Detailed incoming core work process by ai

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Detailed incoming core work process by ai

  1. 1. Incoming Flow Chart - The process of bringing a foreign student to my countryLevel Process Step Who Input/Standard Interaction Critical Issues s with Support Success systems factorsEXTERNAL Research and 1. Analyse the reality of my community and LC / MC - Use of XMI / - IS (Insight II, - good - poor use ofSCANNING Analysis identify opportunities for AIESEC XMI Analyser ISO 2000) understanding XMI to traineeships 2000 - Partnerships of AIESEC determine - Develop a good understanding of AIESEC’s - Use of E-News (international) - use of demand and objectives and exchange programmes Service externals in the supply - Research external trends and competition - Use of global process - poor scanning relevant to AIESEC and identify the needs of my and national - use of of external community for AIESEC’s traineeships partnerships exchange environment - Use AIESEC E-News service statistics to - little use of - Research AIESEC’s global and national determine externals and partnerships and use them to identify supply alumni opportunities - identification of - tools not used - Research past relationships AIESEC has had opportunities effectively and and relevant historical information based on efficiently - Research the EDI and XMI Analyser 2000 in external - few LCs do Insight II for information on the international environment external supply of SNs in the organisation to review that - members are scanning the opportunities you identify are suitable for skilled and - importance of AIESEC exchanges. motivated external and - Contact alumni, advisors and network - use of tools internal organisations to assist in identifying (i.e. E-news) scanning is not opportunities - information is understood - Research the internet, newspapers, databases, shared globally - members do company and organisation directories to identify - leverage trade not have the organisations to take AIESEC’s traineeships and agreements knowledge and support the learning process - use of internal skills co-operation agreements
  2. 2. Incoming Flow Chart - The process of bringing a foreign student to my country Setting goals 1. Set goals and segment markets LC / MC - Use of - IS – web site - Target market - no strategic and - Identify general target group of organisations Dimensions of - Partnerships is aligned with goal setting for segmenting based on external research and internal demand Learning to set (international) pool of SNs TNs based on markets and supply of SNs and TNs goals for and TNs external and - Segment general target group to focus and traineeships - Goals are set internal simplify marketing efforts - Use of ER- for dimensions information and - Identify numbers and types of traineeships to Help and of learning opportunities raise Marketing - Goals are - poor - Identify the quality of the experience to provide Sector Strategy based on segmentation to an organisation and trainee capacity of of markets - Create target list of companies and members and - SN:TN ratio organisations by sector LCs - Goals are set - Use marketing sector strategy and stakeholder - Segmentation for raising centre to see examples of how AIESEC works of markets is traineeships with different sectors focused not realising - Use external to provide support in the process - Members have them - Plan the learning process for incoming SNs and knowledge, - Goal setting is the activities that are planned in each dimension skills and done in - Identify organisations to support the learning experience isolation of process through involvement in activities (i.e. global network community involvement, cultural integration, - Tools are not professional development) used
  3. 3. Incoming Flow Chart - The process of bringing a foreign student to my countryMARKETING Promotion & 1. Promotion of AIESEC’s exchanges and LC / MC - Use of Positioning – - Globally - inconsistency Communicatio activities externally messages AIESEC’s global aligned and of information n - Develop and use promotional materials (i.e. consistent with image consistent and messages brochures, publications, annual reports, mass AIESEC’s IS – web site material and - weak and media, advertising, web site) global identity marketing information is misaligned - Develop good relationship with university and - Use of external provided in AIESEC create strong image and presence on campus networks to AIESEC’s presence on - Customise communication to market segment increase marketing university being approached AIESEC’s - Use of the campus and - Identify meetings, forums, networks and presence AIESEC Way community conferences to attend and participate in and materials - networking - Set up teams to work on different market consistent with organisations segments AIESEC’s not used - Develop a promotion strategy or campaign for global identity effectively to the different market segments - Materials promote - Promote AIESEC traineeships using the developed AIESEC identified media and networking opportunities nationally - poorly - Globally coordinated aligned and promotion strong image campaign and presence - lack of skills in universities and resources - Globally to market aligned and correctly strong image and presence in the community - Proof of credibility (i.e. case studies)
