ogip capacity for high quality experiences

oGIP Quality - CapacityQuality

Building Capacity to deliver Quality Experiences oGIP

Role of HOME ENTITY in GIP

Strong EP Preparation, support with

matching and the VISA Process

Alignment of Expectations about the JD

between EP and Host Entity

Regular communication with EP during realization and post realization

period

WHY?

Right number of People to

Deliver high volume QUALITY

Experiences

Clear JD and KPI for

members working on delivery

HOW?

STEP 1:

Plan for Capacity for Quality

STEP 2:

Structure, JD and KPI in different LC Volumes in

iGIP

Use the TM Planning tool to plan

oGIP

STEP 1: Plan for Capacity for Summer


Here enter number of EPs

one member can deliver Eg: 1

member – 3 EPs

oGIPoGIP

That number from slide 2 will multiply

with Re goal you enter for the quarter so you

know how many members are needed for delivery in each

programme

oGIP


STEP 2: Create structures for quality delivery

Structures by Volume of

Realizations the LC does

Customize your structures for the

fruit peak if needed

STEP 2: An LC that has planned between 0-10 in 2014

Number of members: Depends on Realization goal and efficiency (from planning framework) Job Description:- Promotion support (virtual and physical)- Sign ups follow up- EP Raising management- Manage matching process- Co delivery (EP virtual preparation)- Outgoing Preparation Seminar (incl. LEAD for EP)- Follow-up of EP while abroad

VP

Member Member Member Member

All members are doing Ra, Ma and Re

STEP 2: JD within the structure

Recommendation: Each member is delivering to EPs he/she has matched since the LC is still at start up and does

not have a HIGH VOLUME of EPs

JD for Delivery0 Supporting Eps with Visa documentation, application etc0 Ensuring high QUALITY EP Preparation – Includes cultural preparation and expectation setting 0 Clear Alignment between EP and host ENTITY about EXACT JD of EP and role of EP in the organization0 Cross-checking all accommodation, pick up and integration details with the host entity so that EP

Managers in the home entity can track the delivery of standards from host entity and prepare Eps accurately for the new environment

0 Constant communication with EP through the experience0 Fast firefighting and quick responses in case of any EP complains

STEP 2: KPI within the structure

KPI 1:

For a single member - % of Promoters/Total Realizations of the member

For a Team - % of Promoters/Total Realizations of the team

KPI 2:

Reducing/Eliminating the largest detractor issue of the LC/MC

STEP 2: Ideal duration of the teams

Makes sense for teams to be for 6 months – This gives members time to deliver the

Realization effectively

It is important to MAKE SURE that once the

team duration ends the same members are communicating and

supporting Eps and this is still part of their role

In case the same members cannot

continue to communicate with Eps, transition the existing Eps to new members

Also transition all contact details of the host entity with new

members so that communication is

smooth

STEP 2: An LC that has planned between 10-40 in 2014

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TL (Pocket Recruit.)

Number of members: Depends on efficiency in oGIP and goal for oGIP Job Description:• Promotion and raising, matching, and realizing• Outgoing preparation seminar• Experience Co-delivery

Has specific members for delivery to ensure continuous EP experience delivery


JD of Delivery members in the team

During Raising period During Matching period

During Realization

• Clear expectation setting with EP about specific product you are raising for, sample JDs within the product, Options of countries EP can pick (Depending on an MCs partnerships)

• Visa Information and documents support

• Support Eps through key tips and tricks for matching interviews

• Regular communication with TN Managers

• EP Preparation based on country and JD EP is matched to

• Clear communication between EP, TN Manager and EP Manager right before and right after realization to ensure everything is going well



During Raising period


• In this structure, since delivery and raise are handled by different people, it is important to ensure CLEAR SYNERGY between these people and alignment of messages as well

• Also this alignment needs to exist with marketing teams as well because they are the teams that do the content generation and create promotion material online and offline

• Having an EP Induction seminar to induct Eps into AIESEC, the process they will go through and keep them engaged is important at this stage

In the next 2 slides, you will see clear structure and JD of Marketing teams to support oGIP growth and to align synergy

WHY?

