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Guideline to Debriefings
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Guideline to Debriefings



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  • 1. Guideline Before the debriefing meeting Know exactly when your EP comes back, in order to schedule an appropriate time with them for the meeting. Provide a brief summary to the EP, of what the debriefing meeting will be about when making an appointment of the meeting (it’s a meeting in to evaluate your exchange experience and get your feedback about it). Ask for inputs from the EP:  Photos from their exchange; specify how many and how the pictures should be (e.g.: content: Cultural picture; picture next to a monument, showing food, place, traditional wear, indicating the culture of the country, Project picture: picture displaying the EP while working in the project …)  The expectations sheet ( the one including the expectations set by the EP before going on X) Ensure that the internet is working for the debriefing meeting, since you will ask the EP to fill the NPS during the meeting. Find out (for example from evaluation sheet) what / if there were any problems during the internship so as to know how to proceed with the debriefing meeting. Speak to your LC VP F on how you will pay back the 1000 CZK to the EP (via invoice, cash, bank transfer...) Have the output template printed for you to fill it while the meeting. Be well informed about where the returnee did his internship, how it was, what he had experienced, e.g.:     Was the EP picked up from airport during the arrival to the internship’s destination place If the EP had good accommodation and a good employer Whether the information in the TN form corresponds to the work met in reality Were there any problems, of any kind, that the EP encountered with during the internship
  • 2. During the debriefing meeting 1. Introduction Make the EP comfortable by starting the conversation loosely and explain briefly the aim of the meeting. 2. Questions about the return     How was your trip back? How is it to be back to your country? Is there any weather difference …? Did you face with any culture shock? if yes then how did you cope with it? 3. Questions about the exchange process Cultural & support of the host LC  Do you think you were prepared for the differences of the host LC?  How did the LC abroad host you?  Were you invited to take part in any of the host LC activities? Conferences, meetings?  Do you see differences between your host LC and our LC? What did you learn from the foreign LC and would you like to implement anything you have seen there here? Internship  What was the project about?  How was the workload? Was it too much/too less working hours?  How did you like working with other interns in the project? (if project includes working with others)  To what extent did your internship challenge you professionally? (if it was not challenging, ask why not)  Did you enjoy the atmosphere in the EP house / host family?  Did some of your views or perceptions change as result of this exchange?  And do you think you were able to help others and impact them in some way?  Finally, do you think that this experience will change your life and your future in any way?
  • 3. 4. Checking expectations As mentioned, the returnee should bring with them the expectations they set before going on exchange;  To what extend do you think your expectations were met? Were you expecting something that didn’t happen?  Were you surprised by something you absolutely didn’t think of?  Have you hoped something was different?  How did this contribute to your learning? 5. NPS filling After providing details about the experience – whether good or bad-, the EP should then evaluate it in NPS;  Explain how the NPS works and what is the purpose of it briefly; (it is a management tool that serves an organization for it to know how it is delivering its services to its customers. We need testimonials and people’s grading in the NPS to know how to improve our delivery in AIESEC) then ask the EP to fill it right away during the meeting. Give them some time to actually understand how it works and to use it.  How the NPS is filled: once back from exchange, the system automatically sends a link to the EP’s email asking them to fill it.  Assist them in filling as it should be done at that time. 6. Storytelling Ask the EP if they will be interested in sharing their exchange experience with other members during events, or broadcasting it in Facebook, website…: this should be agreed on (in your LC) before the meeting, and should be specific which events and how the sharing will be done (e. g.: presentation in road show, meeting, seminar, testimonial with picture to be used in promotion campaign...) 7. Next steps After reflecting and evaluating their exchange experience, the EP should be introduced to next steps to close the exchange experience. The options the returnee EP has are as follow:     Go for another exchange ( in same or different program GCDP / GIP) Join the LC as a member (you can promote your TMP / TLP opportunities) Become an EwA member Disconnect with AIESEC (put them in black list of returnees)
  • 4. In addition, the ToT should be mentioned for GCDP returnees who are in their 4th/5th year of study:     ToT: Talents of Tomorrow, is a national 2 days seminar organized by the MC usually for GIP returnees, but GCDP returnees in 4th/5th year of study can attend as well. The attendance to the ToT is done by invitation from MC. The event consists of bringing the returnees and the companies together, for the purpose of providing job opportunities for the returnees, since they get the chance to network and be in a direct contact with the companies. The participation to ToT is of a symbolic price. 8. Follow up In this step, the returnee EP can be asked to give contacts of friends who might be interested in going on exchange In case the EP had had a bad exchange experience: First of all, the degree of how bad the experience was, should be determined according to what was the problem faced by the EP;  Small problem: bad communication in host LC, disorganized project, no clear information provided before the project start/ unclear JD, different workload than stated …  Medium problems: bad accommodation and EP care(no food, no place to sleep, kept changing houses…), wasn’t informed about extra costs to pay, JD not fulfilled/ worked in a different JD…  Big problems: danger of life of the EP during the exchange, EP got robbed, project didn’t exist Solutions:    It is better to have their debriefing meeting in group with 2 other returnee EPs who had a good experience: this way the EP will understand that not every exchange experience in AIESEC is bad, and can also learn from hearing other good experiences. Leave them the right to complain and to express their dissatisfaction freely For small and medium problems: Offer them to go for another exchange, invite them to some of the LC’s activities in order for them to see another part of AIESEC (if your LC is organizing an event that requires a participation fee, make it free for them), or offer them the opportunity of being a “associate” member in the LC (they
  • 5.   can be a member in some department/project for a given period of time ( 2 weeks, 1 month) and after it assess that experience). For big problems: it would be better that the VP can have the debriefing meeting with them. You can offer them to go on another exchange (for free, if your LC can afford it) (you’ll have to be careful with where you will send them, in case), and also offer them the same opportunities mentioned above. Slightly apologize and offer them to express their dissatisfaction while filling the NPS. At the end of the debriefing meeting Return the 1000 CZK to the EP; it is mentioned in the contract and is therefore a promise that should be fulfilled. Inform the returnee EP about the reintegration seminar (more details are yet to come about this) Thank the EP for coming and sharing their experience, and keep them in touch with upcoming LC events. Fill whatever is missed (if any) in the output template. Key Points  Prepare and be ready for the debriefing meeting with EP  Make sure to mention all points in the guideline to ensure a full and complete evaluation of the EP’s experience  Make the EP comfortable and leave them space to express themselves  Listen carefully and be patient  If it is done by group, leave space for discussion between the returnee EPs while asking the questions  Try not to make it sound like an interview but more like a friendly talk. You have all the steps but feel free to make your own order to get the best outcome  Remember to have the output template and to fill it during the meeting  Don’t forget that the debriefing meeting is only one part and that communication should be maintained with the EP throughout the entire exchange experience  Finally, please keep in mind, our organization aims to engage and develop every young person in the world, and this “activity” is aligned with our mission and goal, so the debriefing meeting should be a quality service