Becoming  the  Ul.mate  Matchmaker!    

Matching Strategy Training

Aims of the session

•  To know the Matchmaker Campaign & go for it !! •  To become the ultimate matchmaker by learning ultimate

matching strategies! •  To know current partnerships and opportunities •  To know the technical process behind matching and

ensure efficiency in the process

Learn 5 STEPS to becoming the Ultimate Matchmaker !

Matchmaker Campaign See the Wiki: “France | Matchmaker Campaign”

Objectives: •  To match all available EP forms on the system •  To ensure a strong summer peak with new results for AIESEC France

Timeline May 4 – May 17

Awards

•  # of Matches •  # of new EPs added to the Matching Hub •  % match to available EPs (Matched/Available) •  % match to country partners

Bonus: # GIP Eps converted to GCDP

Tracking Results

On wiki:

5 STEPs to being the Ultimate Matchmaker!

1.  Get them to “available” on myaiesec.net 2.  Use Search Methods & Tools

3.  Searching & Promotion Strategy

4.  Applying

5.  Following up on Applications

1. Get them to available on myaiesec.net

EP Online

They sign up à Accept/Reject à Pass/Fail Review Board à Payment à Myaiesec.net

1st we need to make sure they’ve gone through all the stages ! How?

Check the Pipeline

If all the EPs have paid…

Create new account on myaiesec.net

Enter the EP ID to EPO

Find the “New” EP ID on myaiesec.net

See your available forms..

Internship Status on the Database

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 « Incomplete »: the EP form isn’t complete..

« New »: the EP form is online, it needs to be in available

« Available »: looking for an internship!

« On hold »: if you edit the EP form

« Pending » : waiting for the other side to click on the accept button of the

TN form…. (once they applied)

« Matched » : The EP got the job and will be going !

« Realized » : arrival in the host country and started working

2. Search Methods & Tools

Global Community Development Programme

Easy!

1.  Promote Country Partners; Collect a List of top 3 2.  Add them to the Matching Hub 3.  Cristina will put them in direct contact to be matched!

Promote! •  Get all the promo materials on the OGX Wiki: http://www.myaiesec.net/content/

viewwiki.do?contentid=10185063

•  OGX Partnerships & Advertisements Googledoc: https://docs.google.com/spreadsheet/ccc?key=0At_mT9-R9KzZdHJtdktJSlF5ZVh3dTVJaHhLUE1idFE#gid=17

•  1 GCDP project per week •  Attract attention – examples on the next page •  Provide TN form sample & promotional material (slides) •  Make it stand out e.g. Only 7 days to apply •  Use different channels for promotion •  Outline concrete benefits of the project •  Outline concrete information in details about: where, when and what

exactly

Example: Southern Cone (Argentina, Chile Uruguay)

Mexico: working with NGOs

China: working in Community Projects

(see slides)

Global Internship Programme

If they are searching for internships aside from the country partners, the most important matching tools are:

–  Myaiesec.net –  Facebook! –  Searchtools –  Matching Mania –  Available Forms Tracker

myaiesec.net

•  Browse Internship –  General lists of Internships for the different exchange programs or you have the

option to add in criteria to tailor your search by Country, Backgrounds, Languages.

•  Supply and Demand Management –  Here you are able to search Internships specifically by the background that is

required. This is very useful if you are looking specifically for one background, i.e Banking or Economic Research + Forecasting

–  You can tailor this down by regions to create more specific searches.

Facebook & Personal Contacts Facebook

Matching Groups: where EPs and TN Managers Meet (promotions, direct talking about opportunities, faster!) •  GIP Matching - https://www.facebook.com/groups/294001044019410/ •  GCDP Matching - https://www.facebook.com/groups/431300036897957/

They can also find the facebook page of countries or LCs they’re interested in!

Personal Contacts •  Going to international conferences, talking to past EPs, VPs that have gone

on X, etc.

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Country Search Tools •  If there is a specific country that you want to search for, you can search for their ‘Search

Tool’ in the Files section of MyAIESEC.net. Look for recently updated files.

•  Each Search Tool will present you with an Excel file with the Available TNs in that country. You can then Copy/Paste the TN ID into the search on the homepage.

OGX Partnerships & Advertisements GoogleDoc

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Available Forms Tracker (AFT)

•  Released once a month by AIESEC International & one released by AIESEC France !!

•  In order to find the latest version, go to the MyAIESEC.net main page and type ‘Available Forms Tracker’ into the search function. Under the search results, find the file for the current month and open the attached Excel file. You should get a file that looks like this:

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Matching Manias

•  Skype/ Gtalk/ WiziQ •  By country •  EP/TN Matching

•  Good for fast matching !! •  Getting contacts

•  There will be one with China for

our campaign on May 16 at noon!!

3. Searching & Promotion Strategy

Email / Call them!

•  Email your EPs with opportunities suitable for them! •  In case they don’t answer in couple of days make a call:

–  Hi my name is Olivier, I am OGX member in LC Corse. I have sent out a promotion email to you about a project in China, would you like to take a look at it? The deadline to apply is soon, and I wouldn’t want you to miss the opportunity.

•  If your EP doesn’t want this project, ask what EXACTLY they want and call them back with what they have requested.

Keep going!

•  If you find it difficult to reach out to them – NEVER HESITATE calling. It is basic servicing that we can provide our Eps

•  Keep coming back with options and encouraging them to take a decision.

•  Package your product well, make sure you demonstrate the benefits of the internship.

