Match management

• 45% Match Rate in Term 2011-2012
• 65% Match Rata in Q2 2013
• Globally it takes average 80 days to match a
TN/EP
• 28% TN/EP will be matched in 1 month
Global GIP Match Challenge

Key Issues for GIP Match
Supply and Demand
Alignment
TN/EP
Expectation and
Commitment
Knowledge and
Behavior in Match
Process
Delivery Tracing
Match
Process
Optimization

Great Match Rate=
Supply common sense among membership
+ Good supplier management
+ Great match management
+ Culture of delivering the promise/being
professional

1
Supply common sense
--Sell what we have

Supply Common Sense
-Background/Working Field: What opportunities we
can provide? How many?
-Top suppliers: Who are the top suppliers?
-Language: What are the top languages
-Timeline: When do we have them

Supply Common Sense
-Background/Working Field: What opportunities
we can provide? How many?
-Top suppliers: Who are the top suppliers?
-Language: What are the top languages
-Timeline: When do we have them

Supply Common Sense
1. What is the scale of different opportunities we are
providing?-TN
Scarce Resources

1. What is the scale of different opportunities we are
providing?-EP
Scarce Resources
Supply Common Sense

• AIESEC has much more business background
students
• Electrical & Electronics & Industrial & Mechanical
Engineering is our top Engineering Profile; But globally
we have only around 20 EP with working experience
with each background
• 60% EP of Social Science studies Psychology; Social
work has most EP with working experiences(560)
Supply Common Sense

• 68% EP of Law Background has business law
background. Globally we have only around 30 EP who
has working experience in law
• 62% EP of Other Technical Background has Advanced
Mathematics background; Tourism has most EP with
working experiences(200)
Supply Common Sense

-Architecture
-Fashion & Design
-Graphic Design
-Children Education Profession
-Aerospace Engineering
-Automotive Engineering
-Chemical Engineering
-Civil Engineering
-Environmental Engineering
-Agriculture
-Biochemistry
-Hydromechanics
-Plant Products Technology
-Food Engineering
-Genetic Engineering
-General & Inorganic Chemistry
-Horticulture
-Land & Water Management
-Medicine & Healthcare
-Molecular Biology
Process Engineering / Bioprocess
Microbiology
Biophysics
Animal Products Technology
Construction
Fermentation Technology
Don’t raise them unless you are sure about supply
Supply Common Sense
We really have very few EP who have following
academic background:

Supply Common Sense
Database management
Tourism
Child (Youth) Education
Foreign Languages Education
Introductory Teaching
Social work
Public Relations
Corporate Community Engagement
Event Management
Hotel + Restaurant Management
Introduction to Management / Business
Administration
Organisation Management + Planning
Project Management
Financial Planning + Budgeting
HR resources
Marketing
Backgrounds which have more than 200 EP with
working experience

Supply Common Sense
2. Who are the top provider for main products?
Use supply world map to have an overview:
http://www.myaiesec.net/content/viewfile.do?operat
ion=fileview&contentid=10239703

Supply Common Sense
EP：
• Business background (All over the world)
• Technical background
(Brazil, Colombia, Mexico, Tunisia, Ukraine, Rus
sia, Poland, Turkey, India, Germany)
• Teaching background (English
speaking, Poland, Ukraine, China)

Supply Common Sense
TN：
• Business background (All over the world)
• Technical background (Most of WENA countries
offer technical TNs, esp IT)
• Teaching background (Most of emerging
market, esp MoC, Indonesia, Russia, etc)

379
325
401
256
388
536
596
450
505
388
332
308
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Realization Timeline
4. Timeline and Duration
Supply Common Sense

2
Supplier management
--Match when we have

Supplier Management
Align
Track
Support
Evaluate
Create
5 Key Actions for Supplier Management

To help with delivery based on sub-products we filter all our EPs from AFT
and classify them according to sub-products, so on our EP search tool you
will find EPs split by the one sub-product they are best belonging too. For
Engineering and IT we further break these down to more specific profiles
they belong too.
Case study of AIESEC Germany:
SUB-Product delivery
Search tools by sub-product to track supply progress
German EP
Search Tool:
http://bit.ly/TB
YAIZ

Case study of AIESEC Germany:
SUB-Product Segmentation
Using DAAL to build for segmentation
Reviewed potential supply in each sub-segment to identify most suitable
duration, realization peaks for these TNs. Further broke this down by
language to identify demand for specific language requirements (German)
and then identified top supply entities for these type of TNs.
Blue Bar (left
axis): International
supply Marketing
TNs
Red Line (right
axis): International
supply German
Language Marketing
TNs

3
Match management
--Match when we have

Matching Process bottlenecks
15x Bottlenecks.
1. Clarity of TN expectations
2. Intern / Company waiting for better opportunities
3. Delays in matching process from EP / TN side.
4. Communication between from EP / TN side.
5. Too many opportunities for EP / TN
6. Difficult to mange large scale of applications from TN side
7. Member knowledge and experience to deliver.
8. Culture of Organization
9. Pricing Incentives
10. Language Standard
11. Specific request from TN side.
12. Transition of accounts
13. Outdated TN forms
14. Difficult to track delivery
15. Promotion Channels

Matching Process bottlenecks
6 Bottlenecks of doom for the network.
1. Incentives driven through EP/TN pricing model
2. Expectations and Opportunity Management
3. Lack of proactively opportunity sourcing
4. Knowledge and use of EP/TN forms
5. Communication and matching process
6. Lack of match progress tracking

