Outgoing Preparation Seminar

SUMMER 2014

Engagement With AIESEC

Neha AliVice President Outgoing Exchange

AIESEC in Islamabad

AGENDA

• The AIESEC Way!• The AIESEC Experience!• Matching• Realizations• Expectation Setting

What is AIESEC Way?

What we envision

What is AIESEC?

Impact

The way we do it

Your Values

?

Our values

The idea for an organisation that would be …

international

non-political

not-for-profit

student-runindependent educational

non-discriminatory

• AIESEC jargon• P: President.• EB: Executive board.• TL: Someone taking a Team Leader Program• TM: Someone taking a Team Member Program• TN Manager: Someone managing a TN form• EP Manager: Someone managing an EP form• Account Manager: Someone managing an organization on the

system• Engager: Someone who just registered and has not taken any of the

ELD Programs• GIP/GCDP: Someone taking either the GIP or GCDP program.

EXCHANGE PROGRAMMES

AIESEC in Numbers

1948- 2013124 Countries and territories2.300 Universities86.000 Members

AIESEC WAY : the way we do it !

The AIESEC experience

Match Me!

Haven’t been matched yet?

DON’T WORRY! We are still here!

So in order to get matched,

there are some SPECIAL people in the LC called . . . . .

EP MANAGERS !!

The EP Managers role is really important towards facilitating your experience and actually helping you to find a position.

So make sure that both you and your EP Manager understand each other needs!

For example, in order to have a good co-operation:

communicate every day share with each other your calendar and

availabilityHave a weekly planShare your needsetc.

During this cooperation you will be asked to do INTERVIEWS in order to find a suitable position.

REMEMBER: Interviews play a very important role in order to get accepted !!!

Scenarios

# 1 You want to go to Portugal. You do the interview and you are not selected.

TIPSDon’t get disappointedThere is always a reason for not selecting youAsk for the reasonAsk for feedback in order to become better

for the next interviewYou can always try another city of Portugal

# 2 You have conducted interviews with some LCs in Italy and you are not selected. What do you do?

TIPSRemember the interview and evaluate

yourself. What did you do good/wrong?Ask feedback from the interviewers and

capitalize on it.Also your EP Manager is there to help you! He

can help you train on your interview skills in order to become better

# 3 You only want to go to selected country/ies and they don’t select you. What are my options?

TIPSKeep in mind all the previous tips

REMEMBER

Always keep in mind the reasons for taking the internship opportunity. Why did you apply? What do you want to achieve?

By doing this you keep your eyes on the goal and you don’t get too disappointed or de-motivated. BECAUSE this is the true essence of your actions!

IMPORTANT:During the first 3 weeks you can apply to your first priority

country.There is always the possibility to not select you as we saw.So you have to be flexible and OPEN to other countries/projects.As a matter of fact the actual position is important and makes

the difference. Not the country.

After the 3 weeks you can apply to other countries/projects. BUT keep in mind the above. Be flexible and have some countries/projects prioritized in order to have successful matching.

What we’ve been up to…

• Partnerships• Thiland – Bangkok University• Thiland – Chulalongkorn University• Thiland – Thammast Universty

How To Give a Good Interview

• Be there on time. If missed, reschedule ASAP!• Be honest.• Don’t beat around the bush, straightforward answers.• Use the web cam.• Read up on the LC, the TN and the surrounding areas.• Ask for pictures of the accommodation.• ASK QUESTIONS!

After the Interview

• If successful: - Ask your EP Manager for the AN ASAP! Do not delay this step in any condition.- Keep in contact with the interviewer/ TN Manager till you get all your papers (TNAN & IL).

• If unsuccessful:

- Get in touch with EP Manager and give them the TN ID, maybe someone else might be more suitable.- Don’t get discouraged, keep applying.

After being selected

EXCHANGE YOUR ANs!!!

Realizations

Visa Friendly Countries

Indonesia, Mauritius, Sri Lanka, Thailand, Turkey, Egypt, Georgia, African countries ( Cambodia, Kenya, Mozambique, South Africa, Uganda and Togo) & Central Asian Republics

Before you apply•Passport valid for at least six months•An Invitation Letter from the host LC-accommodation status and address-inquire about visa type needed, from the TN Manager•Check airfare

Important

• POLIO CERTIFICATE

Additional documents (may be needed)-Letter from university-Bank Statement-Passport sized photos-TN and EP ANs-confirmed eTicket-other (vary)

EP Contract

Refundable Security Deposit

Rs.5000 for GCDPRs.10,000 for GIP

Breaking Matches

DON’T DO IT, please.

