Meeting Final Before Exam - Oct 13th

AGENDA

8.30 – 8.35 Congratzz to Vivian get ratified as MCVP TM!

We need to have this emergency meeting in Nov conference

8.35 – 8.45 KPI Update

KPI Update:
NZ – Ra: 90 but only 16 Matched (include the raise before our term), the percentage of match is only 17%! If we doing very bad matching in Oct, it means that our relationship will be influenced! Please let your LCP and EB understand how important is this stage!

AKL: Ra: 65 only 9 Matched! = 13% | 56 Available
WKT: Ra: 7 (+1) only 2 matched = 28% | 4 available
VIC: Ra: 9 (+ 1 form not available yet) only 3 matched = 33% | 7 + 1 available
CTB: Ra: 8 (+2 form not available yet) only 2 Matched = 25% | 6 + 2 available

***Please make sure that focus is still on matching***

8.45 – 8.55 Road Trip Summarize *good news*

We have raised:
6 AKL
0 VIC (sorry the timeline is very late for you guys, and you already did very good follow up system)
1 WKT (we didn’t raise)
2 CTB

8.55 – 9.15 Matching Target

Matching problem

1. TN manager does not reply email

Find their LC VP ICX or LCP email from myaiesec.net, then contact them directly (because some time the TN manager like your EP manager does not know much about AIESEC XP or not active) like getting skype ID and call them or office no. call their office

If still not reply, let me know I will contact their MC.

2. EP can’t make up their mind and choose internship

Show them case study, or talk to them the benefit of particular project, show them video of particular country.

Set deadline for signing EP AN – tell the EP the emergency to match since it already Oct!
Constantly meet with your EP and follow up!

3. VP OGX and EP no reply

Although you guys mentioned that TN manager does not reply their email, however, I also receive a lot of complaint that EP and VPOGX do not reply their email. So when TN manager does not reply, I think you guys can understand the reason, try to explain to your EP the reason and don’t use it as an excuse you can’t get matched!

And please reply those spam, even though a line “I don’t have EP suitable for this TN”. We all at the same situation, please be understandable.

Don't complaint when ppl don't reply! Find a solution around it and don't use it as an excuse : P

Besides, Please focus on (before or during your exam time):

• EP who is going to realise in Nov, the rest can follow up after exam
• Focus on non active EP because those will reduce our matching speed!
• Create the matching culture in your LC – get everyone take responsible about matching.
• I have limited capacity, I will do my best, but I can’t take care of everyone ☹ You guys need to constantly follow up.

CTB: Trying to meet up w/ EPs but exams 2 weeks away so not so efficient, but wil be sending them email at least every 2nd day.

9.15 – 9.25 OGX – The rest of our term

• Target recruitment : today viv and I have meet World vision we might can do something for OGX next year with World vision
• Also meet with Japanese department (positive)

*Details will be discussed in Nov Conference*

Meeting #8 - Sep 8th

Agenda

9.30pm - 9:40pm KPI update & Celebration

• AKL Ra 31 + 28 = 59
  
• CTB Ra 0
  
• VIC Ra 5 + 5 = 10
  
• WKT Ra 3 + 3 = 6
  

This is the best result in history since 2004 - Yi Fan proposes having a 'double cycle part' to celebrate our achievement!

If all the forms can be available then we will be creating 100% growth!


9:40pm -10pm IC sharing & Update from Each LC

• A Southern Hemisphere Olympics was created at IC b/t AU, NZ and Southern Cone, Argentina, Chile and associate countries (their relisation for the best LC was 35 last year)
• Yi Fan - IC was a very good XP. The network you can create at IC is great (IC 2009 in Msia). Highly encourage everyone to go next year. MC applications are opening soon!

LC update:

1. How many people you plan to have for second cycle? (except Auckland)
2. What is your plan to meet your LC goal?
3. OCP and project health check
4. Contribution for each partnership - how many EP you are planning to send to each country partnership?
   

