GIP Quality Meeting for Summer 2014
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Transcript of GIP Quality Meeting for Summer 2014
GIP Quality Meeting3rd Jun 2014
Prepare ourselves to deliver high quality experiences in our biggest Peak (Jun-Aug)
Objective of
Today’s Meeting
Agenda
Understanding WHY
Key actions and Follow-ups
How can we prepare
ourselves to delivery high
quality
Questions/Key challenges
Growth VS Quality
*Growth with low quality is incompetent
*Quality with small scale is insignificant
Growth with Quality.
Create the AIESEC that will make us PROUD.We need all of us work TOGETHER!
GIP Quality
Setting Accommodation Standards
Setting Accommodati
on Expectations
Setting Integration Standards
Accommodation
Setting Integration
Expectations
First Day of Work
Integration
First Day of Work
JD Clarity
Accommodation
1 Setting Accommodation Standards
Setting Accommodati
on Expectations
GIP Quality: Accommodation
Setting Accommodation
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 Accommod
ation Expectatio
ns
What?
Who?
How?
Host Entities communicate their accommodation standards to partner entities and EPs
EP buddy makes them clear between match and realization stageReception booklet, video recording, or 1-on-1 meeting with EP
Suggested content for accommodation checklistMaximum 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
Integration
2 Setting Integration Standards
Setting Integration
Expectations
First Day of Work
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 IntegrationStandards
GIP Quality: Integration
Setting Integration Standards Nationally and LocallySuggested 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)
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
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 Expectation
s 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
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
First Day of Work StandardsSuggested content and criteria for checklistPurpose of
Company, Team, and Role
JD explanation and clarification
Timeline of Activities
Goals of the Company and Team
Area of ResponsibilitiesKey Activities
Agenda of activities during the internship
Working Condition and HR Policies
Working HoursVacation PolicyCompensation
process
Meeting Supervisor and Team
JD Clarity
3 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
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
Implementation of Standards: Accurate JDSuggested content and criteria for checklistPurpose of
Company, Team, and Role
JD explanation and clarification
Timeline of Activities
Goals of the Company and Team
Area of ResponsibilitiesKey Activities
Agenda of activities during the internship
Working Condition and HR Policies
Working HoursVacation PolicyCompensation
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
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
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 ResponsibilitiesKey Activities
Agenda of activities during the internship
Working Condition and HR Policies
Working HoursVacation PolicyCompensation
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
First Day of Work: Clear Salary Process that is Always Followed
Standards Implementatio
n: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 realizationHow?Determine in AIESEC or the company will pay salary and when exactly it will be paid
Clear Salary Process that is Always Followed
How much will the EP be paid?
Clarifying the salary processWhen 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.
GCPs/Resources to Share?