• Because it is important to ALIGN marketing structure and JD to oGIP Raise to ensure the RIGHT MESSAGE and EXPECTATION setting which will eventually lead to better EP

EXPERIENCE DELIVERY

Structure of Marketing team in a Potential LC

10 to 40 Realisations

LCVP Comm/

Marketing

Member 1 Member 2 Member 3 Member 4

30 to 70+ Raised

50 to 150+ Sign ups

(Ideally, Sign up to Raise Conversion rate is greater than 30%)

Sample Backwards Planning:

KPI’s:• Number of EP’s Raised

(that fit the right Matchable EP Profiles)• # of Leads/ Registrations from each strategy• Increased Conversation Rate from Sign up to Raise

This means that recruitment activities must be focused enough to get this number of registrations from the right target market

Based on Statistics, how many Raises do you nee to get this many realisations?

Based on Statistics, how many Sign-ups do you nee to get this many raises?

STA

RT

HER

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JD aligned to oGIP

10-40 Realisations

LCVP Comm/ Marketing

Member 1 Member 2 Member 3 Member 4

LCVP JD• Designs Marketing Strategy with OGX And Marketing Team and

ensures a well designed product- customer flow*• Works with Marketing Member to organize 2-3 KEY channels

strategies (can be online or offline) to reach the target audience• Recruitment Period:

• Takes on the lead role of managing 1-2 of the Key Strategies and aligned the LC’s towards this.

• Ensures that his/ her members are on track and the campaign is running according to timeline

Members’ JD (2-3 Channels Experts)• Online Marketing (1-2 members):

• Ensures website and social media is always up to date with relevant information,

• Explores and develops 1-2 Online Inbound Marketing Strategies

• Campus Relations: • Ensures Relationships with Campus/ University

is well maintained (Year Round)• Designs and Oversees Physical Recruitment

Events

Members’ JD (1-2 Designers)• Year-round:

• Ensures website and social media is always up to date with relevant information

• Ensures Relationships with Campus/ University is well maintained

• Recruitment Period: (for each member)• Takes on the implementation of 1-2 key channel

strategies and aligns the LC’s towards this


During Matching period





• In some cases members doing matching are in touch with the EP however ALL the visa support and information needs to be coordinated by delivery members so matching members can focus on more matching

• During this period, members working on delivery should start ENGAGING Eps a lot through EP newsletters, Integrating Eps into AIESEC and even supporting Eps in becoming more matchable (with the help of an external even)


JD of Delivery members in the team• EP Preparation seminar to prepare Eps for the

country/culture they are going to – customize for all Eps depending on the JD they are going to work in and country they are going to

• Try to get someone from the host entity online virtually for the preparation

• Give Eps booklets/tips and tricks to stay safe

• Inform Eps that they will receive NPS surveys

• Give Eps your contact details as well as contact details of whom they can get in touch with incase they need something

During Realization




KPI 1:


KPI 2:


Tips for customization of structure in the summer peak

For the summer peak, if there is an LC that only needs to focus on matching it makes sense for the structure to have most members on matching and some on delivery and then shift every members focus to deliver

For the summer peak, if you still have to raise or know you can raise, then have separate members raising, separate members matching available forms and delivery members supporting the members matching existing forms the most!

STEP 2: An LC that has planned between 40-70 Re in 2014

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Since this is a structure for high volume, there needs to be focus on processes

This structure has members raising working in synergy with a specific marketing member in the oGIP team

While members are raising, there are other members matching already available forms

The delivery members are supporting raise and match from the quality perspective and preparing the EP Preparation etc!

Each team here has members for delivery, how do these members work together?

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Members doing delivery across all teams can work together for EP Preparation and EP Induction since a lot of matched Eps might be going to similar countries as well

In this structure, you can also just have 1 separate delivery team with delivery members together

However they are in different teams just to ensure customized and fast support during raise and match

For realizations, members can be grouped together too!



During Raising period During Matching period

During Realization








KPI 1:


KPI 2:


ogip capacity for high quality experiences

Leadership & Management

role of ep

ep managers

ep follow

exact jd of ep

high quality ep preparation

ep induction seminar

options of countries

quality step