WKT:

1. Finished C2 w/ 7 ppl
2. Pocket recruitment and promote TN during LE
3. Projects are on track w/ their LE OCP still haven't done their survey form
4. A handful want to go to Poland and Ukraine, some want to go to China and India

VIC:

1. Hopefully b/t 25 - 30
2. Promotion has been at the best of the LCs ability, exposure is great and now the challenge is to push ppl thru the AC / RB process, as well as myaiesec.net and matching
3. OCPs quitting
4. India is very popular probably b/t 10 - 15, same w/ China, CEE maybe 5 but not too sure
   

NB: 35 to AC tomorrow *clap clap* | Focus should also be on India - appears to be an attraction to WLG

CTB:

1. 9 registered and 7 to RTS, will be running RB on 18th and 19th Sep, at this stage will have about 5 matched
2. Will try hard but quite hard to match because getting closer to exams, probably easier at the start of next year
3. HIV / AIDS going really well, has about 3 EPs for it and members are really committed
   CSR / ME only one committed members so pretty high stress level
   Teaching English also going well and a lot of people want to go on exchange, though uncertain of the no.
4. C1 2 for China, 1 for India and 1 for Poland
   

10pm - 10.10pm OGX Training - Online Training

• Initially was planning to go to all LCs for OGX training but now seems too hard to arrange the time, maybe will online train instead
• Please send Yi Fan topics that you wish to be covered during training
  

10.10pm - 10.25pm Matching Mania (International XP)

• Matching mania is a time all NZ OGX meet w/ other countries ICX or TN manager
• There will be a list of EPs and the countries they are interested in then you can show which TN they think we can match
• Also possible to ask questions
• Basically will be matching our EP and their TNs during this period
• Will require prematching beforehand
  

NB: Please check wiki doc - the first matching mania session will be after this weekend)

CEEDership

• India CEED coming for two weeks
• Also preparing to send two NZ @ over for CEED - one to China and one to India, the CEED will be coordinate and service our EPs - for a period of two months
  
• Will be using EP service fee to sponsor a CEED overseas (need LC approval for CEED sponsorship, ideally to get $1,000 to cover flight costs)
• Accommodation will be covered by the hosting country
  
• Open for everyone to apply but EB and future LCP have priorities
• Will also make up for 2 EPs on the MC side
  

10.25pm - 10.30pm OGX summit finalized

• Please send possible dates for OGX summit in Oct and Nov
  
• Send personal exam dates
  

Meeting #7 - Sep 1st

Agenda (AKL and VIC absent)

8:30 - 8:35: Stress level update

How is everyone feeling?
Everyone is feeling okay stress - but I believe not border line just yet lol!

8:35 - 8:40: KPI update

Please update the NPOX Tracking excel sheet and thanks to those that have already done so!

8:40 - 8:55: C2 (cycle 2) AC/RB prep (AKL | WTK | CTB)

So each LC, how many no. of applicants going thru AC/RB?
When Yi Fan comes back she will talk to us more about pocket recruitments to make up for the lag towards our final target.

AKL - ?
WKT - 10 thru AC > 9 thru RB
CTB - 16 thru AC > RB later

• WKT and CTB keen w/ pocket recruitments
• MWT C2 starting quite late maybe not so feasible
• WKT and CTB will be promoting internship at learning events
• MWT may be cancelling education learning event
  

WKT / CTB / MWT - no summer recruitment.

8:55 - 9:10: C2 update/prep (MWT | VIC)

VIC - how was promo today and were the newbies all good w/ it?
MWT - promo starting soon, hows prep going?

Also remember that all promotion should be destination based. I was wondering whats the current situation for each LC? Once recruited how will the new members be organised i.e. what PBOX will they be placed in?

• MWT doing fine - arranging posters atm... but LC morale a bit low
  

9:10 - 9:15: WKT | MWT | VIC need to send preferred EP countries

Please reply to the "OGX to do list" email (dated 25 Aug) or if you have the details now can just tell me now :)

9:15 - 9:20: CEED delay (AKL | VIC)

Our CEED is down w/ Jaundice and won't be here till a little later.

9:20 - 9:30: IC update - regarding country partnerships

Once again, we have to push partnership countries - IC updates

• Poland: 30 short term MTs (mktg, finance, business admin)
  
• India: 30 DTs (HIV | CSR | child development)
  
• China: 30 DTs | 30 ETs | 15 MTs (HIV | CSR | teaching English)
  
• Ukraine: has decreased from 30 > 10 EPs. (please push the 'world w/o boarders' project. Project details is in the CSR guideline I sent out earlier)
  

There are other places for DTs that interns can go to such as Kenya, Nigeria and South Africa. But we don't have a partnership w/ them i.e. we don't have a promised no. of EPs we'll send to them. On the other hand, if we cannot meet the above country targets then we will be breaching our country partnership contract! So we have to push for these destinations!

