Talent Training & Education 2012 GUIDE BOOK Autumn2012 AIESEC in Ukraine
Contents: 1. 2. 3. 4. 5. 6.
Talent selection as the process Talent selection stages & goals Application form Interview Assessment centers Talent selection sum up
Powered by MC VP TM 12-13 AIESEC in Ukraine
Talent training and education as a process Talent selection is a process in talent management which helps to increase the skills and knowledge of our members through a mix of theoretical and experience-based learning. Continual education and training is important for performing roles effectively, to get the most of personal and professional development during the AIESEC experience. Good qualitative education process with experienced trainers ensures that we as organization move towards our goals achievement.
Instruments of training & education (GLE) We provide our members with education on all levels of the organizations using six elements of Global Learning Environment (GLE). Individual Discovery and Reflection: We generate spaces where people reflect in what they are learning, what they have learnt, what they have done, what they have achieved, what they DON´T have achieved (and why), if they are in the correct way etc. It happens during selection process on roles while asking specific questions to our members, while goal setting and performance appraisal processes, when people think and reflect on experience they’ve got and discover themselves more while answering questions we’are posing them during talks, intervies or trainings. Team Experiences: All members in our entities are allocated into the teams, where they’re getting practical experience in the field of work they’re resposible for and also learning from each other as they work to achieve one goal for a quite long time. Learning Circles: We provide our members with a space to discuss certain topics (even they’re not related to AIESEC). Usually it happens on the conferences or meetings where people with different profiles and backgrounds are discussing one topic, to find out more about it and to learn from different opinions and experiences of the group participants. The most typical way to hold learning circle is to have brainstorming. Conferences and Seminars: The most popular instrument when the one (trainer) gives an information to a group of people. We use it during our local and Powered by MC VP TM 12-13 AIESEC in Ukraine
national conferences, key and advanced trainings, trainings on LCMs, functional education etc. Mentoring:Every member has an opportunity to have mentor, who helps mentee to find his/her path to personal development. During this time both people are learning from each other. Virtual spaces: We use our myaiesec.net platform and other virtual resources to share our knowledge & ideas, to evaluate our development (CAT - Competency Assessment Tool) and to learn good case practices from all over the world.
Training & Education on Local Level Every member on the local level has access to the same knowledge regardless of LC they’re from. On local level every new member & TMP participant has obligatory to visit Local Induction Conference (LIC), Key Training & Advanced Trainings and receive knowledge which are mentioned in description of sessions which those education events are comprised of and which are developed on the National level. Every participant of TLP has to gain knowledge which are required for TMP and also visit Key & Advanced Trainings for TLP participants and receive knowledge which are mentioned in description of sessions which those education events are comprised of and which are developed on the National level. As well there are recommended additional sessions which can be delivered to TMP & TLP participants at the discretion of Executive Board of the LC. Additional sessions can be held on LCMs, functional meetings or OCPMs, Local Committee Conferences (LCC), education days etc. The final list of these sessions/trainings should be defined based on members needs and has to increase performance of members in their goals achievement. Members needs in knowledge and skills Executive board can get from the HR audit results, current situation and main bottom necks in LC performance (simple SWOT analysis) and main ways to overcome them or simply by questionnaire. Though you should keep in mind that obligatory education has to be a priority in LC and necessary minimum to develop further education of members. Local Committee Conferences preferred to hold 3 times per year: in September, to refresh knowledge of the members after summer and inspire them to work after “hot” summer time;
Powered by MC VP TM 12-13 AIESEC in Ukraine
in February, to increase awareness of members about TLP opportunities in Executive Board and motivation to try themselves on these positions as well as give them additional knowledge based on their needs; in June (sessions are delivered by elected Executive Board), to make members get to know their elected EB better to be prepared to work with them in the next term and increase their interconnection and prepare them for summer time work.
Training & Education on National Level Every year Member Committee forms the conference circle for the next year, which should be voted on the National legislation. There are 4 national conferences referred to education of Executive Boards, conferences for interns & Exchange Participants, functional conferences as well as 2 National Conferences for TMP & TLP participants (New Horizons), which usually happen in a month after wave recruitment is finished. For OCPs of national projects Member Committee organizes national OCPMs, which usually happen a week before project preparation starts. It is crucial for OCPs of national project to visit it. To prepare trainers who can deliver qualitative trainings 2 times per year AIESEC Ukraine organizes Train the Trainer Conferences, where delegates get theoretical & practical knowledge in training preparation & delivery.
