2014 aiesec & make a move twente half year report
DESCRIPTION
This report has been written to show our relations, successors and people interested what we have been doing the past (half) year and to thank everybody involved for making AIESEC & Make a Move happen in Twente.TRANSCRIPT
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Give & Live the Experience
:
BY THE EXECUTIVE BOARD: Kicky van Leeuwen Jaap Walsweer
Veerle Boon Machteld Voormolen
Frank van de Pieterman
AIESEC & Make a Move Twente De Bastille, room 319
Drienerlolaan 5
7522 NB Enschede
T: 053-4893959 E: [email protected]
W: www.aiesec.nl/twente
AIESEC Twente cooperates with the University of Twente – Howden – TKH Group - Rabobank
Enschede Haaksbergen - KienhuisHoving Advocaten en Notarissen - Technology Kring
Twente
AIESEC & Make a Move Twente
Half year report 2014
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Dear reader,
Hereby we proudly present to you the half year
report of AIESEC & Make a Move Twente for
2014.
In January we built our strategy “Give & Live the
Experience” for the year 2014, however now it is
time for the new board to take over. This report
is a means of passing on our knowledge from the
last year to them and to you. By this we hope to
gain consistency in the organization, and are able
to make the step from quality building to
ensuring this quality and growth.
I can speak for the whole board when I say we
had a incredible valuable year in which we were
able to grow as a person. People taking up the
phone for the first time to call a company,
members finding out what master they want to
do, someone flying out of the country for the first
time, getting to know people with different
backgrounds and calling them your friends.
In name of every member of the board I would
like to thank each person or company involved in
making AIESEC & Make a Move as an organization
exist. I would like to invite you to read through
the testimonials in this report to see how this
organization is able to change lives, and who
knows, with that, the world.
On behalf of AIESEC & Make a Move Twente,
Kicky van Leeuwen
Local Committee President ’13-‘14
Introduction
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Introduction
Content
Focus 2014
Half year evaluation
Outgoing Exchange
Incoming Exchange
Make a Move
Head Office
Financial report
Partners
Local Advisory Board
Incoming Exchange Partner
Appendix
Project plannings
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2
3
5
7
9
11
13
15
16
17
Content
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Focus 2014 This is the slogan of LC Twente for 2014.
We believe that we do not just offer
products, but we offer life changing
experiences. By providing these
experiences we live the experience
ourselves.
To support our strategy and
focus we need a supporting
framework of values to do so.
These are the six
internationally stated AIESEC
values.
To support our strategy and
focus we need a supporting
framework of values to do so.
These are values that we find
important for our
boardmembers to pursue.
AIESEC’s mission is to develop
leadership. This is the
foundation of our
organization. This has to be
part of every experience we
give.
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Focus 2014
In every team of LC
Twente processes are
structured & efficiënt
Every member ensures a
positive experience for our
stakeholders by meeting
expectations set and giving them
full attention
We supply high quality targeted
products & services to satisfy
demand and we are able to
convey this message to the
relevant target group
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Outgoing Exchange
Facts & Figures explained on the next page
Q1 Q2 Q3 Q4 Total
Target Result Target Result Target Result Target Result Target Forecast
Global Community Development Program (GCDP)
Raise 14 11 12 11 3 3 32 28
Match 5 4 15 13 9 3 32 29
Realize 7 2 6 9 15 3 31 29
Global Internship Program (GIP)
Raise 2 1 6 3 2 3 13 9
Match 2 0 6 0 2 1 11 3
Realize 1 0 3 0 4 2 10 6
Summary of July-December 2013
Realizing the necessity of improving quality and that ensuring a positive
experience is a key to success and growth;
Summer projects 2013 were a big success. This concept has been
expanded and resulted in the national Global Citizen brand;
Expectations regarding winter peak were not met, due to misconception
of student demand in this period;
GIP matching rate is unsatisfactory, resulting in negative word of mouth.
