

Quality control Feedback Reports

ShowcasingMoSes

achievement

Transition package

RESOLVING CUSTOMER NEEDS

IN PROJECT DELIVERY

+

GTK @

Application

Acceptance policies

Pre-matching

MatchingVisa/

delivery/preparatio

n

Realization Follow up

Evaluation

Re-integration

Project focused on a customer

experience

+Matching

SEMA support

Documents manageme

nt

HEDocuments manageme

nt

Pre-arrival alignment

Interview process

+EP isn't aware about X conditions and details Pre-meeting before arrival with HE Online self-preparation for project Weekly communication Alignment of logistical support

+Example

Skype chat between EP and TNM/OCP/OC/VP Trainings development based on project program Weekly newsletter for EPs with updates about project

preparation/info to know Logistics info delivery via online meeting/booklet

about: accommodation; arrival preparation; legal/visa info; BUDDY

+Realization & follow up

SECultural

preparation

Quality checking

Problems solving

HEAlignment

of JDQuality

checkingProblems solving

Logistics

Services

Preparation

Constant contacts

Tracking

+Connection between EP and HE Physical responsibilities clarification Content/agenda finalization Weekly satisfaction checking Logistical support tracking

+Example

Physical meeting with OCP/OC/VP/BUDDY with final rights & responsibilities clarification

Combination of content developed by EP with project realization flow

Questionnaire/meeting with EP evaluating satisfaction level

Based on evaluation, action steps aimed at logistical support development

+Evaluation

SENPS

Documents manageme

nt

HEProject results

tracking

Feedback

Reports

Showcasing

NPS

+Self-reflection about impact & relevance (by intern)

Report in the end of the project Showcasing Evaluation of the project success

+Example

EP fills in template of report with personal evaluation of the project realization

EP records a video about internship in entity EP is testing participants before project starts and

when it’s finished, analysing progress and personal impact in the project

+

EPs’ awareness

Connection between parties

EPs’ self-reflection

Promoter creating flow

+Creating Promoters by enhancing learning/leadership experience of GCDP EPs3

+WHY

Value Preposition:

“Creating a better environment to our exchange participants where they can learn and explore the possibilities in their internship.”

Addressing needs: 1,2,4,5

Actions:- EP Team Leader- Trainee Conference- LEAD for EPs- EP Micro-Experiences

+What we are doing good

Promoter Issues

Cross-cultural understanding & awareness (18%)

Personal development (16%)

Opportunity to create positive societal impact (13%)

Cultural preparation (11%)

Integration by the hosting entity (10%)

Detractor Issues

Job-description clarity and alignment (21%

Logistical support (16%)

Integration by the hosting entity (11%)

Opportunity to create positive societal impact (8%)Information provided about the GCDP programme

(6%)Support by home entity during the experience

(6%)

+HOW

GCDP Experienc

e

Cultural Unders.

Cultural Prep.

Social Impact

Integration

Personal Dev.

EP Team Leader

Trainee Conference

EP Micro Experiences

LEAD for EPs

+Concept of our strategiesPre

ExchangeDuring

ExchangePos

Exchange

Sending EntitySendin

g Entity

Hosting EntityHostin

g Entity

Extreme work

Extreme work

Extreme work

Low Responsibility

Low Responsibility

Low Responsibility

Shared Responsibilities

EP TEAM LEADER

+EP Team Leader

Objective:

Create a multicultural team where they can improve together their experience through sharing spaces and tracking of their objectives.

Why it is Important for AIESEC:

It will guarantee that our EPs are constantly motivated and satisfied with the experience we are providing, avoiding problems with the hosting entity.

Value for the participant:

A chance to lead a multicultural team to discover what they are looking for in their exchange. It is recommended for people with previous AIESEC Experience.

Duration and structure:

6 weeks or accordingly to the exchange duration. The team structure can be of a team that are, or are not working, in the same project, as you just need to guarantee they will spend the same amount of time in their internship.

Recommendation to implement the strategy:

Entities with big cooperation between themselves or any country that are working with the product.

+How to execute the strategy

The LCs need to take care about how they are going to present the experience to their interns, as the idea is not people feeling they have a “boss”.

The main purpose is creating a space where they can feel confortable on sharing their experience and selecting someone that is experienced in creating this space and collecting feedback of what the LC can improve.