Matching bottlenecks
Incentives driven through EP/TN pricing
model.
Companies
• Partial payment up front for raising of TN fee to ensure
commitment
Exchange Participants
• Higher portion of EP fee paid upon raising to ensure high
motivation to be on database
• Set duration for EP forms on system, old forms rejected or
pay extra fee to extend this duration

Communication and matching process –
Part i
Companies
• Set timeline for shortlisting and candidate selection through
TN contract
• Prepare second shortlist during first round of selection
• Physical follow up meeting during shortlisting process to
follow up company
• Manage first round of selection for the company internal in
AIESEC so company will have less Interview rounds
Internally

Communication and matching process –
Part iI
Exchange Participants
• Tracking of EP application
• TN manager follow up of non responsive TNs
• Education on TN selection and application process from ICX
• Regular communication with EP during matching process to
ensure they are continued to be motivated and active in
applying

Lack of proactive opportunity sourcing
Headhunt candidates for TN
• Proactive supply search
• Contact Sending entity/ Candidate in smart way
• Pocket recruitment for company –should start even during
contract negotiation

Expectations and opportunity management.
Companies
• Set expectations on a set number of shortlists delivered per
company
• Best EPs are coming from the first shortlists
• Propose JDs for standard profiles
• Questions company JD to ensure clarity
Exchange Participants:
• Present EPs less opportunities through
• EP buddy works as consultants supporting EP through
matching process

Knowledge and use of EP/TN forms
1. Conduct education for uploading form
-Only choose main working fileds (TN)
-Only choose main backgrounds (EP)
-Write JD carefully and comprehensively
-Use company introduction and trainee testimonials

Upload
TN form
GEP Case study: Clear application requirement

Screeing
GEP Case study: Use survey to filter applicants

Solution
2GEP Application Process:
b. EP survey to collect most critical information you need

Upload
TN form
GEP Case study: Advertise TN in smart way
Learn from Alcatel-Lucent
http://www.myaiesec.net/content/viewwiki.do?contentid=10005063
Why company
want AIESEC
interns?

Upload
TN form
GEP Case study: Advertise TN in smart way
Learn from Alcatel-Lucent
Stories of Interns

Lack of matching progress tracking
• Set milestones in matching progress and track milestones
of your TNs/EPs
• In-time feedback and on-spot problem solving
• In-time adjustment of delivery process based on reality
• Make sure account transition happens probably

Case Study:
AIESEC Brazil Delivery Progress Tracking
AIESEC Brazil divides delivery process into 5 stages. It is
easy to track and support Eps to go from stage to stage
during match process.

Case Study:

Level Possible Behaviour Possible
conclusions
Possible actions
1 The EP sent 20
applications, none
of them received an
answer
Your email is
sounding like a
spam; your EP is
applying for TNs
which do not fit his
profile; your EP is
applying to
countries which
filter a lot the
applications; Your
CV is not attractive
Review application
email or process;
identify the
countries and if
needed get in touch
with NST to
facilitate contact;
add the managers
to your social
network; review
the EP’s CV
Case Study:

conclusions
Possible actions
2 The EP has the CV
in many companies,
but no answer from
them in weeks.
You are not
following up the
process effectively;
the company is
delayed; AIESEC in
the host country is
delayed; there are
many applicants
Build an straight
relation with the TN
manager; get In
touch with the
VPICX responsible;
call or directly
kindly ask the
responsible
Case Study:

conclusions
Possible actions
3 The EP has not
been well evaluated
by the company.
You are not
applying to the TNs
your EP suits, the
company had many
applicants, your EP
is being restricted
concerning
destination
countries
Review the
objectives of your
EP, Enhance the
applicant
promotion or
branding, promote
the TNs in other
countries, show
cases in other
countries or
companies
motivating
flexibility
Case Study:

conclusions
Possible actions
4 Your EP had many
interviews but no
approval.
He is getting
nervous before
interviews, he has
problems speaking
english in public, he
is applying to so
many TNs that he
does not prepare to
the interview
Simulate interview
with the EP, send
possible questions
during an interview
to him, ask
questions about the
TN from the
interview before
Case Study:

conclusions
Possible actions
5 My EP is not getting
his VISA.
There is a problem
with AIESEC host
documents, there is
a problem between
the countries
diplomacy, the VISA
is taking too long
Get official
informations, call
the AIESEC office in
the other country,
do a VISA checklist,
outsource the
service
Case Study:

1. Weekly Checking – for TNs available and in urgent
matching needs, and would be coached by MCVP for
expectation setting and suggestion on S&D
2. Podio Matching – Podio Matching is the process
optimization strategies for effective matching through
podio, with concrete timeline set for externals
Case Study:
AIESEC Hong Kong Delivery Tracking leads
to big growth in match

4
Culture
--Deliver our promise

Case study of Czech Republic: Tasty Matching
AIESEC Czech Republic reposition matching in the country to
rebuild the culture and shift focus of the organization to delivery.

Key Strategy Implemented:
• Sub Product based Matching Strategy
• Top 200 Forms
• Process Optimization
Case Study:
AIESEC India-
40% Growth in ICX GIP Match, 60 match in a week

Four Sub Products AIESEC India Offers
They organize their supply information based on sub product

Match management

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