We have focused on stricter selection criteria, raising less people;
Whole OGX process was not always completed, therefore better
guidelines, documentation and expectation setting from the beginning;
Discovering the opportunities of ER to improve brand awareness to
reach more students, e.g. study advisors, IBA students etc.
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AIESEC offers many different products, which can confuse the students.
Therefore we have created the Global Citizen brand and focused more on
promoting targeted products for specific student groups. AIESEC Twente
has taken the responsibility to found one of the six partnerships of the
Netherlands, with Sri Lanka. Also, by only raising people we can actually
offer an internship, our matching ratio has increased with 42% in
comparison to last year and therefore we have avoided the situation of
having many students paying the fee, but not going abroad.
Outgoing Exchange
Leadership in every experience Customer Orientation
Process Optimalization
Kimon Tousmanof, Exchange Participant
“When last summer was coming to an end, I decided to go to China to
teach English. The beginning was rough, as I was told that I had to teach
my first class the next day (80 students), while drinking with my boss late
at night. Without any training
at all I started teaching. It was a bumpy
start, but a great finish.
My life changed significantly and I had
the best months of my life with great
people. I would recommend this
internship to anyone I know!!”
“Leadership in every experience” is the basis of everything that AIESEC
does and distinguishes us from competitors, but it is not always present
in the outgoing internships. Therefore we have included this aspect in our
preparation and reintegration, by setting personal goals with the EP and
reflecting on their journey when they return to the Netherlands. We also
keep improving the expectations set by AIESEC beforehand, so the EP
knows that he/she is also responsible for their experience and taking
opportunities for development. This is already done during selection, by
assessing competences such as flexibility and pro-activity in the selection
interview.
main What did you do, what not, what went well, what not, what can
explain the figures from the previous page?
Customer orientation has been the main focus this year. The internships
we offer require a highly personal and qualitative approach. Every
exchange participant (EP) is given full attention and support. To analyze
the effect of this approach, we’ve used the Net Promoter Score (NPS)
surveys, as seen on the previous page. The response rate has been
increased with 40% and the amount of detractors (EPs rating their
experience with a 6 or lower) has been decreased by 48%.
A lot of miscommunication within the team, was due to lack of
documentation or lack of knowledge of the process. By working on this
and also critically reviewing our processes, we have managed to improve
this by for example focusing more on online marketing and conversion.
This led to our biggest info lunch ever; 120 interested students showed
up!
Solid Positioning
Testimonial
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Quartile Q1 Q2 Q3 Q4 Total
Global Internship Program
Target Result Target Result Target Result Target Result Target Forecast
Raise 4 3 5 1 3 - 3 - 14 10
Match 4 1 5 2 1 - 2 - 11 6
Realize 2 1 3 1 2 - 2 - 9 6
Incoming Exchange
ICX Summary July-December 2013
Due to heavy acquisition, our pipeline increased a lot. However,
an optimal pipeline should consist of both old and new partners;
A large weakness is our annual board shift. Our new CRM system
has a lot of potential as collective memory;
Our Leadership Impact Model can be used to ensure the AIESEC
experience for the trainees;
Our lack of internal effectiveness can be solved by allocating
responsibilities and targets more clearly;
Because the ICX process is quite extensive, a good take over is
essential to guide new members;
In order for all stakeholders to be satisfied, clear expectation
setting is of vital importance.
Facts & Figures explained on the next page
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Incoming Exchange
Customer Orientation
To increase the experience of our customers, we extensively use our
CRM system, SalesForce. Their information and preferences are
documented there. There is next to no hardcopy documentation left. We
inform stakeholders up front about our strengths and weaknesses,
resulting in clearer expectations. Old partners are contacted again.
Solid Positioning
Our national acquisition round, called Hunting Season, brought us in
contact with over 500 companies. We documented this in our CRM
system. Furthermore, a good reputation with our partners will hopefully
eventually lead to not only a more extensive partnership, but also
recommendations to other potential partners.
