GIP Quality Strategy - Integration Issue
Download as PPTX, PDF0 likes6,430 views
This document discusses integration standards and activities for Global Internship Program (GIP) exchanges. It outlines three key areas: 1. Setting integration standards nationally and locally, including establishing an integration checklist and buddy system. 2. Host entities setting expectations on integration with exchanges, such as sharing standards and tracking expectations. 3. Implementing first day of work standards through preparing checklists and agendas to orient exchanges. The roles of sending and hosting entities are defined to ensure exchanges receive proper integration. Talent capacity planning and training on quality delivery is also addressed. The goal is to create a global learning environment and fully support exchanges through cultural understanding and their internship experience.
GIP Quality Strategy - Integration Issue
- 2. Integration is critical for cultural understanding of the EP Integration creates the global learning environment for our EPs and members Integration provides the EP with support through their experience
- 3. The Content Understanding the issue of Integration in GIP Role of Sending and Hosting entity in solving integration issue Key Activities in solving the issue Talent Capacity in Integration
- 4. What Our Customers Say about the Integration Issue EPs only hear from AIESEC when AIESEC needs something—to move them, to get their feedback, rather than EPs being integrated into the LC EPs don’t receive support in integrating with the LC, the community, or the company EPs meet people when they arrive and are assigned an EP buddy, but they don’t see these people again and when they ask for help no one helps them
- 5. Host entities set expectations on integration standards of host entity Activities in solving the issue Set integration standards nationally and locally Implement Standard: First Day of Work Integration
- 6. 1. Setting Integration Standards Nationally and Locally Integration Standards 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
- 7. 1. 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)
- 8. 2. Host Entities Setting Expectations on Integration Standards of Host Entity Setting Expectations for 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
- 9. 2. 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
- 10. 3. First Day of Work Standards Standards Implementation: First Day of Work 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
- 11. 3. 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
- 12. Role of Sending MC Set expectations with partner entities about the integration your EPs need Educate sending LCs to make sure EPs meet with their EP buddies to understand the integration standards before realization
- 13. Role of Sending LC Have EPs meet with their EP buddies to understand integration standards between match and realization Monitor that EPs are receiving the integration they were promised and address any issues with the EP buddy
- 14. Role of Hosting MC Set minimum national integration standards and guide LCs in adding any standards they need to Ensure all TNs have EP buddy assigned with clear EP buddy JD Create first day of work agenda for LCs to use Ensure LCs set expectations with their EPs on integration
- 15. Role of Hosting LC Finalize LC’s integration standards for all EPs Assign EP buddy to all TNs Hold 1-on-1 meetings or webinars with all incoming EPs to confirm integration expectations Confirm first day of work agenda with the TN-taker Track delivery of integration expectations to each EP
- 16. Talent Capacity in JD Implementation
- 17. HOW? STEP 1: Plan for Capacity for Quality and clear education content + messages STEP 2: Structure, JD and KPI in different LC Volumes in iGIP STEP 3: Deliver education and measure progress
- 18. STEP 1: Plan for Capacity for Summer Use the TM Planning tool to plan
- 19. STEP 1: Plan for Capacity for Summer Here enter number of interns/EPs one member can deliver Eg: 1 member – 3 EPs
- 20. STEP 1: Plan for Capacity for Summer That number from slide 2 will multiply with Re goal you enter for the quarter so you know how many members are needed for delivery in each programme
- 21. STEP 2: Create structures for quality delivery Structures by Volume of Realizations the LC does Customize your structures for the fruit peak if needed
- 22. STEP 2:Structure of an iGIP team to ensure quality with quantity REFER TO CAPACITY for Quality IMPLEMENTATION – iGIP PPT (For structures by LC Volume)
- 23. Step 2: JD of members in a quality team JD of Delivery members in the team During Raising period During Matching period During Realization • Ensure clear and high quality JD in a specific product • Clear expectation setting with company about role of EP, salary and duration of internship • Visa Support (The key issue is Eps want MORE and ACCURATE information about the process and documents related to visa) • As soon as matches are confirmed start working on accommodation • By now accommodation should be confirmed and ready • Arrange for EP Pick up and integration into the LC and city • Trainee Buddy assigned for EP • Induction meeting with EP and company
- 25. Principles The right message/content Always message quality with growth or quality driving growth Quality is embedded into all stages of exchange flow (not just realized) Quality education is given to all exchange teams however every member in the entity is aware of this and wants to deliver it
- 26. CONTENT PROFILE/TARGET POSSIBLE CHANNELS POSSIBLE TIMELINE Raising with the right JD, EP Profile and for the right countries Focus LCs for iGIP – Customize by sub product LCVPs – knowledge TLs and team members – training of how to sell Virtual trainings, GIP Newsletters and videos Weekly calls with focus LCs VPs and TLs MAY!! How to use AND measure NPS – Link it to KPI of delivery teams For LCVPs and Team Leaders of ALL LCs Virtual channels, conferences, LC Visits May Detractor issues – how to eliminate them, who is involved, what synergy is needed, what action steps to take Focus LCs for iGIP, LCVP iGIP, LCVP TM Virtual channels, LC Coaching visits, conferences May and June Quality delivery at realized stage
- 27. CONTENT PROFILE/TARGET POSSIBLE CHANNELS POSSIBLE TIMELINE EP Integration for iGIP EPs LCVP iGIP, TL and Team members for iGIP Virtual and Physical June and July Effective AIESEC support to EP for anything to do with logistics or JD/with the company LCVP iGIP, TL iGIP Virtual and Physical June and July Visa information and support LCVP iGIP, LCVP Finance Virtual May-July iGIP side should be aware of oGIP process and how to prepare Eps virtually (As a start of EP Integration even before the realization)