Other important points to mention: We recommend the intern to arrive 1 week before their members to align expectations

with the LC; Hosting entity is going to select the person through the matching interview. Points to be

observed is past AIESEC Experience and you can select this person preparing a TLP interview and/or recommendation letter from the sending entity;

You need to clarify this role in the TN form, and we suggest some clarification as: Other details of the work condition: “You are also going to have the opportunity, if interested, in

leading a team of other AIESEC interns during your internship. We recommend people with previous AIESEC experience to apply for this role. For more details of the opportunity, check here (and put the link of the JD with the file) the manual of functions.”

MoF: http://www.myaiesec.net/content/viewfile.do?operation=fileview&contentid=10236460

http://www.myaiesec.net/content/viewfile.do?operation=fileview&contentid=10236460

+

We recommend sending entity to prepare all their interns in those specific points: How to manage a multicultural team; How to do a team building; Effective communication; AIESEC most common problems in projects and how to

solve it; Local culture and most commons cultural shocks.

We also recommend this person to be in touch with their team before coming to the internship if possible.

Sending Entity Role

+Hosting Entity

Organizing a space where the trainees can have their meeting;

Track the EP Team Leader in his activity; Guarantee the experience of the EP Team Leaders; Provide JD for the entire team; Ensure in the end of the experience a team days where

they can share and give feedback of their GCDP and TMP/TLP experience.

+Job Description

Weeks before arriving: preparation with sending entity; 1 week before the internship start:

Meeting with the responsible of hosting entity for alignment of how the program works; Understanding the main focus (satisfaction with the experience through achieving the

internship objective) and how to deal in case of complaining of their experience.

1st week: GTKEO meeting and explaining the team purpose; Defining communication channel and weekly meeting; Defining the main purpose of why they are doing the internship and what they want to

achieve in the end of it.

2nd week: Checking how was the first week of work and points to be improved; Checking what they are liking from AIESEC and the most “important” moment he had last

week; Checking if they are achieving their internship objective and if not, why. Defining activities they would like to do and transmit their wish to host entity.

+Job Description

3rd week: Checking how was the second week of work and points to be improved; Checking what they are liking from AIESEC and the most “important” moment he had last week; Review all their experience and the objective they want to achieve. Defining activities they would like to do and transmit their wish to host entity.

4th and 5th week: Checking how was the first week of work and points to be improved; Checking what they are liking from AIESEC and the most “important” moment he had last week; Checking if they are achieving their internship objective and if not, why. Defining activities they would like to do and transmit their wish to host entity.

6th week: Close the experience with the EPs; What are the most important points they learned in this experience; Achieved or not achieved the objective and why; How this team experience contributed to their exchange experience. What this experience meant in their life.

Tracking Tool Example: http://www.myaiesec.net/content/viewfile.do?operation=fileview&contentid=10236463


+

Guarantee this information will be provided in the TN form;

Guarantee the alignment in interview of EPs; Align with other countries about the strategy and you

both want at the end of it (more reintegration of EPs and quality of exchange for example);

Have a LC structure that supports this kind of activity (final responsible in the LC of the EP experiences).

Important Information

TRAINEE CONFERENCE

+Trainee ConferenceObjective:

Offering the space to interns to connect with each other and experience Global Learning Environment.


This conference will guarantee to AIESEC that interns have all proper information for their XP, and they will be on the same page to what they can expect from their experience.


They will share with other interns their fears and objectives of why they decided to go on exchange and also understand the impact our projects and trying to provide to the society and having tools for it.


2 days of conference and the example of agenda will be explained in the next slide.

Recommendation to implement the program:

Any entity, just to take into consideration the idea is to realize the event before the interns start their internship.

GCPs: China: http://www.myaiesec.net/content/viewwiki.do?contentid=10220485 India: http://www.myaiesec.net/content/viewwiki.do?contentid=10233291 Ukraine: http://www.myaiesec.net/content/viewwiki.do?contentid=10180593

http://www.myaiesec.net/content/viewwiki.do?contentid=10220485





+Implementation planBlocks of agenda:

WHY Give them understanding of value of the internship: which impact do they make into society? Into their personal development?

Recommended sessions:-I’m an impact designer (explain that they are final responsible for impact they made)

WHAT Explanation about project flow, and how it is working. Giving understanding of mechanism of project realization.

-Project explanation; -National issues Hosting entity face;-Externals talk about issues;

HOW Giving them soft skills to make experience brilliant. Prepare for challenges they might face.

- TtT seminar;- Main challenges they might face: how to gather.

