Recruitment Guide AIESEC Norway 11-12
RECRUITMENT IN AIESEC NORWAY
This guide will help you plan and create and design all the steps of your upcoming recruitment. Now all you have to do is implement what you’ve learned… REMEMBER..no one but you can make this recruitment successful. Good luck !!
PLANNING THE RECRUITMENT
page … 3
PROMOTION
page … 8
SELECTION
page 11
INDUCTION
page. 12
Library
page. 13
Planning the recruitment 1. Recruitment flow 1.1.
What are the steps of the recruitment and what do they represent?
The recruitment flow in AIESEC Norway looks like this:
Where, Planning – is the stage where the Recruitment Responsible plans how this project will be run. The questions that you have to answer in this stage are: o What should happen in each stage of the recruitment? o How should we ensure the success of this project? o When should we do what? o Who should be responsible for what? o What are our goals for each stage?
Promotion – is the stage where the recruitment team will have to design and implement the promotion campaign that they want to run. At the end of this stage, the most important success indicator is “number of people that applied in AIESEC”.
Selection – is the phase where the people who applied in AIESEC will go through a series of selection stages where they will be evaluated if they are the suitable candidates for AIESEC. At the end of this stage, the most important success indicator is “number of people that joined AIESEC”.
Induction – this is the phase where we already have selected our new members and now we are giving them the “Introduction to AIESEC”. Here they have the opportunity to understand better the organization.
1.2.
What do I need to do in order to prepare for each step?
For planning you need to: o Know how to plan the project, o Get some inside information for the older members from your LC on how they ran their recruitment, o Have your plan done from time so that you can also start working from time, o Ask for feedback and guidance from your EB or MC.
For promotion you need: o To have very clear in your mind what kind of people you want to attract to the organization, o Build a promotion campaign that will bring you exactly the people that you need, Know the communication channels that work in your school, know where and how to book stands and info-meetings, where can you have online promotion, etc. o Make sure that you respect the AIESEC brand, o Ask for feedback and guidance from your EB or MC.
For selection you need: o To know what are the stages that you want your applicants to go through before becoming members of the organization, o Prepare the materials for each stage, o Prepare the people that will participate in each stage, in order for them to be able to evaluate properly the applicants, o A very good schedule for the time when you start evaluating your candidates because it’s a process that should be handled with a lot of care. Remember: your members will be as good as you selected them.
For induction you need: o First of all NEW MEMBERS, so make sure that you will achieve your objectives in the previous stages o To plan what knowledge you want to give them and when, o To know who should deliver the induction trainings and also when (here you can get some assistance from your EB. They can suggest the appropriate people to deliver different trainings for this stage).
2. Planning Let’s see an easy and simple way of planning any project:
Main goal – the main goal defines here your main deliverable in the project (eg: for recruitment it can be number of people that become AIESEC members) Initiative – Here initiatives define what are the main actions you are going to take in order to reach your main goal (eg: promotion, selection, induction, etc) Activity – each initiative will be then broken down into activities. These are the steps you need to take in order to reach each initiative. Here, it’s very important to also define for each activity the deadlines, the target desired and the responsible. - Timeline – when this specific activity should be done, - Responsible – who should do it, - Target – what is the numerical target that will describe the success of the activity (eg: if the activity is to send promotion emails, the target can be to send the email to 100 students)
REMEMBER:
When you set any kind of goals or targets make sure that you will set SMART* objectives on them!! SMART1 Objectives* =>
3. What do I need to do here, before I go to the next stage? In order to be able to start planning any other stage you need to define some basic elements that influence the entire recruitment:
Members’ profile – defines what kind of people you want to recruit in the organization. This should be made based on your year ambitions and plan. Answer this question: What kind of people do you need in the organization so that you can achieve your ambition, your objectives? What should you include here: -
Year of study, profile of the studies How much time you would like them to invest in AIESEC What are the main characteristics that you would like to see in the future members (example: results oriented, self aware, etc)
How should it look like? – a simple document that everyone has access to it at all times. Why is this important? – based on this you will know how to build your promotion (what you have to communicate in order to attract the members that you need) and also you will know what to look for in the selection period.
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More about SMART objectives here - http://www.projectsmart.co.uk/smart-goals.html
HR2 plan – defines how many people you need and what positions should they have in the LC. How should it look like?
(this is an example from UiO from 2010)
Why is this important? – This will give you an overview of the LC, it will give your members clarity in terms of what their path can be in AIESEC.
Job Descriptions3 – these are the documents that describe:
The main responsibilities of each position What are the expected outcomes from the person who will have this position What should be the requirements from a person that has this position
How should it look like? – a simple and explicit document that contains all the above Why is this important? – This will give clarity to the people that want a specific position. They will know what are they supposed to do and what they should deliver (what their results should be). Also, for the leader of the team this is a tool that can be used to track the performance and development of his/her members.
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HR – human resources More about JDs here - http://humanresources.about.com/od/jobdescriptions/g/job_description.htm
Promotion 1. Planning the promotion What are the things you have to consider when planning the promotion period?
Do you know and understand what is the profile of the member you are looking for? Do you know which are the best communication channels4 you can use? Do you know who you have to talk to from the university in order to be able to run the promotion without any problems? (who do you have to contact for booking rooms for infomeetings, who should you talk to if you want to be promoted in the school newspaper, etc) Do you know how to promote AIESEC? Do you know how much you should promote in order to get the number of applicants you need? (how many infomeetings you should have, how many emails you have to send in order to achieve the application goal) Who will be involved in promotion? Who will create the image of the recruitment? (example: promotion materials: posters, stickers, business cards, flyers or brochures, etc)
Make sure that you: -
Follow the regulations of the AIESEC brand when you are making your materials (if you are not about something, ask your MCVP Communication, Dasha) Ask the people in your LC that have run this project for advice about where and how to promote AIESEC in order to get the results that you want.