  4. 4. Incoming Flow Chart - The process of bringing a foreign student to my country Targeted 1. Identify organisations that AIESEC should LC / MC - Leverage Partnerships - Marketing - lack of specific Marketing / work with international (international) efforts are research about Marketing call / - Set up marketing teams and allocate target list of partnerships structured in organisation Raise organisations to AIESEC members to approach - Knowledge of LC - poor Traineeships / - Assess re-sign possibilities of current how to - Globally documentation Develop traineeships complete forms aligned and of information partnership - Conduct research about the industry or sector - See TN consistent on previous and identify needs, opportunities and growth marketing in X material and partnerships areas that AIESEC can tap into (i.e. Internet, guide. Chapter information is - weak Chamber of Commerce, network organisations) 3 provided in marketing skills - Check if the company is working with AIESEC in - Use of national AIESEC’s in members other countries. If yes, get information about the marketing marketing - not enough partnership, endorsements and other support materials - Information on marketing calls materials - Use of Insight previous taking place II to market relationships is - inconsistency 2. Initiate relationship AIESEC’s documented of information - Get contacts in the organisation that are exchanges - The right and messages strategic for AIESEC (CEO, HR or Community - See TN contacts are - marketing does Investment) ) through your networking with BoA, marketing in X met not include advisors, alumni and university. guide. Chapter - Members have dimensions of - Send letter, fax or e-mail to initiate contact and 3 skills, learning provide organisation general information about knowledge and - few incentives AIESEC. experience for marketing / - Call organisation and set up meeting - Marketers are lack of - Prepare material for meeting (information about able to motivation for AIESEC, endorsements, publications, exchange customise marketing forms, exchange statistics, examples of AIESEC’s traineeships) programmes to meet different 3. Education about form filling needs Training on how to sell AIESEC, complete - Training and exchange forms and create correct expectations feedback are about the type of traineeships facilitated and given to supply of students available marketers - Ability to 4. Visit the organisation provide - Important: It may take more than one visit in evidence of order to raise a traineeship or develop a previous partnership with an organisation success - Bring all relevant information to the organisation - Quality - Follow 5 step marketing call (Greeting, Headline marketing or Introduction, Discovery, Presentation, Close) material is - Use Insight II to show scope of AIESEC’s used matching and information system and to show pool of candidates available.
  5. 5. Incoming Flow Chart - The process of bringing a foreign student to my country Sign 1. Organisation should be clear on each parties LC / MC - Use of ‘Roles - AIESEC and - expectations Traineeship: roles and responsibilities and the not clarified Clarify Roles - Ensure that the organisation is aware of what is Responsibilitie organisation - poor and expected of them and what they can expect from s’ in the understand understanding Responsibilitie AIESEC and from the trainee International their respective of roles and s - Ensure that the organisation is aware of the Exchange roles and responsibilities exchange process and the role they and other Policies and responsibilities parties will play. Quality standards document or in the SN / TN contract Sign 1. Complete the Job Description LC / MC - Traineeship - Job description - forms filled in Traineeship: - Support the organisation in creating a clear job Job is completed incompletely Specify the description for the trainee Questionnaire correctly and and incorrectly requirements - Include all relevant information about the form includes all - low quality for the organisation and the traineeship in the exchange - TN Contract relevant traineeships traineeship form - Insight II XMI information - traineeships - Clearly specify the characteristics that are Analyser 2000 - Quality of raised that required and preferred by the organisation - ISO 2000 traineeship cannot be - Provide clear explanation of AIESEC’s - Review of matched exchanges and the process and procedures quality of - no review of AIESEC goes through to match the traineeship traineeship traineeship quality 2. Review quality of traineeship - Verify that the job description is both interesting and challenging - Verify that AIESEC can provide the type of student they are looking for - Verify that the traineeship is a quality one - Approve traineeship - Sign the traineeship forms
  6. 6. Incoming Flow Chart - The process of bringing a foreign student to my country Document the - Create an individual file for each organisation LC / MC - Use of Insight IS – Insight II - Information on - information not relationship - Document all correspondence with the II to document the partnership documented organisation partnership is documented - poor tracking of - Evaluate the relationship - Use of local or and entered marketing calls - Enter information into Partnership section of national filing into Insight II and Insight II (Insight II) and - continuity of traineeships documentation relationship - poor system organisation servicing - poor continuity in relationshipsEXCHANGE Form filling 1. Take forms that have filled out with company LC Forms and 1. Education and 1. People do notDELIVERY Enter forms and enter them into Insight understanding of demands of SN know how to fill and the activity 2. Fill in the Activity planning section in them must be and TN inline out forms planning into INSIGHT II standard – so with what we properly Insight standard can deliver 2. Forms do not educational 2. AIESECers reflect needs resources are filling in forms and are not crucial here. and companies flexible understand 3. Users too and have a demanding/too thorough specific knowledge of forms and how to fill them out (incl. Knowledge of matchability) 3. Forms are easy to fill out and reflect right areas