+Hours Hours Session

7:00- 7:30 7:00- 7:30

7:30- 8:00 7:30- 8:00

8:00- 8:30 8:00- 8:30

8:30- 9:00 8:30- 9:00

9:00- 9:30 9:00- 9:30

9:30- 10:00 9:30- 10:00 OPENING

10:00- 10:30 10:00- 10:30

10:30- 11:00 10:30- 11:00

11:00- 11:30 11:00- 11:30

11:30- 12:00 11:30- 12:00

12:00- 12:30 12:00- 12:30

12:30- 1:00 12:30- 1:00

1:00- 1:30 1:00- 1:30

1:30- 2:00 1:30- 2:00

2:00- 2:30 2:00- 2:30

2:30- 3:00 2:30- 3:00

3:00- 3:30 3:00- 3:30

3:30- 4:00 3:30- 4:00

4:00- 4:30 4:00- 4:30

4:30- 5:00 4:30- 5:00

5:00- 5:30 5:00- 5:30

5:30- 6:00 5:30- 6:00 CLOSING

6:00- 6:30 6:00- 6:30

6:30- 7:00 6:30- 7:00

7:00- 7:30 7:00- 7:30

7:30- 8:00 7:30- 8:00

8:00- 8:30 8:00- 8:30

8:30- 9:00 8:30- 9:00

9:00- 2:00 9:00- 9:30

Soft Skills training (external faci)

GTK Myself and defining my exchange goal

FREE TIME

BREAKFAST

LUNCH

OPENING

Global Village

Our GCDP projects

Cultural Shocks and how to deal with it

Understanding GCDP impact

Issues Information (external faci)

BREAK

CLOSING

Check In

DINNER

DAY 2

AIESEC experience and its finalpurpose

Living the @XP

It's up to you!

LUNCH

DAY 1Session

Travel Back Home!

+General recommendations: Common date of realization of our project in our peaks: LCs need to

align the realization date in order to the conference be realized in before every trainee start their projects;

Fee covered or partly covered by TN fees; Starting organizing event at least 2 month before; Facis: MC VP X, LCP, LC VPs and/or returnees and CEEDers; External facilitators for topics about issues and/or soft skills; Global village at the end of the conference to get:

a) Value for the conference (can be sold as positioning event for companies);

b) Decrease the fee price of interns.

+Extra benefits if you are making TC: Intern see your professionalism in taking care of XP; Avoiding of any problems interns may cause by bad

alignment; Positioning in AIESEC entity in AIESEC network of good

quality of Exchange; One more valuable event to sell on National level; LCs assure high quality service to intern they matched.

EP MICRO-XPs

+EP Micro ExperiencesObjective:

Involve the intern in LCs activities in order to integrate them into LCs reality and being aware of the social impact AIESEC cause in society.


It will guarantee that our EPs have a deeper understanding of AIESEC work and impact.


Being in contact of other AIESEC opportunities and having other practical ways to learn about cross cultural leadership.


The duration is very flexible and it will be accordingly to interns workload in their GCDP Projects, and the structure can be defined by the LCs.


We recommend this strategy for LCs that are running GCDP projects of less than 40 hours a week.

Example of how to build the JDs:



+How to execute the strategy

The LCs need to first have a clear understanding about LCs need and works a trainee could do.

We recommend that in the matching interview align those expectations about the opportunities the LC is going to offer to the intern, but we do not recommend to incentive the intern to take the opportunity before starting his project.

The idea is the intern to feel his work routine and to see if it is possible or not (and also if he wants or not) to take part of LCs strategies.

We will recommend some JDs the trainees could work in, but do not limited yourself to those. Just keep in mind the main idea of this micro experience is to integrate the trainee into LCs activity and a deeper understand about AIESEC’s impact, so make sure this activity will promote it.

+Example of Job Descriptions

Global Village: being involved in the organization and/or participating in a Global Village event for AIESEC positioning with different kind of organizations. Trainees role: showing their culture through presentations and typical activities. MoS: # people attended the event, # of people interested in taking ELD program, # organizations that

supported the event.

Recruitment: delivering speeches during recruitment about his experience to have a more tangible experience to people that are interested. Trainees role: align his speech with LC, focusing how this experience contributed to his development

and leadership learning. MoS: # people attended the event, # of people interested in taking ELD program.

Incoming Sales meeting: attend to LCs sales meeting to share about his experience and how he is contributing to the project he is developing. Trainees role: prepare arguments to show the possible TN Taker that worth to take an AIESEC project

for both sides. MoS: Organization taking the AIESEC project.