My Role AND RIGHTS

XPPNope!... I’ve never heard about that before…

XPP stands for

PP

Xchange

rogramolicies

They are important because…They make a standard

Contain rights and

responsibilities of EPs TN

Organizations

Hosting LC Sending LC

Where are they?

This file can be found in our my.aiesec.net system :D

Select files section

Write XPP or the whole name

And run the search!

Once you download the file…

Sending Entity

Documents

EP Documen

tsTN

Organization

Documents

Hosting Entity

Documents

Members Committees &

AIESEC International Documents

What is in them??1. Definitions

2. General Policies3. Selection Policies4. Matching Policies5. Acceptance Policies6. Post-Match Policies7. Preparation Policies8. Integration and Reception Policies9. Re-Integration Policies10. Complaint Procedure Policies

Each of the 5 files

Please, don’t panic!

You only need to know…

EVERYTHINGIt is important to be aware of your own responsibilities, and the responsibilities of your sending and hosting LC

DefinitionsGlobal Exchange Program or Exchange

Exchange Participant (EP) or InternOrganization (TN Taker)Local Committee (LC)Sending AIESEC Entity (SE)Hosting AIESEC Entity (HE)Member Committee (MC)Sponsor Member or Sponsoring CountryAIESEC International

case 1Different Job Description than the one at the

TN form.

case 2Invitation letter that is needed not in time

These ARE your rights

Make sure you are aware of them ;)

What about my Role ?

Remember the contract ;)

• Attend preparation events and complete the preparation requirements of the country and territory as stated in this document

• Communicate constantly with the Home LC of the matching status and any changes of preferences or issues that arise.

• Personal preparation on specific legal policies of the hosting country

• Purchase an international insurance that covers at least expenses of illness and accidents for the whole duration of stay in the Host Country before departure to host Country.

• Complete the 3 surveys throughout the process about your satisfaction from the programme. The surveys will be automatically sent to the participant. (NPS)

• Provide the Local Committee with materials with storytelling of your experience and showcasing documents (videos, photos, etc)

• Both Exchange Participant and sending AIESEC entity should actively and constantly communicate on a weekly basis, from the time you have been accepted.

Better in Time

Do you know what is “NPS” ?

NPS = NET PROMOTERS NPS = NET PROMOTERS SCORESCORE

Why do we

have it?

Hear how your experience is going so we can understand how to support you immediately.

Use your feedback to improve our operations.

Know if we are doing a good job in changing your life!

But what is it

practically?

Net Promoter Score (NPS) measures the loyalty that exists between a Provider and a consumer:

The provider is the entity (AIESEC) that is asking the questions on the NPS survey.

The Consumer is the respondent (EP) to an NPS survey.

So it’s a SURVEY

NPS is based on a direct question: How likely are you to recommend our company/product/service to your friends and colleagues?

The scoring for this answer is most often based on a 0 to 10 scale.

What are the

results?

0-6: Detractor

7-8: Passive

9-10: Promoter

When do you fill the NPS survey?You will receive 3 surveys during your experience, in different

moments:Right after you’ve been accepted for an internship – Match

surveyRight after you’ve started you internship – Realization surveyRight after you’ve finish you internship – Completion survey

Opportunity to give us feedback about your induction, selection, our support in finding

your internship, our support in getting you visa and our communication with you

“I have asked many times for an EP manager that would be responsible for me, but they made

somebody responsible for me after my match..So, I didn't like the matching support..”

So after you find a suitable internship and your status turns to “matched”

You will receive the NPS survey on myaiesec.net

Opportunity to gives us feedback about your cultural preparation by your home entity,

integration and logistical support by your host entity and the clarity and alignment of your job

description.

“The job must start immediately”

So after you arrive at the country abroad and your status turns to “realized”

You will receive the NPS survey on myaiesec.net

For Global Community Development: A cross-cultural living and working experience,

The opportunity to create positive societal impact, Personal Development and overall AIESEC support

So after you complete you experience and you return back to Greece

You will receive the NPS survey on myaiesec.netVideo!

For example:

#1 You arrive in Romania. You agreed that you would in an apartment with other interns. They inform you there is no place to stay for the next 10 days and that you will switch homes between AIESEC members until then

#2 You arrive in Poland. They inform you that your project will not begin until next week and you are dissatisfied with that.

So YOU NEED to fill the NPS survey. Write down your comments and the situation in order to let us know what is happening.

We will check the results and communicate with you within a few days!

When this happens a case opens. This means that we treat each one of you individually and try to help and support you. When the challenge is solved the case closes

For example:

We are here for you! Because we care for you and the experience you are about to get!