  7. 7. Incoming Flow Chart - The process of bringing a foreign student to my country Audit forms 1. Review forms for consistency of information, LC/MC 1. The auditing is 1. Knowledge data entry errors and to ensure they have been or done by lacking in filled out according to principles of our exchange national someone other members to programme. team than the audit forms 2. Approve forms by entering them into the pool, person who 2. Timely and including submitting to BFO OR make changes filled out the bureaucratic to the forms (and communication with LC form 3. HR not set up necessary for this) 2. The auditing to support in reviews data the LC entry, proper use of forms according to exchange principles and matchability. 3. People auditing have knowledge of what is matchable 4. Efficiency and transparency 5. After auditing forms are entered into Insight and sent to BFO
  8. 8. Incoming Flow Chart - The process of bringing a foreign student to my country Matching 1. Match/search through Insight (and ISO 2000 or LC · ISO 2000 1. Members are 1. Lack of prompt with Insight II match or search through the committed to communication system) their matches 2. Lack of 2. Use of existing bilateral relationships for and have a education matching positive about attitude about exchange in matching other countries 2. Good internet 3. Commitment to access for all the match is LCs lacking in LC 3. All LCs members focused on 4. Lack of sense same matching of urgency methods 5. Accuracy and (flexibe match stability of options so matching every country systems can participate) 6. Different LCs 4. LC member using different understand matching benefits and methods so how to use many countries different match are being options excluded 5. Prompt through lack of communication personal 6. All forms networks always in 7. Education of proess of being LC members accurately about matching matched- not options and just sitting how to use there as ghost them forms 8. Lack of 7. People adherence to accurately exchange reflecting policies matches in systems: enforce proper tracking 8. In line with systems, LC show right # of forms to SN
  9. 9. Incoming Flow Chart - The process of bringing a foreign student to my country Acceptance 1. SN acceptance LC · Company 1. Speed of 1. Response time Procedures 2. Show forms to the organisation acceptance note communication of organisation Acceptance of 3. The organisation shows interest · Student 2. Selling 2. Transition student 4. Communication with SN LC to clarify details acceptance note matched forms 3. Lack of TN/SN 5. TN acceptance Time periods for to SN/TN knowledge/und 6. Final confirmation of details stages of (reflect erstanding of 7. Register on Insight if not already there acceptance must be globality) the process 8. Clarify with organisation if they will provide any standard and stuck 3. Thorough (natl/globally) kind of insurance for the student. to by everyone. review before 4. No accepting institutionalized 4. Acceptance “penalties” if notes are abuse process exchanged on 5. Discrimination both sides 6. Communicatio 5. Knowledge of n speed acceptance procedures in members/SN/T N (global and nationally) 6. Understanding the consequences and commitment to matches and acceptance (global and national) 7. Fast response time from organisations 8. Members respecting timelines from exchange policies
  10. 10. Incoming Flow Chart - The process of bringing a foreign student to my countryPREPARATI Preparing the 1. Clarify again expectations with company and LC See reception The People feelON company for other involved stakeholders package on X expectations pressured to the exchange Present finalised learning plan: Ask them if there guide. Chapter 6 need to be raise(after match) process is any specific preparation the trainee should Check if any clear, written traineeships have before coming (ex. Any material they material is and discussed and often should read, research) developed with company. quality is The Reception schedule of the trainee (maybe nationally in Companies compromised the organisation contact person wants to your country should be In many parts participate too.) See SN preparation motivated of the world - Ensure reaffirmation of their involvement. in X guide. Chapter about companies are - Partner with a Local Outgoing SN. 12 additional still very closed The organisation can be introduced to a SN from the activities to the to this kind of Local Committee who is about to go away on a traineeship and involvement traineeship. This reinforces the reciprocity of the the objectives Too many program by showing the employer the student that of AIESEC, not things to be was given the opportunity to go on a traineeship due just the done by LC to the traineeship they took. This SN should keep in possible members touch with the organisation while they are abroad and benefits for Quality when they come back from their traineeship as well. them. standards are This service also provides organisations with direct Company yet not being access to potential future employees should not be implemented 2. Cultural preparation: overloaded LCs are not Organise cultural shock preparation activity with with AIESEC planning based company employees, Information about culture materials or on their shock and the role that they can all play in meetings. contribution alleviating that for their trainee can be addressed Prepare the and exchange in the briefing employees that process but Provide information about the country the will mainly be based on student is coming from. Ex. traditions, religion, interacting with numbers and special holidays, etc. and the data that the the trainee systems company has asked for. (including the There are not 3. Inform the organisation the progress with the boss) the necessary arrival of the trainee Examples of resources Let them know if they have already got their visa, other compiled or their insurance or any other necessary exchanges and created to documentation company support each Inform them when the student will arrive and set satisfaction is part of the up a meeting to introduce the trainee essential process. Ask them if there is any information they want Web-based the trainee to bring from their home country information can be a good solution to make information reach the
