U N D E R S TA N D I N G T H E O R G A N I S AT I O N

T H E L E A D E R S J O U R N E Y

S T R AT E G Y

• What is our ‘Strategy’

• The AIESEC Way is the Organisation’s Heart and determines the what

• Our Compass

S T R AT E G Y

• What is our ‘Strategy’

• The AIESEC Way is the Organisation’s Heart and determines the what

• Our Compass

• Values

• Impact

• Vision

• Benefits

AIESEC!EXPERIENCE

A I E S E C C O O P E R AT I O N

The relevance of these connections relays on: !

• Have an internal logic system • As mechanism for deliver complete AIESEC XP • Have enough capacity for respond to the

organisational needs

E X C H A N G E M A N A G E M E N T

Experience ENABLER, to provide customers with exchange opportunities.

TA L E N T M A N A G E M E N T

Talent KEEPER, to provide the members with the path to combine their personal goals with organisational ones. In order to retain the talent within.

O R G A N I S AT I O N A L S T R U C T U R E

Plays the role of Compass, being the corner in charge of align the organisational processes into the same direction to drive growth on performance.

F I N A N C E

Resource Manager, to guarantee health and sustainability in any level within the organisation.

I N F O R M AT I O N M A N A G E M E N T

Knowledge Connector, to manage the operations, ease the communication and transforming data into relevant information

U N D E R S TA N D I N G T H E C O V E R

Organisational Image, to showcase who we are, what we do and how we do it

!

Influences the way that AIESEC operates Understanding the trends to make a more sustainable

AIESEC, then Build the network in their different levels

U N D E R S TA N D I N G T H E C O V E R

Trends analysis

Global awareness

Cross-sectorial status

Hot topics

O G C D P

W H AT I S G C D P

• International volunteering opportunities are the most intense learning experiences. !

• The GCDP program unites cross-cultural positive impact with working abroad for social and community development projects. !

• Students are offered the opportunity to develop personal skills and competences through multiculturalism and social responsibility.

Benefits

International

working

experience

Cross-

cultural

awareness

English

language

improvement

International

networks of

friends

Practical

learning

experience

New

perspectives

on the world

Leadership Development

H O W D O E S O G C D P W O R K ?

E P F L O W

P R E - R E C R U I T M E N T

!• Supply and Demand • Internal research to see types of traineeships

available across the database and to see the profile of EP’s in demand globally

• External research to understand external realities and find the types of EP are which are in demand globally

• Segmentation of the market, what are your EPs interested in

• HR Planning - ensuring you have enough talent capacity to run GCDP

• Promotion of your products

Pre Precruitment

Segmentation

HR Plannning

Promotion

P R O M O T I O N S / S E L L I N G

!

• Use of promotional material such as posters, pamphlets, brochures

• List down activities and ways to reach out to your target audience

• Promotions: Offline/Online • Brand Refreshment

LC Recruitment

Talent Selection

Other TM process

S E L E C T I O N A N D R E C R U I T M E N T

!

• Set right expectations with the applicants about AIESEC On the basis of assessments and interviews select/reject the applicant

• TM: Education

LC Recruitment

Talent Selection

Other TM process

R A I S E

!

• Sign the formal contract between the LC and the EP

• Upload the form and the CV of the

EP on myaiesec.net

Selection X Stage

Enter & Audit JQ

Acceptance

Matching

Outgoing Preparation Seminar

I N D U C T I O N / I N T E G R AT I O N /A C C E P TA N C E

!• Conduct an induction seminar for the EP’s after they are raised • Integrate them into the LC and AIESEC

culture by letting them attend LC forums and

events

• Feedback for EPs from Interview and LnD

program created for their development

• EP Buddy assigned

Selection X Stage

Enter & Audit JQ

Acceptance

Matching

Outgoing Preparation Seminar

M AT C H

• Assist the EP in finding a suitable traineeship • Help in internal matching process and exchange acceptance notes • MATCH the forms on the system • EP Buddy • TM/OGX: OPS

Selection X Stage

Enter & Audit JQ

Acceptance

Matching

Outgoing Preparation Seminar

P R E PA R AT I O N

• Provide necessary information on the Visa process and the documents required • Conduct a preparation seminar for the EP – Cultural preparation, AIESEC preparation, Logistical preparation and Professional preparation

