GIP Quality Meeting3rd Jun 2014

Prepare ourselves to deliver high quality experiences in our biggest Peak (Jun-Aug)

Objective of

Today’s Meeting

Agenda

Understanding WHY

Key actions and Follow-ups

How can we prepare

ourselves to delivery high

quality

Questions/Key challenges

Growth VS Quality

*Growth with low quality is incompetent

*Quality with small scale is insignificant

Growth with Quality.

Create the AIESEC that will make us PROUD.We need all of us work TOGETHER!

GIP Quality

Setting Accommodation Standards

Setting Accommodati

on Expectations

Setting Integration Standards

Accommodation

Setting Integration

Expectations

First Day of Work

Integration

First Day of Work

JD Clarity

Accommodation

1 Setting Accommodation Standards

Setting Accommodati

on Expectations

GIP Quality: Accommodation

Setting Accommodation

Standards

What?National standards to ensure all accommodation is decent and safe for EPs

Who? Host MC works with LCs to set standards

How? MC consults with LCs and releases accommodation standards that need to be followed for all upcoming accommodation placements

Setting Accommod

ation Expectatio

ns

What?

Who?

How?

Host Entities communicate their accommodation standards to partner entities and EPs

EP buddy makes them clear between match and realization stageReception booklet, video recording, or 1-on-1 meeting with EP

Suggested content for accommodation checklistMaximum time for EP to get to work

Maximum number of people living in one house/apartment, maximum number of people living in one room, and maximum

number of people per bathroom

Minimum amenities (internet, hot water, shower, stove, heat, air conditioning, etc)

Minimum furnishings per person (1 bed with clean sheets, 1 pillow, 1 blanket, 1 desk, etc)

Implementation of Accommodation Standards

EP has temporary accommodation from arrival

EP must be given two weeks’ notice if accommodation has to be changed

Neighborhoods EPs cannot live in for safety reasons

Integration

2 Setting Integration Standards

Setting Integration

Expectations

First Day of Work

What?Each LC has standard processes and touchpoints to integrate GIP EPs

Who?MC iGIP Delivery responsible and LC iGIP Delivery Responsible agree on integration standards nationally and locally

How?Creating a checklist of activities to run for the integration of EPs

Setting IntegrationStandards

GIP Quality: Integration

Setting Integration Standards Nationally and LocallySuggested content for integration checklist

# of EPs per EP buddy

Events EPs can/should attend: LC meetings, LC events, national

conferences and events

JD of EP buddy and how often EP buddies should interact with EPs

(minimum)Cultural Integration provided to

the EP (sessions for cultural orientation, city understanding,

etc)

GIP Quality: Integration

What?EP and the EP Buddy in the Host Entity agree on integration expectations

Who?EP buddy understands EP’s expectations of integration

How?Meeting to share integration standards with EPs and confirm or decline any of the EPs’ additional expectations. Tracking of EP’s integration expectations during delivery

Setting Integration

Expectations

Host Entities Setting Expectations on Integration Standards of Host Entity

Suggested content for integration expectations setting

Check if the EP has additional expectations:• Events they want to attend, and how often• Other ways they’d like to be integrated• How often they expect to be contacted by the EP buddy

Integration Expectation

s to Set (can be 1-

on-1 meeting

with EP or a seminar

with multiple

EPs)

Share your LC’s integration standards with the EPs: • who their EP buddy is• the EP buddy’s JD• # of EPs their buddy will receive• the events the EP can attend• the integration activities your LC will deliver

Confirm, Decline, and Track EPs’ Expectations:• Accept the EPs’ expectations that are reasonable and decline the

expectations you cannot deliver• Record the expectations you’ve agreed on in a tracker the VP can use

to track integration

GIP Quality: Integration

What?A representative of AIESEC accompanies the EP to the place/organisation of work on the first day of the internship.

Who?Project Team Leader or Team Member who is responsible for the TN Account Management. How?Preparing checklist or guide during the first day orientation for the purpose of expectation settings

First Day of Work

First Day of Work StandardsSuggested content and criteria for checklistPurpose of

Company, Team, and Role

JD explanation and clarification

Timeline of Activities

Goals of the Company and Team

Area of ResponsibilitiesKey Activities

Agenda of activities during the internship

Working Condition and HR Policies

Working HoursVacation PolicyCompensation

process

Meeting Supervisor and Team

JD Clarity

3 First Day of Work:

Accurate JD

First Day of Work: Clear Supervision, Training, and Support for

the EP in their Role

First Day of Work: Clear

Salary Process that

is Always Followed

First Day of Work: Accurate JD

Accurate JD

What?The EP’s JD matches the TN form JD or the realization can be broken and the EP fully compensated

Who?EP buddy ensures the EP’s JD matches the TN form. MC monitors NPS comments to see where JD is an issue

How?EP buddy attends the first day of work with the EP to ensure a clear JD. MC responsible is proactive when EPs complain about JD

Implementation of Standards: Accurate JDSuggested content and criteria for checklistPurpose of

Company, Team, and Role

JD explanation and clarification

Timeline of Activities

Goals of the Company and Team

Area of ResponsibilitiesKey Activities

Agenda of activities during the internship

Working Condition and HR Policies

Working HoursVacation PolicyCompensation

process

Meeting Supervisor and Team

At this meeting on the first day of realization, go through the TN form with the

company and the EP to show how each point of the JD will be lived by the EP

Supervision and

Development

What?The EP has a supervisor who trains them, coaches them, and supports them through their TN

Who?TN Manager ensures this while raising, and EP buddy ensures this upon realization

How?At the first day or work meeting, the EP buddy ensures the EP is clear on their supervisor and what support and training will be provided

First Day of Work: Supervision, training, and support for the EP in their role

Supervision, training, and support for the EP in their role

Purpose of Company, Team,

and Role

JD explanation and clarification

Timeline of Activities

Goals of the Company and Team

Area of ResponsibilitiesKey Activities

Agenda of activities during the internship

Working Condition and HR Policies

Working HoursVacation PolicyCompensation

process

Meeting Supervisor and Team

At this meeting on the first day of realization,

the EP should meet their supervisor(s) and

clarify:

• What weeks of the TN they will receive training in

• How often they will receive coaching and support

First Day of Work: Clear Salary Process that is Always Followed

Standards Implementatio

n:First Day of

Work

What?The EP understands how, when, and who will pay them their salary, and this is always followed

Who?TN Manager clarifies this while raising, EP buddy ensures it happens during realizationHow?Determine in AIESEC or the company will pay salary and when exactly it will be paid

Clear Salary Process that is Always Followed

How much will the EP be paid?

Clarifying the salary processWhen will the

EP be paid (monthly, bi-

monthly, etc)?

Who will pay the EP their salary (AIESEC or the

company)?

LCs should have a

minimum salary that allows the EPs to afford

basic necessities and

decent accomodation

Salary CANNOT be

paid late

If AIESEC is paying the salary, the LC must keep

enough financial reserves to pay their EPs’ agreed salaries for at least the next month. These should be treated as restricted funds that cannot

be accessed for anything else.

GCPs/Resources to Share?