  11. 11. Incoming Flow Chart - The process of bringing a foreign student to my country Facilitate 1. Learning Negotiation with the Sending LC LC - See visa on X Willingness to Trainee about: guide. Chapter communicate preparation Learning activities that will take place in relation 6 constantly with the expectations from both sides (including - Review between 2 the SN). national parties. Preparation that is required for the SN in relation procedures in Good access with the traineeship, cultural, community and your country to internet and AIESEC involvement. - National e-mail Communicate with sending LC: to make sure Reception Planning of a that the necessary preparation is taking place Booklet learning with student - See process was 2. AIESEC, Knowledge and Involvement in accommodatio done by both World Issues and Cultural preparation: n on X guide. parties that Send the reception package/booklet and other Chapter 6. included the additional information about: Salary should involvement of - The hosting country be enough to TN and SN - Issues that their LC addresses in their pay for the LCs have a activities, accommodatio well done and - Information about the LC (when was n LC finds. updated founded, members, activities, performance, reception partners, past trainees experience, etc), and booklet others. Knowledge of - Information about the organisation they will quality be working with standards and - The Reception schedule of the trainee how the fit into (maybe the organization contact person this process wants to participate too.) Collecting information on personal preference or interest of the trainees Communicate with the LC opportunities that the incoming trainee can involve in which align with their personal interest Plan common activities for all trainees so they can meet with each other. Send the activity schedule prior to the arrival of the trainees to know their preference Subscribe them to internal trainee list to keep them linked to other trainees Follow up to key student preparation for the traineeship: skills building, getting information about company, do a particular research 3. Professional Communicate TN expectations to student Send information about the company to the student (Annual Report or other materials)
  12. 12. Incoming Flow Chart - The process of bringing a foreign student to my countryRECEPTION Introduce 1. Receive trainee LC - National Strong Lack of HR in trainee to Pick up trainee at the airport/train or bus station Reception preparation of many LCs and country and Be provided with options for housing and Booklet the LC to number of work accommodation depending on his/her interest execute members and economic capability smoothly each dropping down Discuss the expectations of the trainee & the LC of the steps. Lack of after the student’s arrival and before the Documentation continuity and continue with the exchange process of what was knowledge Register the trainee: Ensure that the local done in each transfer from authorities know about the trainee Approach the part of the one year to local authorities (ex: Immigration Office) and process another register the trainee as a foreign living in the Accommodatio country (if necessary) n & salary are 2. Provide an introduction for the SN to the a must for the hosting country well being of - Provide LC contact information with the schedule trainee for reception activities The trainee - Provide info about the transportation system, should have a medical services, Internet access. co-operative - Provide any further specific information about mood as well the country and the city they will be living in. so that - Provide any further information about the AIESEC can organisation they will be working with. work together - Medical/emergency information 3. Ensure the trainee has a bank account to keep their payment and manage his/her financial resources · Have clear procedures for what an LC has to do to get a bank account for the SN · Follow these procedures accurately with every trainee · Support trainee on any financial operation they want to do, as they don’t know the right procedures or limitation in the country. 4. Ensure trainee has access to Internet and an email account · Find out if they will get an email account at work and if they can freely use Internet. · Find out at university if trainees can have access to computer labs · Find out if they can get an account with the university - Find out where there are Internet cafes, libraries or any place where trainees can have access 5. Introduce the SN to their work and their boss
  13. 13. Incoming Flow Chart - The process of bringing a foreign student to my country Integrating the 6. Support SN to learn the home language or LC - See visa on X - There should trainee to the any other one guide. Chapter be a balance, country and Find out if there are opportunities at university 6 AIESECers culture and for trainees to take language courses - Review should work to running key Find out other institutions, schools or national serve the learning organizations where trainee could take language procedures in trainee but also activities courses your country a lot of Ask SN about their interest in languages and - See community flexibility and facilitate any necessary information involvement in time by Make SN aware of the costs involved in taking X guide. themselves any of these language courses Chapter 12 should be allowed. Do 7. AIESEC Involvement not overload  Organize a meeting between the trainees and trainees with the LC members to introduce each other and learning clarify expectations towards the traineeships activities.  