oGIP Capacity Quality Delivery

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 Delivery
0 Supporting Eps with Visa documentation, application etc
0 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 organization
0 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 experience
0 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
VP
TL
Ra
Ra
Ma
Re
TL
Ra
Ra
Ma
Re
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
• 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)
• 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?
STARTHERE

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
• Visa Information and
documents support
• Support Eps through key
tips and tricks for
matching interviews
• Regular communication
with TN Managers
• 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)

• 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
• 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

STEP 2: KPI within the structure
KPI 1:
For a single member - % of Promoters/Total Realizations of the member
KPI 2:
Reducing/Eliminating the largest detractor issue of the LC/MC

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
VP
TL
Ra
Ma
Re
Re
MKT
TM
TL
Ra
Ma
Ma
Re
Re
Re
MKT
TM
TL
Ra
Ma
Ma
Re
Re
MKT
TM
 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?
VP
TL
Ra
Ma
Re
Re
MKT
TM
TL
Ra
Ma
Ma
Re
Re
Re
MKT
TM
TL
Ra
Ma
Ma
Re
Re
MKT
TM
 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!

oGIP Capacity Quality Delivery

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