• WKT has a lot of EPs wanting to go to Poland for ETs - there are ETs available on myaiesec.net to meet this demand
• AKL and WKT seem to have attracted EPs wanting to go to other countries

The only prob w/ having those random EPs is:

1. We cant meet the no. we promised other countries
2. Its more time consuming to match

Meeting #6 - Aug 25th

AGENDA

1. 8:30 - 8:35: KPI update and Aug target accomplishment

As you guys may probably have read, Yi Fan is quite happy w/ the outcome of C1 w/

In terms of stress level Nick is boardline insame and Ying Fei has turned into Ms. Demanding... lol.

2. 8:35 - 8:45: 2nd cycle update (AKL | WTK | CTB)

Reminder of our C2 raise targets

• AKL: 103
• WKT: 30
• MWT: 18
• VIC: 24
• CTB: 30
  

NB: This is excluding the number that we didn't meet in C1 - which means we have to work extra hard to achieve our final target (we can't change the final target).

It appears that we have some issues w/ our promotion or maybe the way we are targeting promotion, we need to come up w/ a way to tackle this.

Comments:

• The hons part appears to give that impression that its only for hons student or for 3rd year plus - the rationale behind hons means that it is not just the normal OE but something more exceptional, of a higer std
  
• The C2 promo video is better overall (visual / info etc) - the additional bit at the start was particularly attn grabbing
• Issue w/ newbies being confused about AIESEC and OE hons, yet put in the position to sell our products - could possibly have a promo workshop prior to C2 promo (i.e. a 2 hour session on HOW to sell AIESEC must incl brand knowledge and expectation setting) | a mentor system seems good (one senior vs. x no. of newbiews)

3. 8:45 - 8:50: 2nd cycle prep (MWT | VIC)

How is the prep going?
Any issues?

• AKL - AC+RB workshop this coming weekend to prepare SOCP and OCPs (to be finalised)
  
• CSR- 1st and 2nd of Sept
  FA- 1st and 2nd of Sept
  ME- 2nd and 3rd of Sept
  CD- 3rd and 5th of Sept
  EE- 3rd and 5th of Sept
  
• WKT - AC+RB coming week
• CTB - AC tomorrow (Tues 26th) RB date uncertain
• VIC - Massey C1 RB completed today
  

4. 8:50 - 9:05: Matching prep

OGX director provide a the list of:

• EP country preference
• EP job preference
  

NB: With these details it allows Yi Fan to start matching now at IC as well as enabling her to talk with other coutnries in regards to EP partnerships etc.

5. 9:05 - 9:20: NPBOX update

How are the OCPS coping w/ PBOX planning?
Are there any issues that you want us to address?

• Planning tool and NBPOX guidelines proves useful
• Viv will create a survey to be sent to all OCPs and SOCPs to fill in - means of review and also to see what other support/materials they need (incl degree of support, what they need, how they feel etc)
  

6. 8:20 - 9:25: CEED prep (AKL | VIC)

AKL - have you sent email to ask about accommodation for our CEED?
AKL will be emailing out to LC by the end of the week

7. 9:25 - 9:30: IC update

Yi Fan has proposed a new plan - the OGX training to all LCs. It seems that one of the biggest problems in NZ is that LCs lack OGX training, so hopefully Yi Fan's sessions will help NZ.

The main content of the OGX training:

• OGX training - raise, match and realisation
• Country partnership
• OGX director coaching and training

Visits will be between Aug 5th - 12th. The actual date for each LC has not yet been decided but please be prepared to organise a LC meeting when Yi Fan visits.

Meeting #5 - Aug 18th

Agenda

8:30 - 8:40: KPI update and Aug target
8:40 - 8:50: 2nd cycle update
8:50 - 9:05: Goal setting and achieving the ultimate goal by the end of this term
9:05 - 9:20: CEED
9:20 - 9:30: NPBOX tracking document

KPI update and Aug target

• Please remember to fill our the KPI tracking on the NPBOX tracking excel sheet on a weekly basis (maybe before the start of each meeting)
  
• Please upload forms ASAP - only 2 more days till Aug 21st - no forms = Yi Fan will kill us!
  
• Reminder - sign the contract > upload the form > send either internet payment approval or scan payment slip to Viv (sorry we have to revert back to this method, just that Anna's in Brazil and we can't check the account)
• Aug 21st target is 45 EPs!

