GIP Quality Meeting for Summer 2014

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  • GIP Quality Meeting for Summer 2014

    1. 1. GIP Quality Meeting 3rd Jun 2014
    2. 2.  Prepare ourselves to deliver high quality experiences in our biggest Peak (Jun-Aug) Objective of Today’s Meeting
    3. 3. Agenda Understanding WHY Key actions and Follow-ups How can we prepare ourselves to delivery high quality Questions/Key challenges
    4. 4. Growth VS Quality *Growth with low quality is incompetent *Quality with small scale is insignificant
    5. 5. Growth with Quality. Create the AIESEC that will make us PROUD. We need all of us work TOGETHER!
    6. 6. GIP Quality Setting Accommodatio n Standards Setting Accommodatio n Expectations Setting Integration Standards Accommodation Setting Integration Expectations First Day of Work Integration First Day of Work JD Clarity
    7. 7. Accommodation Setting Accommodation Standards Setting Accommodation Expectations
    8. 8. GIP Quality: Accommodation Setting Accommo dation 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 Accommodat ion Expectations What? Who? How? Host Entities communicate their accommodation standards to partner entities and EPs EP buddy makes them clear between match and realization stage Reception booklet, video recording, or 1-on-1 meeting with EP
    9. 9. Suggested content for accommodation checklist Maximum 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
    10. 10. Integration Setting Integration Standards Setting Integration Expectations First Day of Work
    11. 11. 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 Integration Standards GIP Quality: Integration
    12. 12. Setting Integration Standards Nationally and Locally Suggested 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)
    13. 13. 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
    14. 14. 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 Expectations 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
    15. 15. 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
    16. 16. First Day of Work Standards Suggested content and criteria for checklist Purpose of Company, Team, and Role JD explanation and clarification Timeline of Activities Goals of the Company and Team Area of Responsibilities Key Activities Agenda of activities during the internship Working Condition and HR Policies Working Hours Vacation Policy Compensation process Meeting Supervisor and Team
    17. 17. JD Clarity 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
    18. 18. 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
    19. 19. Implementation of Standards: Accurate JD Suggested content and criteria for checklist Purpose of Company, Team, and Role JD explanation and clarification Timeline of Activities Goals of the Company and Team Area of Responsibilities Key Activities Agenda of activities during the internship Working Condition and HR Policies Working Hours Vacation Policy Compensation 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
    20. 20. 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
    21. 21. 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 Responsibilities Key Activities Agenda of activities during the internship Working Condition and HR Policies Working Hours Vacation Policy Compensation 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
    22. 22. First Day of Work: Clear Salary Process that is Always Followed Standards Implementation: 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 realization How? Determine in AIESEC or the company will pay salary and when exactly it will be paid
    23. 23. Clear Salary Process that is Always Followed How much will the EP be paid? Clarifying the salary process When 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.
    24. 24. GCPs/Resources to Share?

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