Selection X Stage

Enter & Audit JQ

Acceptance

Matching

Outgoing Preparation Seminar

R E A L I S AT I O N

• The EP heads to another country for the traineeship experience • Regular feedback and the

progress of the traineeship

should be tracked

• TM: ensure EPs are tracked

• COMM/PR: Update

experience throughout

channels

Virtual Communication

P O S T- R E A L I S AT I O N

• Reintegration • TMP Recruitment • NPS evaluation of

stakeholder’s satisfaction

Re-Integration

Evaluation of Stakeholder’s Satisfaction

TA L E N T C A PA C I T Y

W H Y

• It is essential for a new entity/initiative to have people that understand the essence of AIESEC.

!

• Part of Criteria

!

• Best way to develop an expansion initiative is through initiating IXPs from the very beginning.

R E C R U I T M E N T

TA L E N T P L A N N I N G

- oGCDP Planning: 1. How many realisations are you looking at having

by the end of the cycle (summer/winter/off-peak)?

2. By when do you need to have these forms matched?

3. For them to be matched by that date, when do you need to raise them?

4. How many teams will you need for the same?

TA L E N T P L A N N I N G

• What will be the structure of the teams in the LC • What is the duration of each team? • Skills and competencies needed for oGCDP: !

(Consider these during the recruitment interview)

P R O M O T I O N S

Goal Target   Channel Message

S E L E C T I O N

• Interview selection process for teams in oGCDP

• Its important to select as per your talent plan.

• Focus only on oGCDP based recruitment at least for the first 6 months.

• Don’t forget to ask the interviewee what his/her interest areas are also.

A L L O C AT I O N

               Competencies  of  the  personInterests  as  per  interview

Individual  +  Organisational  needs

A L L O C AT I O N

• Match the interest of the person with the skills and competencies he fitted best in the interview to allocate effectively.

• Your allocation should fulfil the talent plan created completely.

• After allocation – cross check your talent plan. You should have the right number and kind of people in the right teams. This is the beginning of building capacity for your entity.

I N D U C T I O N

• Training Day • Mentoring • Operational Training

L O C A L T R A I N I N G D AY

• Our world view – Understanding the relevance of AIESEC in the world

• AIESEC Way - Connecting the external world to WHY AIESEC exists and strongly communicating our vision.

• AIESEC 2015 – Connecting our vision + external reality to the mid-term ambition.

• LEADership development session – understanding yourself through AIESEC

• The way ahead – how can the new recruit contribute

• Assigning mentors

T R A I N I N G P R O C E S S

!

➢Ice-Breaker ➢Defining Team Purpose and Values ➢WHY the department exists? ➢What is the MoS? ➢What is it that you need to achieve by the end of the

year? ➢Basic training for the department. In terms of

department processes, SOP ➢Division into teams, allocation of work, how to do

the work, timelines etc

B A S I C T R A I N I N G F O R O G C D P

!

- EP Flow - Appointment flow and process - EP selection guide - Preparation - Matching process - Realisation + Development Tracking

M E N T O R I N G

1. Connecting members to AIESEC and the bigger picture constantly !

2. Personal involvement in the development of every individual. !

3. Ensuring an individuals development contributes to organisational growth.

Q U A L I T I E S O F A G O O D M E M B E R

!!!Honest !Personally Involved !Good Listener !Continues to Learn and Grow himself !Leads by example !Patient

O R G A N I S AT I O N A L S T R U C T U R E

F I N A N C EM O N E Y I S A B E A S T, C A N Y O U TA M E I T D O W N ?

R O L E O F F I N A N C E

• The Finance Department is Responsible for managing all the finances of the Local Committee

• The Finance Department also responsible by the end of the term to record how the organisation has performed financially.

• Keeping records of all the documents and contracts. • Finance is an important element within any organisation

even AIESEC so as to ensure we are able to utilize the financial resources available to support more activities to be facilitated by every level or the organisation with the purpose providing young people with a platform to explore and develop their leadership potential.

• The Finance Subsystem is of significant importance in the organisation since it mainly deals with Revenue generation Financial management The basics of financial management include planning and designing a budget, ongoing accounting and bookkeeping, and managing cash flow.