By filling the NPS we:Can provide quality to the experienceWe will know your challenges and can change things for better

For example:

So WHY is it important to fill the NPS survey?

When do you fill it?

Welcome ABOARD

• Networking• Ambassador• Culture Shock• How to survive

Personal Networking

A Structured Guide in Approaching “Friendship”

Expectation Setting1. Understand the importance of networking

during this experience

2. The purpose of the session is to allow you to develop a “Personal Networking Plan”

3. Overall aim is to help give you an organized and more effective mechanism on how to network during your EXPLORE experience

Why is Networking important ?

Expand your network Exposed to new ideas and opportunities Share common experiences Friendship/ Relationship New culture and perspectives Those people will help you in the long runFor example

Accommodate you while visiting their country Co-operate in a future project Promote job opportunities to you

And MANY MOREEE!

Make a Friend

• Be nice. This is the time to establish a proper relationship Make friends, make a connection, exchange contacts You might not get to the point at initial meet but

you’ll be adding another list 1 contact to your hitlist ;-)

Know what to say and when it’s time to walk away. . .

Closing the conversation is JUST as important as establishing it and carrying it.

Being an Ambassador

How would you Present

Pakistan?

Presenting

• Hold a presentation• Show photos about famous places,

buildings• Show Pakistani songs, maybe sing them• Show Pakistani dances, maybe dance

them• Organize Cultural nights (cooking &

music)• Bring the flag, card postals, small gifts

Presenting

• Bring Pakistani food (mastiha gums, etc)• Taste Pakistani drinks

• Lassi, Roh afza etc

• Cook a meal• Baryani, Karhani, Donor Kabab, Gola Ganda

etc

talking about Pakistan in general conversations

• not when you explicitly present it• like: you would talk about general behavior

of Pakistani • economy, politics, public transport, media• everyday problems etc.

Representing

• How much do you identify yourself as a Pakistani when being with other nationalities?

• How much do you identify yourself as a Pakistani being abroad, with Pakistanis?

General behaviourdo others see you as yourself or

representing Pakistan?• at work• at home with flat mates• evening talks• parties• events

Are you ready to become Ambassadors of Pakistan?

•Who is READY???

culture shock

the trauma you experience when you move into a culture different from your home culture” (Chaney, Martin)

What is culture??

Culture is a system of beliefs and values shared by a particular group of people.

Culture is the collective programming of the mind which distinguishes the members of

one human group from another.

Cultural differences

The best cooks…..The best mechanics…..The greatest lovers…..

The worst smelling people…

The most religious…

Who do you think is…? Complete the gaps!

The best cookers French The best mechanics German

The greatest lovers Italians, BraziliansThe worst smelling people Indian

The most religious Arabs

Were your answers these ones?

Stereotypes

Let’s watch a movie!

WE JUST SEE THE TOP OF THE ICEBERG!

Honeymoon Period

Culture Shock

Recovery

Adjustment Stage

Reverse Culture Shock

Honeymoon period• VIP feeling • Constant emotions, optimism and

adventure • Astonishment, happiness• A large wish to see new places and things

and meet a large number of new people

Symptoms of Culture Shock

AnxietyHelplessnessDepressionSelf doubtExcessive fear if

being robbed/ injured

Loneliness

HomesicknessBoredom

Fatigue InsecurityStereotypes for the

new culture, “ my culture is better than this one”

What causes?• Language / Climate• Religion• Food• Education• Way of thinking and decision-making• Body language…

What are you going to

do about it???

Dealing with It

10. Keep busy and active (Sport, work, party, travel)

9. Establish strong friendship with people from the host culture

8. Make a list of positive things about the culture and look through it occasionally

7. Realize that everyone who goes abroad experiences culture shock

Dealing with It6. Be an avid learner about the

country. Find out all the information you can

5. Try to trace every “strange action” to its underlying values

4. Find someone from your country that has been there longer. Use that person to gain perspective

Dealing with It

3. Regular personal reflection (write diary, blog, have a reflection “place”, TALK)

2. Work at maintaining a healthy sense of humor. Be ready to laugh at yourself

1. When talking about experiences, focus on your feelings rather than the causes

Recovery Exploration and need of more information about the culture New optimistic attitude Beginning process of constructive criticism, researching the similarities between the two cultures Understanding the culture and people more Becoming an ambassador between the two cultures

Adjustment stage

- More adventurous- Seek new learning opportunities- Try out new approaches- Feel more motivated- Seek the company of others- Desire to explore returns- Accept the things that cannot be changed- Eventually assimilate the changes

Reverse culture shockGoing home…

Desorientation and readjustment to one’s own culture

IrritationBoredom

4 stages:1. Disengagement2. Initial euphoria3. Irritability and hostility4. Readjustment and adaptation

Worst case scenarios

Before you leave, confirm that someone is going to pick you up and confirm your flight arrival time

Have the contacts of people from your LC

Have the address of where you are going to stay

Have some local currency on you to get a taxi to your address

The AIESEC representative picks you up, leaves you at

your new accommodation

, then disappears

Key Points

Meet up with other trainees or foreigners in that country

Befriend people from work

See it as a challenge!