Process Optimalization
We divided responsibilities more clearly and introduced KPIs; we
implemented internal tracking; we also tried to improve the takeover.
We are indeed more structured, leading to more results in first 6 months
of 2014. The takeover could still be improved by putting more time in.
Furthermore the process of ICX is complicated, by splitting up the steps
and making it visual for all members, progress can be easily seen and
tracked.
Leadership in every experience
As the relationship between the LC and trainees was not structured, we
implemented this. There is a manual for reception; there is a training
program to ensure their personal development; there is a family system
to ensure social activities. All of these are there, but need to be
optimized to ensure long term continuation and effect.
Radu Carnaru, Trainee
“AIESEC offered me the opportunity to move to a country I never even visited
before, but for which I always felt a connection. The main difference between
just going abroad by yourself and going through an AIESEC internship, is that in
case of the latter, you get a lot of support on both the paper work, but more
importantly on the social side of thing. The fear of moving to a new place and
not having anyone to hang out with is gone in this case because from my
experience so far the AIESEC members are really fun people and
great to hang out with.
To conclude I would
recommend anyone to go
for the AIESEC journey
because it offers a lot of
possibilities and opens a lot
of doors towards fulfilling
your dreams and reaching
your goals.”
Testimonial
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Make a Move
Summary of July-December 2013
We launched a new event: the committee training. Although it did not attract
enough associations, it did result in external relations and the development of
personalized trainings;
It was hard to find students for Women at the Top due to the fact that it took
up the whole day and students did not know the added value;
Due to the fact that we no longer organize a careerweek, people are less
aware of the Make a Move brand and our pipeline has decreased a lot;
Because of the cancelation of events the year before our term, companies are
more reluctant to work with us;
By increasing the knowledge about the needs of students, we can make our
events more relevant;
There is a great opportunity to increase brand awareness and understanding
of what Make a Move is.
Facts & Figures explained on the next page
Q1 Q2 Q3 Q4 Total
Target Result Target Result Target Result Target Result Target Forecast
Make a Move Events
Talent Days 36 28 - - 45
- - 81 73
Sollicitatie & Assessment training
- - 30 33 - - - - 30 33
Training - - - - 30
- - 30 30
Local event - - - - - - 60
60 60
Make a Move Non Events
Externe Relations - - 4 1 - - 3
7 4
Makeamove.nl 31 0 (21) - (40) - (87) - (179) N/A
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To make the processes in Make a Move more efficient we tried to set up
a general planning, this however turned out to be difficult due to the fact
that the Talent Days were organized for the first time. Therefore the
planning switched as well as the responsibilities. In evaluation of the
Talent Days we made a plan on how to get these clearer.
To improve the leadership development at a Make a Move event we
introduced in the opening a moment of expectation setting and in the
closing we reflect on this. We did this at the Sollicitatie & Assessment
training, but we still have to work on optimizing and activating
participants in this. For events including a speaker we have more
extensive contact with the speaker/trainer to ensure their quality and
setting expectations, as a result, the speeches of the Talent Days were
received very well.
Customer Orientation To increase our knowledge about the needs of students, we did, in
cooperation with students, a market research. However due to lack of
time and unclear communication, output was not satisfactory. We also
focused on increasing our contact with participating companies to
increase the quality of their contribution to the events. This had very
positive results both during the Talent Days and the Sollicitatie &
Assessment training.
Make a Move
Solid Positioning To create a solid position in Twente developed a clear ‘why’: “develop
yourself, determine your future”. With this we managed to align our
marketing with Outgoing Exchange and recruitment. Apart from that we
focused on setting up personalized trainings for our External Relations.
Due to too little time we did not achieve the result wanted. However we
gained a lot of experience and now have a practical plan of how to
proceed. The makeamove.nl platform did nationally not achieve its goals
and was cut from the portfolio, therefor either targets or results became
irrelevant.