General Accounting Controls

•Establish clear lines of authority (Segregation of Duties) •Have written policies and procedures for the activities of the body to enhance controls. (Documentation Procedure) •All forms, cheques , receipts, and tickets should be pre-numbered. This will facilitate audit trail •Monthly or quarterly reports on all activities should be prepared and submitted for review. •Internal or external audit. •Internal checks by the management •It is always advisable to prepare an annual budget which is guide on the various income and expense targets.

Various Components of Accounting Cycle

● Income ● Expenses ● Fixed Assets ● Accounts payable ● Accounts receivable ● Cash and Bank ● Donations ● Reports

Cash & Bank!● Strict documented controls/ procedure must be in place ● Daily/weekly cash reports and reconciliations must be prepared

and reviewed ● Cash book must be updated on an daily basis ● Monthly bank reconciliations must be prepared ● Proper records for both cash and bank must be maintained. ● Withdrawals from both cash and bank must be properly

documented and authorized by approved signatories ● Donated funds must be maintained in a separate account for ease

of accounting to the donor

Documentation Procedure● Payment Voucher ● Receipt of Payment ● Claims without Receipt ● Expense Report ● Cash Advance ● Cash Voucher

Finance Cash Flow

Other Functional Cash Flow

Reports● The following reports are important: ● Income & Expenditure statement

● Balance sheet

● Cash flow statement

● Variance analysis (Budget Realization) ● Cash book

● Always compare the performance of the organization with the annual budget

Learn How to Use Quickbooks

Governance & Accountability● Review of the budget ● LCEB Meeting Minutes ● Controlling ● Reporting

S Y N E R G I E S

Exchange (ICX-OGX): One of the most important synergy areas, ideally this is our biggest revenue resource – this is the main product of AIESEC. Income: Raised EP/TN Expense: Meetings, Reception, OPS, Review board,

etc. Communication: Marketing, visibility, recruitment Talent Management: Membership investment

S Y N E R G I E S

M A R K E T I N G A N D P R

WHY ARE WE THE WORLD’S BEST KEPT SECRET?

We’ve been here since 1948

We’ve made impact on millions of lives

We have over 86000 members

Every hour, 2 people board planes to go on AIESEC internships

We are one of the most democratic organisations in the world

We deliver life changing experiences everyday

…you get the picture…yet

Hey, have you heard of AIESEC before?

Nope

THERE ARE A LOT OF PEOPLE OUT THERE WHO

NEED AIESEC AND THE LEADERSHIP DEVELOPMENT EXPERIENCE WE HAVE TO

OFFER

SOME DON’T KNOW THAT THEY NEED IT

OTHERS DON’T KNOW WHERE TO FIND IT

THAT’S WHERE WE COME IN

Enable more people to experience AIESEC

To generate more people…

Promoters

Customers

I want to join AIESEC

You should join AIESEC

Promoter

Customer

WHY?

Enable more people to experience AIESEC

How are we engaging young people?

ELD Programmes

Our magic

What’s our magic does?

Our growth as UDAYANA

Social Media

Website & email Press

Releases

Events & CampaignsYouth

alliance

MARKETING CREATES THE LINK BETWEEN AIESEC AND THE

OUTSIDE WORLD

MARKET RESEARCH

BRANDING & COMMUNICATION

WE ARE THE GUARDIANS OF THE BRAND

Brand Experience • The way we

deliver

Brand Promise • If you join

AIESEC you will…

Brand Positioning • Join

AIESEC!!!

The global youth network impacting the world through

leadership development experiences

Visual Branding

u Visuals is a core element in communications u Designing with the right message, within the right

brand framework is imperative u Global guidelines have been created for all entities

to adhere to u This includes: fonts, logo usage, visual elements and so on

u View the wiki here: http://bit.ly/11e6Cfx

u Visual branding guidelines must be adhered to at all times

WHAT’S THE WORLD’S BEST KEPT SECRET?

FONT

WHAT’S THE WORLD’S BEST KEPT SECRET?

VISUAL ELEMENTS

Brand Attributes & Filteringu We are the global

network impacting the world through leadership development experiences

u There are 5 attributes we want associated with our brand

u The filter tool is used to ensure what we communicate is aligned with this

u Read more here: http://bit.ly/17zyrnB

DIVERSE daring

DYNAMIC Inclusive

IMPACTFUL

Global Responsible leadership For youth by youth Collaborative & democratic Social entrepreneurship

Brand Attributes In action

What we want to associate

with us

What does it mean?