Showcasing: working together with the marketing and incoming area of the LC to structure the showcasing of the GCDP projects. Trainees role: document his own work in the organization taking pictures and creating a report about

the results achieved and measurable changes. MoS: Report done, Organization Re-raising the project.

+Final Recommendation

Be sure that every activity you chose, the intern knows the expected result;

Try to show him what are the skills he is developing and learning through the activity;

Do not forget to mention also what is the leadership behind this role he accepted;

One of the best ways to measure the impact of the micro experience is the reintegration of this intern as a member in his LC, so try to connect this strategy with the sending entity.

LEAD FOR EPs

+LEAD for EPsObjective:

Create a platform to reflect on what leadership is, to explore leadership potential of each single participant, to create a platform for self reflection.


It’ll create more change agents, and it’ll part of re-integration.


Life changing experience should be packed and it’ll create a possibility to explore and develop their leadership potential.


There are 3 parts, LEAD will start on OPS, one LEAD seminar in the middle of internship, and final part should be run on re-integration seminar to give an opportunity on reflection of experience they get and leadership they discovered in themselves.


Entities with cooperation should discuss common agenda and flow.

+Function of LEAD in another perspective

Outer-Journey (GCDP

Experience)

Inner-Journey (LEAD Experience)

Living a powerful exchange experience develops Strong Leadership.

+How to execute the strategyThe LCs need to remember that AIESEC is a platform for young people to explore and develop their leadership potential. It’ll influence a lot on personal development of Exchange Participants.

The main purpose is creating a platform to reflect what leadership is, and how it is correlate with themselves.

We strongly recommend to implement for this kind of Entities:- Those who has country partners;- OPS, re-integration seminars are already implemented;- Have good leadership culture, to develop LEAD block.

+Implementation plan

Expected Outcome:Exchange participants understanding the importance of self discovery for a better leadership journey and with a clear understanding of his next steps.

Introspection What is leadership? Should I start leadership journey? How it’ll influence my life?

Selfreflection and values What changed? How it’ll influence my further impact creation? Is it enough for personal development, or I want take more?

GROWTH What is further? What is leadership? How will it help me in further life?

1.Introspection

2.Selfreflection, values3.GROWTH

+Implementation plan

13.00-13.30 13.00-13.3013.30-14.00 13.30-14.0014.00-14.30 14.00-14.3014.30-15.00 14.30-15.0015.00-15.30 15.00-15.3015.30-16.00 15.30-16.0016.00-16.30 16.00-16.3016.30-17.00 16.30-17.00

LEAD Introspection - Sending Entity

What is leadership

My Leaderhip journey and it's reasons

13.00-13.30 13.00-13.30

13.30-14.00 13.30-14.0014.00-14.30 14.00-14.3014.30-15.00 14.30-15.0015.00-15.30 15.00-15.3015.30-16.00 15.30-16.0016.00-16.30 16.00-16.3016.30-17.00 16.30-17.00

LEAD Selfreflection - Hosting Entity

Who am I now?

My personal values

Where I want to be?

13.00-13.30 13.00-13.30

13.30-14.00 13.30-14.0014.00-14.30 14.00-14.3014.30-15.00 14.30-15.0015.00-15.30 15.00-15.3015.30-16.00 15.30-16.0016.00-16.30 16.00-16.3016.30-17.00 16.30-17.00

LEAD GROWTH - Sending Entity

Leader I am

Who I want to be?

Me and others

+

GENERAL TIPS

+Platform for EPs interactionValue proposition: offering the space to interns to

connect with each other and AIESEC Entity

Why it is important for AIESEC: this group will guarantee the quality of delivered experience and fast reaction in solving problems.

Why it is important for trainee: this is an opportunity to connect with interns around the country, share experiences and cultural shocks and be informed of what is happening in other exchanges.

+General recommendations: National Facebook Group for interns sharing their experience;

Example:Colombia: https://www.facebook.com/groups/186871381397483/?fref=tsUkraine: https://www.facebook.com/groups/147788771939081/?fref=tsConnection between MC VP and interns for checking their experience;Weekly updates from MC/NST about important topics as NPS, events in the country, etc.

https://www.facebook.com/groups/186871381397483/?fref=ts






+EP Guide from sending and Hosting EntityValue proposition: creating a document where the trainee

can find information about procedures in their internship.