Handling Picky EPs

•  Offer several options, for example 3-5 projects and encourage to make a choice, or they might loose the opportunity. Set deadline.

•  Showcase supply and demand – not all the internships are available, make sure you don’t oversell: not all the EPs can be matched to GEP

•  Explain that sometimes in big company (GEP) they can be one of the million employ with not many responsibility, when in some smaller companies they can be responsible for the whole department – which is better professional xp.

Handling Picky EPs

•  Share contacts of EPs in exotic countries – it’s always good for EPs to connect and share with people who are already abroad

•  Gather your EPs together, organize one matching night (or other activity) when you can apply for internships together

•  Always remember to demonstrate the benefits of the internship, it is not only about the name of the company, but also about JD.

Especially for GIP

•  Sit down for several hours and make a list of 15 – 20 internships based the EPs your profile and personal criteria

Then, 1.  Ensure that the EP is suitable candidate based on their

requirements because it’s a waste of time to apply for TN’s they are not going to be a suitable match for.

2.  Rank all the possibilities in accordance with EP preference, which TN is the 1st choice, which is your 2nd

Other tips: •  Group Sessions – get them to help each other

•  Have matching parties where everyone works at the same time to search and apply for internships

•  Buddy system •  Group two EPs together (that are searching for similar things) to share

opportunities with each other)

•  Tracking! Via EP Online & by email •  Make sure you keep track of how the EPs are doing! Consistent communication

is key – set a time each week to follow up with the EP

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4. Applying

Applying

•  APPLY for your EP!!!!!!! Don’t wait for them to apply – it might take ages!

•  Collect the EP application package (CV, EP form, AN signed by your EP)

•  Send it to TN manager •  Arrange interview for EP •  Prepare your EP for online interview •  Make a follow up after the interview

Applying for GIP 1.  Ensure both the EP form and CV are up-to-date 2.  The EP writes a general cover letter for the AIESEC exchange program

and the International internship experience.

3.  From here they apply for the top 15 Internships on the list, ensuring in each application email that they:

–  Clearly follow any instructions outlined on the TN form –  Use the TN ID as the email subject header

–  Keep the email short and to the point –  Ask for a timeline of shortlisting and a reply even if you are not shortlisted

–  Attach your CV, Cover letter as well as EP ID for the TN manager to view

4.  Record the TNs they have applied for

5.  After 10 days reply to any remaining TN’s on the application list.

5. Follow up on Applications

The EP should be able to give you a report every two weeks:

1. Name: 2. EP ID: 3. Number of TN Managers you contacted so far(from the moment you started the matching process): 4. Number of TN Managers that replied to your emails: 5. Number of TN Managers that contacted you: 6. Number of Acceptance Notes you sent so far: 7. Number of interviews you’ve had so far: 8. What kind of support do you need from AIESEC [your LC]? 9. What feedback do you have for AIESEC [your LC]? ** They should use the TN Tracker:

Following up on Applications Ask the EP: Did you have all of the requirements on the TN form? Did you follow the instructions in the TN form? Did you ask for a reply?

•  If they answer yes to all of the above questions but didn’t get a reply: they should follow up to your previous email / ask for EP Manager’s help

Tips to tell EPs 42  

What does matching mean?

•  It is the process where:

•  They search for internships ( and you help them find an internship )

•  They apply for internships •  They have interactions and interviews with companies

(virtual)

Matching Tips (tell your EPs)

•  Replying to Emails •  Being Flexible and Open Minded •  Knowing their form and CV •  Putting the form correctly on the system •  Professionalism •  Respecting Acceptance Procedures •  Having AIESEC Experience (i.e. being a member)

•  Searching every day to keep up to date with new postings •  Sending many emails of interest but NEVER more than one

acceptance note

Email tips

•  TN/EP ID numbers included •  Name of the organization •  Start date & length •  Local committee/country •  Relevant language/experience for the internship

•  Respecting application deadlines •  Simple, clear, and to the point •  Professional but simple English J •  Asking for the next step…”please send me ____ by this deadline”

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Matched! What Next? 46  

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They exchange Acceptance Notes (AN)

•  Contract for Exchange!

•  This is very serious – cannot break it, can be consequences for the Local Chapter…

Upload Acceptance Notes and Matching Information on EP Online

•  You will be notified by email on the day the EP is realized and on the day the EP comes back.

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Summary: Get your EPs matched!

1.  Get them to “available” on myaiesec.net 2.  Use Search Methods & Tools 3.  Searching & Promotion Strategy 4.  Applying 5.  Following up on Applications

Summary of Tools Matchmaker Campaign Wiki: http://www.myaiesec.net/content/viewwiki.do?contentid=10214484

GIP Matching Group on Facebook: https://www.facebook.com/groups/294001044019410/ GCDP Matching Group on Facebook: https://www.facebook.com/groups/431300036897957/

Remember to add GCDP EPs to the Matching Hub: https://docs.google.com/spreadsheet/ccc?key=0At_mT9-R9KzZdFdrWDJ3R01jb0dLZGsxM3ZLdUc0QVE#gid=2

Promotional Materials: OGX Wiki for promotions & other tools: http://www.myaiesec.net/content/viewwiki.do?contentid=10185063 OGX Partnerships & Advertisements Googledoc: https://docs.google.com/spreadsheet/ccc?key=0At_mT9-R9KzZdHJtdktJSlF5ZVh3dTVJaHhLUE1idFE#gid=15

Available Forms Tracker (search on myaiesec.net)

Thank you.