PHYSICAL & ONLINE ENGAGEMENT

Drive | Move | Convert

u DRIVE- Refers to building our virtual reach and influence-- u Driving user traffic to our online channels and building engagement within our platforms

and communities.

u MOVE- Refers to Traffic Optimisation. Traffic Optimisation deals with strategies to direct online user flow towards our main landing page (in our case, the official website: www.aiesec.or.id) in the most efficient and direct way possible. u This involves ensuring there are "call to action" features on every page and on posts.

u CONVERT- Refers to converting online users to customers of AIESEC. u We are not running online activities for the sake of running them and keeping in time with

trends.

Online Engagement

Exchange Fair

Global Youth Feast (GCP)Information Session

Open booth

Posters, Flyers

Classroom Presentation/ Seminar

Networking Events

JD

u Manage brand of AIESEC within entity u Expand the reach of the organisation through online and physical means u Developing, designing and implementing promotional materials u Manage and implement internal and external communication channels u Conduct market research to improve product development u Manage participation in external events u Manage and update local website and online registration systems u Conduct marketing campaigns to attract the right customers for each product u Establish and maintain media partnerships

MoS

u # of people registering on our website u # of people signing up for campaigns u # of people attending EwA events u # of people converted from EwA to ELD u # of followers on social media u # of visitors on website u # of external events participated in u # of external awards received u # of media appearances u DRIVE-MOVE-CONVERT ratio

More resources here

u A Guide to Marketing - http://bit.ly/13mvBfl u Brand refresh - http://bit.ly/11rp3sJ u Brand experience: http://bit.ly/17zyrnB u Global Visual Branding Guidelines - http://bit.ly/

11e6Cfx u Amplifiers - http://bit.ly/1416Bg0

It starts with

Quality

Quantity or Quality

??

Quality drives Quantity

AIESEC 2015

high-quality AIESEC experience,

?Then …

how do we measure

quality

But, What is the definition of QUALITY?

Personal

Org.!(Organisation) Market

Satisfaction/ feedback

Achievement of program objective

Type of leadership the society

need

Program definition in XPP

X_Exchange Programme Policies(XPP)_May2013 http://www.myaiesec.net/content/viewfile.do?operation=fileview&contentid=10284143

Program definition of XPP

entrepreneurial responsible

G L O B A L C O M M U N I T Y D E V E L O P M E N T P R O G R A M

What is NPS?

Net!Promoter!Score

What is the MoS for Customer Experience?

• Number of Promoters (score of 9, 10) • Number of Responses • Net Promoter Score (NPS)

• Coming up next !! • Case closed/ case opened

• We will not talk about this yet

How the NPS works?

For your information, this is how to calculate NPS.

Here are the steps: 1. #P = Number of promoters

= Responses scoring 9, 10 2. #D = Number of detractors

= Responses scoring 0, 1, 2, 3, 4, 5, 6 3. #T = Total number of response 4. %P = Percentage of Promoters = #P / #T 5. %D = Percentage of Detractors = #D / #T 6. NPS = Net Promoter Score = %P – %D

Range of NPS

General industry standard

-100 to -50

Alarming-50 to 0

Okay0 to 50

Good50 to 100

Outstanding

X P P

• Exchange Program Policies for our Exchange programs

E P R I G H T S

• Apply for an Exchange Programme which lasts between 6 to 78 weeks, in any country/territory in which you have not lived for more than 2 years in the past 10 years;

• To participate in several internships for a maximum of 36 months, if not in the same organization/project;

• Receive education about the Exchange Programme and AIESEC in general;

E P R I G H T S

• Send and Receive Acceptance Notes to Traineeship Nominees with “Available” status;

• Interrupt the internship (break realization) and receive compensation if certain conditions occur;

• Participate in re-integration activities;

• Raise any issues with the relevant party (TN taker or AIESEC entity).

Y O U R R E S P O N S I B I L I T I E S

• Fullfill all agreements with you and the TNs;

• Provide support and guidance to you and TNs during all stages of the Exchange Programme, and represent their stakeholders;

• Ensure that all participants follow the XPP and fulfill their responsibilities;

• Refrain from exporting information about you and organisation to other platforms.