Clarify to the trainees the contact person for Include as different matters that they can rely for service on much fun as  Clarify on what kind of service trainees can possible. expect from the LC - Make sure to  Provide different contact number that trainees involve can use to fulfil their interests which can not be externals if you fulfilled by the LC feel that they  Regular update about what is happening in can contribute AIESEC and invite them for participation to the success  Invite the contacts in the organization to of the participate in AIESEC activities (conferences, exchange more seminars, parties, etc) than  Get trainees to involve in LC activities: Review - Allow as well Board, Participate in recruitment of SNs, self learning recruitment, Outgoing Preparation Seminar from the trainee with 8. Cultural Interaction exercises or by Provide some documents about the culture, web-access history or geographical i.e. To the student about the country Organize some cultural nights or events with AIESEC Members where trainees will present their culture, country, foods etc Visits of the cultural and historical places Encourage the utilization of trainees to increase the internationalism of their employees to the company/organizations which take trainees Inform Trainee about the cultural activities that are happening or are being celebrated in the
  14. 14. Incoming Flow Chart - The process of bringing a foreign student to my country Measurement, Measurement, evaluation and tracking of trainee LC See Servicing - Questionnaires Evaluation and 1. Measure the impact that the trainee had: companies and are still not tracking 8 weeks after the Reception stage started organizations in X implemented or 2. Make sure that the sending LC has given the guide. Chapter 6 the way to trainee an instrument (diary, tracker) to track See Evaluation interpret their their personal learning Phase in X guide. results 3. Ask trainee to record experiences in a formal Chapter 6 report and in an essay format that the association can compile and use as promotion material 4. Facilitate trainee on defining key steps to be taken in reintegration (short and long term) and the involvement of AIESEC on those. There might already been defined activities. 5. Communication with sending LC about activities that have been achieved and not and key follow up steps in reintegration Measurement & evaluation of the impact in the company/organisation Meet periodically with employees to review how the working, cultural and personal experience is flowing and what can be improved Use evaluation questionnaire 8 weeks after the traineeship started and at the end of the traineeship
  15. 15. Incoming Flow Chart - The process of bringing a foreign student to my country Preparing 1. Prior to the departure: LC - See - A lot of student to go Preparation of the student for reverse cultural Accommodatio communication back home shock before they return to their home country n on X guide. occurring Gather feedback from them regarding their Chapter 6. between LCs experience as well as the way the activities are - Salary should organized. be enough to Highlight the good practice as an example for pay for the promotion of AIESEC and fix the bad practice to accommodatio avoid the same mistakes in the future. n LC finds. Communicate with the LC where the trainee is from the evaluation of her/his participation in AIESEC, specially if there is a specific follow up can be done for the relationship of the two LC Meet with the company to evaluate their satisfaction with AIESEC services, including the participation in AIESEC’s activities. Ensure SN knows any procedure that needs to be finished before their departure Be aware of what processes need to be cancelled before SN leaves the country. (Close bank account, cancel credit cards, cancel phone, unregistered at city hall, cancel insurance, etc) Inform SN about all procedures they need to follow up Be aware and inform SN about any expenses that these procedures might take.
  16. 16. Incoming Flow Chart - The process of bringing a foreign student to my countryRE- Company 1. Meet to evaluate their experience with the LC See Servicing - ApproachINTEGRATIO Follow-up trainee companies and immediately Set up a meeting with the organisation to organizations in X theN evaluate the traineeship: performance and guide. Chapter 6 organisation for contribution from trainee, cultural experience, resigning linkage with other sectors and awareness of - All the issues, working with AIESEC and improvement mistakes from of the process. Use trainee learning outcomes to last exchange get the TN organization and other contributors in should be fixed the exchange process to participate again with so that the trust AIESEC (resign) from the 2. Find out if they want to participate again in company AIESECs exchange program increases · Find out if the organization wants to have another trainee. · Start the marketing process again: Clarify the qualifications they want in the SN, dates and duration for the traineeship, job description, etc. 3. Keep them involved with AIESEC · Have them updated through email news or publications that you do · Invite them to any external events you host · Have them participating some times in Review Boards, outgoing preparation seminars, etc. Trainee 1. Communicate with the LC where the trainee is LC - Many LCs feel reintegration from to follow up if there are some activities or that this part is agreement is being set up. the least 2. Have communication with the trainee and show important and interest in his, her career steps. are not 3. Profile the Trainee results and essay in various supportive to publications produced by the LC the trainee 4. Send partner briefings of the traineeship to supporters and sponsors
  17. 17. Incoming Flow Chart - The process of bringing a foreign student to my country
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