1. GIP Monthly Meeting May 2014

2. How are you
doing??

3. Agenda
Performance
Updates
Consultancy
Output
Matching
Updates!
Operations &
Transition
Quality for
GIP Fruit
Peak
Myaiesec.net
changes

6. Indicator Last 90 days (completed)
NPS 44 (38)
RR 42% (30%)
% Promoters 59% (58%)
Cases Open/Total Cases 51/83
Promoters Detractors
Communication by the Host LC (4%) Support by the host entity during the experience (8%)
Objectives of the Program (4%) Integration into the local chapter (5%)
The Selection Interview (4%) Accommodation (5%)
Net Promoter Score

7. Top
oGIP
Ma Q2
Top
iGIP
Ma Q2

8. Global Realisation Forecast

9. iGIP Consultancy Output
How can we
stop iGIP
members from
dropping out
so quickly?
How can we
get our LCPs
more
committed to
growing iGIP
in their LCs?
How can we
increase the
sales intensity
of our LCs?
How can we
increase the
sales intensity
of our LCs?
How do we
know if we
need to
improve our
talent capacity
to grow in
iGIP?

10. What do the
following images
have in common?
GIP Golden Forms
Guaranteed responses. Faster Matching.

11. GIP Golden Forms
 A google spreadsheet with top forms in marketing and teaching from the top 8
TN suppliers for Summer 2014
 Brazil, MoC, Colombia, Czech Republic, Germany, India, Mexico, Turkey
 All EPs and EP Managers are welcome
 How will this be faster? Everything is in one place, and we have rules to speed
up communication and matching!!

12. GIP Golden Forms
Rules for EPs and EP Managers
1. CC the MC of the iGIP entity on every email and the EP application
2. Apply only to TNs for which you meet the requirements
3. Respond to all TN Manager emails within 48 hours
4. Attend all interviews for TNs you apply to, unless you have been
matched
5. You can have a maximum of 10 ongoing applications
If an EP breaks a rule, their EP form will be put on hold

13. GIP Golden Forms
Rules for TN Managers
1. Respond to all EP emails and EP applications within 48 hours
2. When an EP applies for a TN, they must be given an interview with
time and date or a rejection within 7 days
If a TN Manager doesn’t follow these rules, their TN will be
kicked out of the Golden Forms

14. GIP Golden Forms
If everyone is qualified for the TNs they are applying for . . .
And everyone is communicating with each other quickly . . .
And the interviews happen as soon as possible . . .
There’s no reason we can’t match our Marketing and Teaching
forms for Summer Peak!!

15. GIP Golden Forms
 Start using the Golden Forms today to match your EPs!
 If you have any questions or suggestions email
colew@ai.aiesec.org
 If anyone breaks a rule email colew@ai.aiesec.org
 Even if you don’t have TNs on Golden Forms, you should
start enforcing these rules in your entity

16. Brazil
 TN Managers have to respond to EPs within 48 hours (tracked by NST)
 If TN Managers don’t respond to EPs within 48 hours or if the company or
EPs complain about the TN Manager, then . . .
 First time they get a warning
 Second time their LC loses points in Brazil’s challenge
 Third time the TN gets rejected and the LC can’t raise TNs until they solve
the issues

17. Matching Updates!
Golden
Forms!
Matching
Mania
Teaching
S&D
Knowledge
GCP:
Greece &
Ukraine
GCP: Brazi

18. Matching
Mania
Teaching

19. • Bring TN and EP forms with start date of July or August
• Ensure ALL LCs that are doing the Teaching sub product (Specifically 3 month and 6 month English
teaching) are at the MATCHING MANIA
• iGIP Entities can bring promotion booklet for their teaching TNs and upload them here - Promotion
Booklets for Teaching TNs
• iGIP MCs and LCs can upload their reception information/toolkits here - Reception information
• oGIP LCs can have EP Managers and EPs on the chat space as well
• Be aware of Product, duration, start and end date and language requirements while bringing TN forms,
EP forms/EPs
Preparation for Matching Mania!

20. How will the space run?
We will
showcase top
TN forms
across each
teaching
product
Email LCs
clear
action steps on
how to match
faster
Track matches
of LCs
attending
matching
mania

21. What will be the follow up by AI?
Email MCs a
list
of LCs that
attended
Email LCs
clear
action steps on
how to match
faster
Track matches
of LCs
attending
matching
mania

22. S&D
Knowledge
S&D for Global Product is updated!
Fill out your search tool and find others!
AFT Updated! (Live and Offline ones)
Match Wiki for continuous updates

23. Matching in Partnerships
Classify your
current supply
in products.
Use AFT
Classify the
products in
your LC’s
Classify your
partners supply
in products
Connect your
& your partner
entity’s LC’s
Track the
matches in
LC’s
Communicate
with your partner
(MC VP or
NST)