Process Optimalization
Leadership in every experience
Testimonial
Irene Staal, Participant Talent Days April 2014
“The Talent Days have been a very informative day for me! My first workshop of Delta Lloyd I enjoyed a lot, as well as the Lunch of Mars. The workshop of Unilever was quite nice, I only expected the company a lot different. I found it “funny” that going into the day I thought I would find Delta Lloyd and Achmea the least interesting and Mars and Unilever the most. But at the end of the day I leard that it was the other way around! It has been a very helpfull day for me to get more insight in what I like and do not like. All together I found it a very
nice day and got a lot out of it. I will also make sure to keep an eye out
for Make a Move to keep track of these kind of events.”
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Summary of July-December 2013
The financial situation of AIESEC Twente is good;
We have a committed team: fulltime as well as part-time;
There is increased national alignment;
There lies an opportunity for utilizing external relations within the university;
The ratio Dutch/foreign boardmembers is unbalanced, resulting in the reputation
of being an organization for internationals, instead of being an organization that
encourages internationalization;
Members only have a short AIESEC career, meaning little knowledge/experience
remains in the organization for over a year;
It is difficult to convey the why/how/what of our organization to stakeholders;
Because of the introduction of the TOM model (new educational system at the
University of Twente) it is more difficult to attract board members.
Spring recruitment rates board 14-15
Part time Full time
Head Office
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To satisfy our stakeholders we did several things this year. First of all we
introduced a targeted newsletter that we sent every 6 weeks to keep
everyone up to date about AIESEC Twente. We got positive feedback on
this. We organized a lustrum to celebrate our 25th birthday. The goal was
to get 200 alumni to the event, but this was harder than it seemed.
There were 53 attendees who lived a positive experience. Because we
updated our alumni database, we are now able to utilize them again as
part of our network.
To attract the right and enough students to fill our new board we
approached study advisors and made them aware of the added value
that AIESEC has by organizing an info lunch. Also we co-organized the
Activism Market where we could present ourselves. At this market we
got 25 names of interested students. Furthermore we exploited
Facebook advertisements, since we noticed that around 70% of the
attendees came to an OGX info lunch because of facebook. We
connected to many student organization to gain promoters and make
use of their network. Last, we set up a plan for the purchase of tablets
for every member to be innovative and make a part time board year
aside of the new education model (TOM) possible.
We re-arranged our hard drive on which we store all documents to make
it more structured and clear. We wanted to use less space (max. of 0,8
TB), but we still use 1,4TB. So there is still some work to be done.
To give all our boardmembers a leadership experience we stimulated
conference participation and boardmembers got structural feedback and
coaching. 19 of the 20 members went to a national conference and 12 of
the 20 members went to one or multiple conferences abroad. So we
almost reached the goal that all members went to at least 1 national
conference. The target for international conference participation was
80% and we reached 60%. For those who went it was a highlight of the
year. Furthermore two high quality local conferences have been
organized with an average grade of 8.9 and 8.3 out of 10.
Xiao-Mi, Account & Trainee Manager Incoming
Exchange Team
“AIESEC is an amazing organization of extraordinary
kind, with so many facets regarding personalities,
responsibilities, leadership, development, and
culture.
AIESEC has a great purpose of existence and can return so much the
more effort and time we invest in it. I am convinced that everyone
joining AIESEC will end their term as a person more aware of oneself as
well as others, with loads of new knowledge, perspectives and
attitudes. AIESEC, as such a strong organization, can reach incredible
changes and developments through incredibly ambitious people, and I
will never stop being aware of what I learned there.”
Customer Orientation
Solid Positioning
Process Optimalization
Leadership in every experience
Testimonial
Head Office
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Financial Report
On the left is an overview of the balance sheet of AIESEC & Make a Move
Twente. The result of this year is a loss of €1283,23. There are several
reasons for this loss, for example the 25th year lustrum and having one
trainee less than budgeted, which will be explained in detail on the next
page. Below there is an explanation of the balance sheet.