Key PointsAsk for photos of your accommodation

Ask interns there about feedback.

Speak to the AIESECers – explain that you are unhappy and ask for their help. They may not realize it but it is unacceptable.

Key PointsDon’t panic!

Speak to locals – your colleagues, the AIESECers

Contact the Pakistani Embassy – what is their advice?

Phone home – reassure your family

Wrap Up...Wrap Up...

Culture Shock - Natural, but with preparation can be reduced

The Importance of Staying in Contact With Us!

• No matter what happens while you are abroad, AIESEC Pakistan is still here as a support network

• We not only need to know but also WANT to know how your traineeship is coming along!

• If you are not getting the necessary support we may be able to do something for you from Pakistan.

What to do if…(Worse Case Scenarios)

No one turns up at the airport upon your

arrival

Key points

Before you leave you have confirmed who is going to pick you up and you have confirmed your flight arrival time

You have the contact details of at least three people from your host LC

You have address of where you are staying. You have enough local currency to get a taxi to where you are staying

Suddenly you have to change apartment and move to another one with better conditions but far away

from your work. How do you handle the issue?

Key points

Don’t Panic or get disappointed

Speak with the responsible AIESEC member, explain the situation and try to come up with a common solution

You find your roommate’s habits very annoying and he/she doesn’t seem to understand no matter how

many times have you told him/ her. How do you approach the issue?

Key points

Try to get into his/her shoes. Ask yourself “Why does he behave like that”? “Dows he know he is annoying or is this something usual for him/her”? Try to understand your roommate Share how you feel about this with him/her and find common ground

*After all its part of the experience – You become more culturally aware and open-minded through that If the situation doesn’t get better you can always switch rooms or roommate

The AIESEC representative picks you up, deposits you at your designated accommodation, then disappears

Key points

Be proactive Before the representative leaves – find out when they are coming back

Call some AIESECers or trainees

Get to know country before coming there

If AIESEC don’t seem to be

contacting you…

Key points

Contact them!

Be proactive, if you try to get involved with them they’ll more than likely want to get involved with you.

You were mugged and your passport was amongst the stolen

items

Key points

Report it to the police

Contact your travel insurance company and make a claim for your stolen property

Contact home – someone should have a copy of your documentation

Phone / contact the embassy as soon as you can – they will advise you on what you need to do

Your job isn’t challenging you or you’re bored with it

Key points

Speak to both your TN manager in the host country and also to your employer!

Do some volunteer work, join AIESEC there

There is political unrest in your country

Key points

Don’t panic!

Speak to locals – your colleagues, the AIESECers

Contact the Embassy – what is their advice?

Visit the Department of Foreign Affairs & Trade website

Phone home – reassure your family

The AIESECers are on holiday or have exams whilst you are there

Key points Be proactive

Try and find out information like this before you arrive or as soon as you arrive – plan for it.

Hang out with trainees, other LCs or MC

Hang out with your co-workers and other young people

Be understanding – you know what it’s like to be a university student!

You are unhappy with the accommodation

arrangements that AIESEC has provided in

your host country

Key points

Speak to the AIESECers – explain how you are unhappy and ask for their help. They may not realise it is unacceptable. Be proactive, find somewhere else! Your wage should be enough to afford for somewhere better. Speak to the other trainees – is there any accommodation available?

You become seriously ill and need

hospital treatment

Key points

When you arrive find out where your nearest hospital and doctors are.

Make sure you have travel insurance which covers your medical needs

Keep in contact with home and AIESEC

If you need to – come home

You are suffering from a bout of

homesickness

Key points Bring photos from home on exchange Before leaving, schedule regular email or phone contact with people back home Be proactive – get out and do something to break to cycle Remain positive – the experience may help you appreciate your life at home more Go sight-seeing Visit friends in the host country Care packages

The Importance of remaining in contact with us!

No matter what happens whilst abroad your LC is still there as a support network

We not only need to know but also WANT to know how your traineeships is coming along!

If you are not getting the support necessary we may be able to do something for you from here.

The End

Q&AMEET THE HOTSEAT

P.S: don’t forget to sign your EP contract and take your booklet from us today. Good luck!