2nd cycle update

• Ensure that the applications are open - if potential EPs log into the website to apply but the application is not open, then its likely they won't bother trying again!
• Also, if possible, try to do follow up emails to remind those that's on the mailing list when the applications are due - people forget : P
• AKL - last week of 2nd cycle promo, newbiews are bit lost
• WKT - last week of 2nd cycle, was wondering if LC could postpone RB / AC to after midsem break - also considering having pocket recruitment later
  
• MTW - not starting 2nd cycle till Sep 8th (after midsem break)
• VIC - working on 2nd cycle w/virtual promo and PBOX meeting this week
  

Goal setting and achieving the ultimate goal by the end of this term

• The point of a goal is to motivate us to push ourselves. At the moment it seems like we are constantly changing it... sorta like lowering it so that we manage to meet our goal - it is fine in the short run, but we cannot change our end goal for this term. Which means sooner or later we will have to push ourselves...
• So maybe, we should spend some time in coming up w/ new strategies to push promotion and hopefully move closer towards our ultimate goal of the term
• Potentially we could use Learning Events for exchange promotion or holding summer recruitment
• AKL - seems like LE promo not so effective > may be promote to lecturers and get them to promote to their students
• MWT - keen w/ graduate recruiment
• VIC - keen w/ summer recruitment
  
  

CEED 15th - 27th Sep

CEED coming from *drum roll* India - his name is Aditya.

At the moment Yi Fan has allocated him to visit AKL and VIC.
While in VIC he will stay in the MC flat w/ Nick. In AKL we need to arrange accommodation for him.

His task would mainly to help us w/ raising and matching EPs.

To-do for AKL: Please find accommodation : )

NPBOX tracking document

• Sorry about the overload of excel documents, but I will try really hard to limit it to this only one doc for tracking. At the moment, there are four spreadsheets on the file (1) NPBOX details (2) KPI updates (3) Exchange pipeline and (4) Comments
• Once all OCPs have been confirmed then I will be tracking their performance as well : ) so remember to fill in the excel file promptly!
  

1. NPBOX details - please provide name and email of SOCPs / OCPs and EB in charge (I have filled out what I could fill out)

2. KPI update - please update on a weekly basis (OGX directors who missed last week's meeting please fill it in and Nick too : P)
(LB = lecture bash | AP = applications | RB = review board | RA = raised | AV = available)

3. Exchange pipeline - those are the figures I obtained from an earlier spreadsheet, please update if goals have changed.

4. Comments - this is a place for you to provide feedback, namely general comments, improvements to be made and what additional resources / help you would want from us : )

PS: Please keep the excel updated because otherwise we'll be holding LCs accountable for outdated goals : P

Meeting #4 - Aug 13th

Agenda

8.05 - 8.10 KPI update and Aug target
8.10 - 8.25 Smart AC/RB
8.25 - 8.40 Expectation setting list for RB and what are we looking for in Second Cycle
8.40 - 8.50 OGX Summit
8.50 - 9.00 Project Update - Vivian


KPI update and Aug target: LB | Application | RB | RA | Available

• National level: LB ? | AP 16 | RB ? | RA 1 | AV 8
• WKT: LB 10 | AP 2 | RB 3 passed | RA 1 | New 3
• VIC: LB 0 | AP 2 |
  

NB: Our target for cycle 2 Aug 21st was originally 60 EPs but this has been reviewed to 45 EPs because CTB having a bit of trouble w/ meeting first cycle targets.


Smart AC/RB

It is suggested for AC and RB to be run on the same date and allocating one day per project - generally some time is needed to decide if the member will pass AC or not so the suggested method is to run AC the first day without RB and then run RB from the next day on. E.g. if the member pass AC today then pass RB the following day then they will sign the contract and make payment immediately. Remeber to inform members at the beginning that they have to sign the contract and upload their form straight after they pass RB.

GCP: WKT did very well this RB having passed 3 people and signed 3 contracts - they just need to upload their form now.

• AKL - running this during their semester break
• WKT - running this during the weekend (on the last week of uni)
  
• VIC - running it during the weekend

How to make sure your EP sign contract and pay after RB:

1. Once you receive their application from www.aiesec.org.nz email them about the process of selection in detail.

• AC (date and purpose)
• RB (date and purpose)
• Contract and payment need to be signed if you pass RB. You will have a copy of contract after attending AC.