2. Delivering the promotion period What is the first thing I have to do in order to ensure a good delivery of the promotion period? Make sure that you have a detailed promotion plan. This should contain: o Where and when do you plan to have your events (infomeetings), send emails, hang up posters, have class-shouts, have stands, etc. o Who should deliver or be involved in all of the events mentioned above. o How and when the people who are responsible for delivery will prepare (here, pay attention at how well people prepare for the infomeetings, in terms of agenda and 4
Communication channels – FB, email lists, class-shouts, infomeetings, physical materials like posters or flyers, school newspaper, school website, etc.
what they should present and make sure that people know how to “sell” AIESEC to the students)
Suggestion: Have a training/preparation for the people who will promote AIESEC. Make sre that they know what to say and how to say it (you can have a cool event, “Train the promoters”, where you can present what people should say in promotion, you can have simulations and give people feedback on how they present. This way you also give people confidence that they can stand in front of 100 students and present AIESEC and also people will be more motivated to do it)
CREATE EXCITEMENT IN THE LC AROUND PROMOTION AND RECRUITMENT as a project. Recruitment is the most important project you will ever run….this project ensures the continuity of the organization in terms of members. Everyone should contribute one way or another. Make sure that you know how to engage people in this.
3. How to package your product? The products that we have to offer to students that want to become AIESEC Members are: Team Member Experience
Team Leader Experience
General program package Program Name Program Tagline Selling point Story showcase Program information
Example (this is just a fictional example ): Program Name – Project Manager Active Summer Program Tagline – “Experience your leadership potential” Selling point - Practice leadership and management by leading a team and managing a project - Work in a project that will offer a cultural preparation for 50 high school students - Offer the chance to 5 international students to experience Norway and what it means to be a trainer. Story showcase – Andreas, project manager Active Summer 2010 “My experience as a project manager for Active Summer was one of the most rewarding and challenging experiences for me. I managed to experience what it really means to lead a team and a project. I learned how to manage a project from the planning phase to execution and evaluation. I can say that this experience gave me the chance to actively practice the knowledge I am receiving from school. I am very happy that I took the opportunity and I would recommend it to anyone who want to experience leadership and management in a dynamic and international environment, AIESEC.” Program information - Average working time – 20 hours/week - Project starts on 10th December and finishes on the 20th January
Selection First of all you should decide how the selection process looks like – this means that you have to define how many stages does the selection have and what do you want to test in each of them. The main stages in the selection process are:
Application form – the first stage where you can find out some information about the candidates (age, school, major, year of study), their motivation, where did they hear about AIESEC (this is quite important since you can evaluate which communication channels were effective), etc. Personal Interview – in this stage you can go more into debt and evaluate based on your defined profile if the candidate is suitable or not for AIESEC. Usually the personal interview is conducted with one candidate at a time by 2 AIESEC members (main interviewer – the one who asks the questions and has an overview of what are the things that should be tested and the second interviewer – who can take notes regarding the answers of the candidate, notes that can help you in the evaluation)
Here, it’s very helpful to have some materials that can help the interviewers like: - The profile of the member that you defined at the beginning of the recruitment - Interview guide (what questions to ask in order to test a specific quality you are looking for. Assessment Center – this stage is only relevant if you know exactly what you want to test in the participants. This means that the tasks that you give them here have to have a clear purpose and the people who are evaluating the candidates understand and know how to evaluate their performance. You can also use this occasion to explain what AIESEC is again. Just make sure that you are able to explain what AIESEC is and how it works without using “AIESEC terms” or abbreviations. Make it as clear as possible and remember that you are selling AIESEC to someone that has never heard about us before. (This is just a proposal, the flow of the selection can be changed based on the LC needs)
Suggestion: Organize a small preparation/training for the people who will be involved in selection (“Train the Interviewers”) where you present the profile of the members, the steps of the selection, how to evaluate the candidates in each stage, how should the interviewers attitude be during the selection. Don’t forget: to announce and give feedback to the ones that were not selected !
Induction In this stage we already have the new members in the organization and we have to ensure that they understand fully what the organization is and how it works. What should induction contain?
Training/ Preparation ABOUT AIESEC: o History of the organization o Structure of the international organization o AIESEC experience o Structure of AIESEC Norway (MC – EB -> roles) o AIESEC Norway vision for the term and objectives o Projects run in AIESEC Norway o LC ambition for the term and objectives o Projects run in the LC and their objectives Functional area preparation o Each area to prepare a training about how to work in that particular area, what are the processes, etc. Myaiesec.net registration o Step 1 - Each member has to go to the platform and create an account. o Step 2 – the member has to be approved from someone in the EB o Step 3 – the member has to go on “My experience” -> “Programmes and Phases” -> “Take team member programme” and fill in the required information o Step 4 – the VP or the Project manager has to assign the new member to a team (if the new member is on a leadership position he/she has to apply for “team member programme”, wait until they get approved and then create the team he/she will run). Team building – integrate the new members to the functional teams, in the LC…make them feel like they belong.
Remember: -
The induction should be prepared very well! If the induction is qualitative and extensive, the new members will be more prepared to start working in AIESEC, they will understand better the organization and will be able to perform faster.
Library Here you have some materials that were used in the previous recruitment:
Members profile in AIESEC Norway HR plan template Guidelines – application form Guidelines – personal interview Individual interview evaluation Guidelines – assessment center
Preparation booklet for new members (about AIESEC) How to use GIP and GCDP on myaiesec.net How to use TMP and TLP on myaiesec.net
Being a member in AIESEC Norway