At the moment there are no fixed assets in the organization,
because the computers have been fully depreciated.
Debtors include other AIESEC cities in The Netherlands and one of
our sponsors.
Still to receive are people or organizations that we still get money
from, but where no invoice is sent to. Examples include trainees
who pay rent, members who participated in activities and
students who go abroad with AIESEC.
We got a total of €17.486,62 on our bank accounts.
The largest part on the credit side of the balance sheet is our own
equity. Furthermore we have some creditors, mostly other AIESEC
cities and also declarations from members.
AIESEC has to pay turnover taxes, but can also receive tax back on
purchases. The saldo is €511,44 what AIESEC gets back.
Still to pay are invoices that we still need to receive, but are
already taken into account.
With the result of €1283,23, the total of the balance is €33.404,34.
Explanation Balance Sheet
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On the right is an overview of the revenues and expenses of AIESEC and
Make a Move Twente in 2014 divided by team. Operation costs are equally
divided over the 4 teams. Total revenues were €24.546 and total expenses
were €25.829, so the result is €1.283 negative.
In the Incoming Exchange Team (ICX), we expected to have two more
trainees coming. For each trainee AIESEC receives €1.075, so we miss
€2.150. Trainees live in the traineehouse in Enschede for which AIESEC pays
rent to the landlord and receives rent from trainees. Because there were
less trainees, AIESEC received less rent. However, AIESEC still had to pay
rent. That explains the difference between the budget and the reality.
Regarding the Outgoing Exchange Team (OGX), there were less students
who went abroad than expected. However, OGX still made a profit of
€2.365.
In the Make a Move (MaM) team, there was a loss of €930. Mostly caused
by operation costs, but also because events made a little loss due to lack of
sponsoring.
LC development costs are general costs. The reason that there is a loss is the
lustrum that we organized in May. The loss was smaller than expected,
because less people attended, but there was still a loss. General costs were
also lower, because not all members used their budgets for international
congresses and traveling.
Operation costs were higher than expected, because of taxes for waste and
sewer for the traineehouse that were not budgeted.
Financial Report
Explanation Profit & Loss
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Our partners in the local advisory board are organizations which share the vision of AIESEC and support us in various
ways, for example by giving advice in our regular meetings, supporting financially and offering a network.
The network: AIESEC is the largest student run organization in the world with over 90.000 active members in 124
countries. In The Netherlands, AIESEC is active in 11 cities with over 250 members;
Contact high potentials: All members of AIESEC are highly motivated, young and ambitious people;
LAR network: Members of the advisory board can also connect with each other;
Exposure: The company will be named on the website, in presentations and in e-mail signature.
To become a member of the Local Advisory Board please contact Mira Stefanova, Vice-President Finance, External
Relations, and IT ([email protected]).
Local Advisory Board
Elling de Lange TKH Group
Jaap Beernink TKT
Gerrit Grotenhuis Rabobank E-H
Dick Veltman KienhuisHoving
Maurice Essers & Dave Blank Universiteit Twente
Wijnand Weerdenburg Howden
Why join the Local Advisory Board of AIESEC & Make a Move Twente?
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The partners of the Incoming Exchange teams are companies which
received a trainee from AIESEC, or are about to get one. We are happy
with our cooperation with these companies.
Gain a highly international motivated and skilled trainee to work for 3-12 months in your company;
Have one or more trainees either support your regular work, or focus on specific projects;
Choose one or more trainees out of a database of 8000 students, based on your specific criteria;
Contribute to AIESECs vision of developing young people by offering a challenge for a student;
No worries about visa, housing, and social activities for the trainee, as AIESEC takes care of all of this.
Incoming Exchange Partner
Why take a trainee and become an AIESEC partner?
“The AIESEC IT trainee was of great value
for us. He was immediately employable
and the right guidance made him one of
the key figures in our team. His work was
even exported to customers, something
that usually never happens.”