2. Remind them during AC interview, show them JD in IS and AC

3. Right expectation setting in RB

• Which country
• Which project/internship are you interested
• Financial question – how can you fund yourself during internship (airflight, visa)
• How long do you want to go (when start – end)
• Are you ready to sign contract and make the payment after contract (reduce the exception, especially big LC)

Don’t lie to your EP, the less expectation about the quality of internship you set, the better quality they will receive. Remember tell them this is culture experience, we want to push student out of comfort zone.

PS from Yi Fan: *Ok I have mentioned this million time, I am sure you guys know how to set expectation!! * But make sure your whole LC understand it!!

Expectation setting list for RB and what are we looking for in Second Cycle

1. Ready to go – sign contract and pay
2. Ready to run GIV (commit sometime in AIESEC before internship) – explain the reason why – we want student know more about the issues and team working experience in AIESEC – develop your skill because this is O.E (Hons) not just an O.E
3. Attend RTS2 – remember no exception because this is the only way we can ensure our EP go through introduction stage. We have no time to introduce aiesec to them later.
4. Can fund themselves!

NB: Once again, tell your whole LC!!!! include new member | I don't know how but we need to!


OGX Summit

• Potentially Oct 3rd - 5th

Main objective:

1. OGX bonding – we are the coolest team ☺
2. Reward ourselves – after the three months hard work! We have to party hard together!
3. Matching – ensure we able to match all our EPs in very last month and turn available to match, and match to realisation!!!
4. Strategy discussion – OGX in Cycle 3-5 – graduation product, raise EPs for our successor.

Project Update - Vivian

• Please confirm all OCPs for CD and CSR projects > Viv will be sharing an excel spread sheet
  
• Ensure all project proposal and project planning spreadsheet sent to respective OCPs
  
• Any ideas for a CD and CSR project name?

News of the week

• OMGosh Yi Fan's going to faci at the GN pre meeting *clap clap*
  
• *Clap clap* our strategy is aligned w/ the AI strategy i.e. the way we do exchange
• Name for CSR project *drum rolls* > Project RESPONZ (responsible NZ)
  

Meeting #3 - Aug 7th

Agenda

8.00 health check

8.05 KPI update

8.10 Goal for Aug 8.20 second cycle discussion – X-change focus

8.40 RTS to do list

8.45 Acting MC VP OGX and communication during IC

Health check: stress level 1 - 5 (1 being the lowest)

Yi Fan - 5

Nancy - 4

Hrisoula - 4

Annabel - 4 (MTW = excited - 1st raise of cycle 1 *clap clap*)

Nick - ??

Ying Fei - ??

Viv - 5

KPI check

AKL: AC 70 | Ra 0 | Match 0 | Re 0 | aim to have 40 for RB

WKT: AC 10 | Ra 0 | Match 1 | Re 0 | aim to have 7 for RB

MWT: RB 6 | Ra 1 | Match 0 | Re 0

VIC: RB 7 | Ra 4 | Match 1 | Re 1 (not in the system yet, email TN manager pls)

CTB: No date (please update)

Goal for Aug and Cycle 2 discussion (exchange focus)

Aug

YiFan: I want to bring 60 EPs form (in the system) to IC !!! Goal No of Ra before IC 21st Aug

AKL: 30

WKT: ?

MWT: 5

VIC: 7

CTB: ?

(Raise: sign contract, make payment and upload form to the system)

Cycle 2 goals

AKL: Ra 100 (incl AUT 50 EPs)

WKT: ?

MWT: 5 - 10 (hopefully 10)

VIC: 35

CTB: 30?

NB: We need to work hard, we need to make Yi Fan proud (she says) lol.

>> Please try to raise by Aug 21st <<

RTS to do list

• Print lecture bash timetable for people to sign up for LB during RTS
• Use cycle 1 formula to calculate home many LB you need to do to reach your target
• ? LB > ? application > ? AC > ? RB
• If you don't have RB yet then allocate their RB time during RTS
• Could compact the process of uploading the form by having a myaiesec.net corner during RB and upload forms as a group
• Could also cut down admin time if we keep the EPs 10 - 20 mins longer to fill out their form before or after their RB / during RTS
• NB: All contracts to be signed straight after RB and then upload the forms

Acting MC VP OGX and communication during IC

Any problems please contact Viv, hope she can help you!

OGX summit

OGX training and bonding down in WLG in Sept / Oct!?

PS: Please send Yi Fan your postal addresses SHE PROMISED SHE WILL SEND US POSTCARDS!