VA L U E O F T H E O R G A N I S AT I O N

O K AY, W E G E T I T !

Our Impact Model Develop Leadership by providing Experiential

Leadership Development Opportunities for Young People

What We Envision: Peace & Fulfillment of Human Kind’s Potential

What is missing for us to do more?

Organisation’s are created because of their vision/ !

But organisation’s exist because they provide a product to the market.

Organization value

(X Program)

Our organization value is our “why” That’s why we run exchange programmes

Progr Product

Customers define whether they want to get our “why”

When a program is offered to the market, it becomes a product.

Market value

(Product)

Our program’s market value is how we choose and package our products for the customers !

Why Kenya as a oGCDP destination? Why do people want to go overseas to do an environment project?

Market value

(Product)

The Intersection. 1. It has Real Growth Potential

2. It brings Financial Sustainability 3. It makes us Always stay true to our “why”

Org. Value (Program)

Why do your members want to bring your EPs to India?

Market value

(Product)

Org. Value (Program)

What’s the individual value and needs of our members to be connected with

our products?

Market value

(Product)

Org. Value (Program)

Personal Value & Needs (Membership)

Market value

(Product)

Org. Value (Program)

Personal Value & Needs (Membership)

Our Impact: What kind of leader we are developing?

F R O N T A N D B A C K O F F I C E S T R AT E G Y

ICX  GCDP

TM ICX OGX Finance ER

All  function  areas  supporting  the  focus  driver  as  a  team  deliverable

Key  Program

Back  office

Front  officeActivities  related  with  market  and  customer  directly  

Activities  related  with  internal  capacity  and  process

AIESEC  2015

Peace  and  fulfilment  of  humankind’s  potential

Back  Office  Operation  Pillar

1 2 3 4!

UNDERSTAND!--------!

FOCUS!

!!

CUSTOMIZE!

ATTRACT!--------!

CONVERT!--------!

CLOSE

DELIGHT!!

--------------------------!!

SHOWCASE !

PRODUCT-CUSTOMER FLOW

PRODUCT EVOLUTION CUSTOMER FLOW

1 2 3 4!

UNDERSTAND!--------!

FOCUS!

!!

CUSTOMIZE!

ATTRACT!--------!

CONVERT!--------!

CLOSE

DELIGHT!!

--------------------------!!

SHOWCASE !

PRODUCT-CUSTOMER FLOW

PRODUCT EVOLUTION CUSTOMER FLOW

Goal Target Channel Message

+ G - T – C – M Model

GOAL TARGET

Channel Message

+

Numerical Goal connecting to the ELD Goal

Eg. 30 GCDP Raise, 50 Application form collected, 100 Recruitment talk attendees

1. GOAL

+

Your Target Audience!

Eg. 1st Year students, Marketing students, final years, etc

2. Target

+

The Virtual/Physical channels where the Target Audience can connect with AIESEC’s Product

Eg. Website, Facebook

3. Channel

+

The words, stories, experiences, information we deliver through the channel

4. Message

Your Messaging should be based on the answer to the question— “Why should I buy into this specific opportunity?”

1. List down the Key Benefits a customer will gain from the opportunity under this specific sub- issue/product ? (ex. Gain personal development, make a difference in children’s lives)

2. What are the Reasons to believe/ Proof points for this sub-issue/products? (ex. Stories, testimonials, Impact of projects)

1 2 3 4!

UNDERSTAND!--------!

FOCUS!

!!

CUSTOMIZE!

ATTRACT!--------!

CONVERT!--------!

CLOSE

DELIGHT!!

--------------------------!!

SHOWCASE !

PRODUCT-CUSTOMER FLOW

PRODUCT EVOLUTION CUSTOMER FLOW

Goal Target Channel Message

Key  Program

Back  office

Front  office

It’s  an  “and”  questionWho’s  doing  what?What  are  the  goals?

Key  Program

Back  office

Front  office

Key  Program

Back  office

Front  office

Talent  System,  Finance  System,  Local  Operation  System,                                                                                                          Brand  &  Com.  System,  Information  System,  CRM  System

Segment,  Product,                  Channel,  Sales,  Supply

U N D E R S TA N D I N G T H E O R G A N I S AT I O N

T H E L E A D E R S J O U R N E Y