Local Induction Conference Local Induction Conferences are the last point of recruitment process and usually are hold for newly recruited members to introduce them into AIESEC and to allocate them into positions which Local Committee currently has. LIC is the first part of obligatory education that should have all members in AIESEC. Local Induction Conference has 3 main blocks: 1) AIESEC as an organization – to make delegates know AIESEC deeply, main opportunities in the organization &benefits from them; 2) Skills development – to start developing the most crucial skills we are necessary to have to perform in organization;
Powered by MC VP TM 12-13 AIESEC in Ukraine
3) Networking –to get to know each other, current AIESEC members, to ensure effective communication, build up the teams in LC. Also we can unite all plenaries into such block as Attitude, because through plenaries chair has to build up right understanding of our culture and involve delegates into it, deliver main messages to create right expectations towards the organization. AIESEC as an organization block consists of next sessions: Session name
Time, min
AIESEC History
30
AIESEC Way & GLE
60
AIESEC XP
60
AIESEC Structure
60
Activating L & X as the main activities of @
45
Current TMP opportunities
60
Session content & outcome - Delegates see the world history flow - Delegates know @ history flow - Delegates see parallels between Worls history flow and AIESEC history flow - Delegates understand AIESEC focuses withing all time of its existance - Main global, national and local dates and events. Global, national and local famous alumni - Delegates know the idea of AIESEC 2015 (briefly) - Delegates got logic of @ Way and why we have it - Delegates remember AIESEC values & 3 key elements by which we develop leaders (Leadership ooprtunities, X & GLE) - Delegated know all GLE elements + additionally they are told about unique platform myaiesec.net as virtual space - AIESEC XP definition is understood & its 3 main stages are clear for delegates - What are the programmes of ELD stage: what do they mean, what are the benefits, how to take it & requirements - Delegates got equainted with GCM (Global Competencies Model) - Delegates know who is Agent of Change & how we develop such people using our XP & GCM - Double XP promo (TMP+X, TLP+X) as the way to become real Change Agent :) - Delegates know and understand the need of every level in organisation: international, GN managers, national, local - Delegates know all GNs - Delegates are aware of opportunities each leavel can offer to them (positions, CEEDs, internships, conferences [but breifly] etc.) - Delegates understand how @ operates on local level and what is waiting for them: TMP/TLP. Got the point of project based LC activities & matrix structure - Delegates know all EB team and understand what they are doing - Functional direction explanation - To show biggest difference between internship XP & Leadership XP - Realization that both of them are cool but can't exist without each other - Delegates are motivated to get full AIESEC XP - Brief description of all projects which delegates can join & number of people expected in team (by directions) - Reminder of functional directions role - Delegates are given the short description of all projects/teams (Printouts), where they have to fill blanks with project and function Powered by MC VP TM 12-13 AIESEC in Ukraine
priorities
What is next
30
- Explanation about LCM, OCM, FTM - Attendance management (e.g. penalty points) - Myaiesec.net registration - Forums, google groups, communiation in LC explanation etc. - Legislation & official enrolment to AIESEC
Skills development block is comprised of: Session name
Time, min
Proactivity
45
Goal-setting
60
Session content & outcome - Delegates know what proactivitymeans & how it deffers from being active - Delegates are ispired to be proactive & understand that AIESECers are proactive - As proactive people they will come tomorrow for the second day of the conference - Delegates get to know what GOAL means - Delegates know why they should have a goal (to know where they want to be in a certain time and how to measure their success) - Ways to set up goals (SMART)
Networking block includes next sessions: Session name
Time, min
GTKEO
60
First OC Meeting
90
Session content & outcome - Delegates get to know each other better to break the ice - They have good mood to start conference - Delegates remember as many names of each other as they can Additional expected outcome: delegates remember each other traits and interests - Starts with allocation ceremony (announce where everyone will work based on their priorities) - Team building or at least smal gtkeo inside teams - Delegates sit in teams with their OCPs and discuss the idea and flow of the project, arrange the next OCM - Delegates sit with their functional area TLs and discuss their functional JD
Opening plenary has to include AIESEC Culture explanation (or it can be separate session in agenda), and closing plenary should be finished by sugar cubes time &include award ceremony of best delegate & best faci Agenda may also include some other sessions at the discretion of agenda manager & TM responsible in LC. It might be team building, or personal effectiveness/time-management/leadership/effective communication/volunteering sessions.