24.  Greece raised a large marketing contract with
a hotel chain for Ukrainian EPs—there was no
partnership before, so they had to make one
fast!
 Greece contacted LCs in Ukraine and gave
very specific EP profiles for them to raise
 Communication between the LCs was daily,
with Skype meetings and emails
 The LCs in Ukraine started visa paperwork in
advance so that delivery would be easy
Three Tips for Matching from
Greece:
1) Clear product – TN
requirements and EP profiles
2) Daily communication
3) Clarify visa processes and
requirements at the very
beginning
Greece – Ukraine Partnership:
40 GIP Matches in 2014

25. Quality for GIP

26. What Are We
Trying to
Achieve?
NPS = 48

27. Integration
What’s Keeping Us from NPS of 48?
Our NPS for
GIP is 38
16% of our
passive and
detractors
recommend
we improve
integration
JD Clarity
Accommodatio
n
15% of our
passive and
detractors
recommend
we improve
JD clarity
12% of our
passive and
detractors
recommend
we improve
accommodatio
n

28. If we eliminate
these three
issues, our NPS
will be 48
2015 NPS
Goal
Achieved!!

29. How Can We Improve Integration?
 Understand the EP’s integration expectations between match
and realization
 Make an integration plan with each EP upon reception of
what activities they’d like to do and be involved with
 On the EP’s first day, run a 1-day integration agenda with the
TN-taker, the EP Manager, and the EP
 EP buddies with clear JD, training, and tracking

30. How Can We Improve JD Clarity?
 Ensure a professional working environment for the EP with a
clear MoS for the EP
 Ensure the company provides training and support for the EP
to do their JD
 Give a suggested working agenda to the TN-taker for the first
two weeks
 Make sure the salary payment process is clear and always
followed

31. How Can We Improve Accommodation?
 Before realization, clarify with every EP the plan for
their accommodation
 Set accommodation standards with your LCs
 Only have EPs housed in safe neighborhoods

32. Quality for GIP
 If you have more suggestions or materials for these
detractor issues, email colew@ai.aiesec.org
 Stay tuned for the Quality Wiki to have more content
on these issues in the next week!
 Address these issues with your VPs now!

33. Operations management & transition

34. Who has already started MC transition?

35. Which of you has your elects running
most operations?

36. Add your MC VPs 1415 to the Global
MC VP Contact List!!

37. Have
working
time to
make it
happen!
Be clear when
your
successor is
taking over
and make sure
he/she is
directly
driving it!
Plan key
activities to
support from
MC level until
end of your
term
Have a clear
direction and
mandate for
LC level,
starting with
knowing your
RE for Q3!
What to do to keep running
operations?

38. Aiesec.net Changes

39. What is happening during
making a match?
Match!
Upload TN and
EP ILs & ANs
Adjust Field of
Work to 1
primary and 1
secondary in for
TN and 2&2 for
EP forms

41. What information can I access?

42. How does it work?
Capacity indicators

43. How does it work?
Capacity indicators
• You can check % of people in functions – Both exchange and exchange
support
• You can check % of people by process – In Raise, Match, Delivery, Re-
integration, Re-raising
• You can check % of people by process for ALL teams or for teams in
SPECIFIC FUNCTION

44. How does it work?
Productivity

45. How does it work?
• You can check the formula used everywhere by clicking on the i (for
information) tab
• To be able to have accurate information around productivity and capacity
indicators ALL TEAMS being created starting TODAY will have to assign
exchange process and exchange function
• There is also a small modification while doing role assignment so that for
every member in a team we can assign specific exchange processes

46. Work with the MCVP TM to ensure ALL GIP teams are on
myAIESEC.net
You can choose to modify roles of existing teams if you want the data to
be more accurate
Start tracking your focus LCs in GIPs productivity, number of members
and % supporting exchange process through myAIESEC.net
Educate LCs on how to use these changes
Track your talent planning and manage talent pipeline
using capacity indicators

47. Golden Forms:
https://docs.google.com/a/ai.aiesec.org/spreadsheets/d/13ueLxM6V_cAifVMIe7aFnSoF_AJYYIA_cBuDK
dzil1Q/edit
S&D:
https://docs.google.com/a/ai.aiesec.org/spreadsheet/ccc?key=0Ap6bTNYUAcwbdEg0cmZQTTRGSmJO
N0phRS05a3NWeVE&usp=drive_web#gid=9
Live AFT:
http://live.myaiesec.net/aft/aft.php
Offline AFT:
http://www.myaiesec.net/content/viewfile.do?contentid=10304189
Match GIP Wiki:
http://www.myaiesec.net/content/viewwiki.do?contentid=10303308
Global 1415 Contact List:
https://docs.google.com/a/ai.aiesec.org/spreadsheet/ccc?key=0AooK2vHYB3emdG5lMHg4c0lHMlg3c1d
UQkNkWC1FX1E&usp=docslist_api#gid=1
Global Realization Forecast:
https://docs.google.com/a/ai.aiesec.org/spreadsheets/d/1l3T6GO9S3AasRKFE1xeS6Tr7y_1Iauv05GzzD
Yk3hUI/edit#gid=0
Links