Why it is important for AIESEC: this document will guarantee a better alignment of what they can expect to find in their exchange and what to do in case of any problem.

Why it is important for trainee: the trainee will go with the right expectation, with a clear idea of what they can and cannot find in their internship, avoiding frustration.

GCPs:

UK: http://www.myaiesec.net/content/viewwiki.do?contentid=10205741








+General recommendations: Hosting Entity Reception Booklet:

History of LCs and city; Price of basic expanses; Main cultural shocks they can face; How to use transportation; What to do in case of problems/emergency; What to do in case of problems in their projects; Visa information.

Sending Entity EP Guide: History of LC; Matching process and how to match; Insurance information; How to be an ambassador of the country; How to deal in emergency situations; XPP main polices you need to know; What is and what is not AIESEC obligation (both of sending and hosting

entity).

+Creating promoters by customer feedback and resolving system for constant communication with our customers4

+WHY

AIESEC network needs to have a real-time customer feedbacks in order to understand how much they recommend their experience with AIESEC

Customers raised the concern that they can’t get in touch with AIESECers if they have a question or concern

Customers raised the concern that they don’t get response and solution for their problems. This leads to bad experience and ignorance from the customer

AIESEC network needs to drive positive behaviors in the network in order to enhance the customer experience

Real-tim Customer Feedback

Instant Communication & Support

with the Customer

Fast Complaint Resolution

Driving Positive

Behaviors

+HOW

COLLECT FEEDBACK

RESPOND TO NEEDS

DRIVE BEHAVIOR

S

+Key findings, actions (What?)Local Level

Quality Manager

National Level

Implementation of National Control Board

Global Level

Leveraging NPS Usage

1. Personal Level: between EP and TN, EP Manager or TN Manager2. Local Level: Sending LCVP – Hosting LCPV interaction3. National Level: Sending MCVP – Hosting MCVP + National Control

Boards4. Global Level: ICB Case solving procedure

+Examples/GCPs – AIESEC in India Local Quality Manager: LCVP ICX or OGX National Control Board:

Chaired by MCVP 3 LCPs 1 NST Taks: resolve complaints coming from NPS and quality board

email ID by Local Quality Managers Accessibility: email ID is communicated for all the Eps by

email, newsletter, wiki

Ranking LCs based on NPS score Losing LC membership from 2 ICB National RnR: 50% quantity measures, 50% quality

measures

+Examples/GCPs – AIESEC in Russia National Quality Form National Control Board

2 LCPs 4 LCVPs Mostly for ICX

+Examples/GCPs – AIESEC in Russia National Audit System

Quarterly survey for EPs, Trainees, TNs Success criteria: 67% Connected with LC membership criteria

SONA: (~SOGA at national level) National tracking system Periodicity: Monthly Not just for information gathering but for qaulity tracking

National Control Board

+Recommendations for the network Have min. 1 local TL charged for quality control Implement national quality task force Use NPs system (global system or survey) Real-time complaint resolution aligned

+

IMPLEMENTATION PLAN

Drag picture to placeholder or click icon to add

Drag picture to placeholder or click icon to add

+HOW TO IMPLEMENT?

COUNTRY PARTNERSHIP

REVIEWTRACKING THE

PROCESS

COMMUNICATION WITH THE NETWORK

+1. COUNTRY PARTNERSHIP REVIEW

Current Operations with the 4 strategies for better GCDP

Delivery

What is missing?

What to connect?

How to improve?

Defining the progress of the current operations and adjusting to the recommendation based on the strategies.

+2. TRACKING THE PROCESS

• Clear timeline and responsibility (deadlines, PiC)

• Clear expected result

• Reporting of the process

Common tracking center*

• Building the right communication center between country partners

• Ex: facebook group (most common), Podio

Communication center

Define what each entity needs to do based on the strategy

*Through online spreadsheet

+2. COMMUNICATION TO THE NETWORK

INFORM

• Newsletters (Global, MCP, Exchangers, etc)

• Wiki• GCPs from

the network

EDUCATE

• Webinars• Coaching

Visits by AI

DELIVER STRATEGY

• Coaching Visits

• Regional Boards

• Conferences and meetings (National Conference, Sub regional, transition camps)

Defining how the network will be aware of the “WHY”, “HOW”, WHAT” of the strategies

GCDP Strategic Meeting - Output Presentation - Long Version

Education

excess alcohol

itll influe

media visibility

operationfileviewamp

general recommendations

examplesgcps

taking eld

ep team leader