Powered by MC VP TM 12-13 AIESEC in Ukraine
National LIC agenda template is attached.
Key Training for TMP Key Training for TMP is obligatory to visit within first week or maximum two weeks after person was allocated into team to specific position. The main idea of it is to give necessary knowledge for effective team work and qualitative TMP experience. It consists of 2 main blocks: 1) Team work – to provide TMP participants with knowledge on team work and ways to be an effective team member; 2) Functional knowledge – to give our members essential knowledge & skills to work effectively in the direction they’re going to be responsible for in their team. Team block sessions: Session name
Time, min
AIESEC Subsystems
30
What is a team & team life circle
60
Team’s vision, mission & goals
30
Roles & Responsibilities in team
60
Content & outcome - Explanation what are the subsystems, why do we have them - Explain AIESEC subsystems model and role of every subsystem in it - Definition of a team, difference between team & group of people - Types of teams (permanent, temporary, self-managed, virtual, functional etc.) - Team life circle (stages of team formation, motivation & results curves, key behaviors of team members on every stage) - Teams in AIESEC (types of projects & teams in AIESEC: ICX, OGX, non-X, functional etc.; how do we form teams in AIESEC (how to apply for a team, how to change field of fork etc.) - Team vision, mission & goals; their formation & support - OG & MoSes - Examples of teams vision, mission & goals - Personal & team goals - Goal-setting in the team (what & why) [they’ll do it on their OCM together with OC TM] - Team structures (structure supports vision & mission of the team) - Roles in teams: formal & informal - Functional roles in a team; their contribution to the team's goals. - Formal roles: defined by JD, what is JD, JD of OCP & OC (general for all teams + some examples of specific points)
Powered by MC VP TM 12-13 AIESEC in Ukraine
Communication in the team
90
Myaiesec.net for my development
30
Total time:
300
- Functional roles in a team; their contribution to the team's goals - Synergy in team. Definition & examples. - Members’ JDs Q&A - Informal: test Belbina & role of each type of member in the team - Effective communication as the tool for effective team work - Communication components (sensory data, thoughts & feelings): what is it and how to deal with it - Communication barriers - Feedbacking skills: why it is important, guidelines to give & receive feedback - Conflict management: what is a conflict, types of conflict, ways of conflict resolution - Team meetings: their role & flow - Virtual communication, weekly planning & reporting - Team culture (signs, rules etc.) & informal meetings (why they are important) - Explain main things in myaiesec.net in every menu: where & how to pass CAT, set goals, to follow the XP they have got, why it is important to be in team, wiki & files, conversations, news – for communication & development etc.
Functional education: Finance & Legality Session name
Time, min
Financial Subsystem
45
AIESEC=NGO
45
Role of Finance in project
45
Budgeting in projects
60
Role of project budget, how to create it, how to use budget during project preparation &realization, budget evaluation.
Legal issues in project
45
Start of documentation, list of documents in project on each of stages - Planning, preparation, realization, evaluation
Compendium, Finance Policy
60
Internal rules: Explanation of compendium and local rules.
Total time:
300
Content & outcome What Financial subsystem is, its components, interconnections between other subsystems. What non-for-profit organizations are; Why AIESEC is non-forprofit organization, what it means for us. What is finance in project, JD of OC Finance, explanation of each process according to JD, difference between cost of the project and it' expenses, reserves management in project, financial reporting in the project.
External Relations: Powered by MC VP TM 12-13 AIESEC in Ukraine
Session name
Time, min
Introduction and preparation to sales
60
Cold Calls(together
30
with IC GIP)
Cold calls simulation Meetings(together with IC GIP)
Meetings simulation(together
60 45
Content & outcome - To explain sales model in AIESEC - Give understanding what to do on market research stage. - To give understanding of making cold calls and appointments - To explain how to work with objections during calls - To obtain practical skills in cold calls - Work with objections during the call. - To explain how to conduct a meeting and work with objections during the meeting.
45
- To obtain practical skills in meeting conduction - Work with objections during the meeting
Servicing
60
- To explain importance of servicing stage - How to service partners properly.
Total time:
300
with ER)
InComing GIP: Session name
Time, min
IC GIP direction
60
Cold Calls(together
30
with ER)
Cold calls simulation
30
Supply & demand management
30
Meetings(together with
45
ER)
Meetings simulation(together
- What is IC GIP is about? Its main differences & similarities with ER & IC GCDP - RA-MA-RE processes in IC GIP. What is EP &TN. - IC GIP TN vs. IC GCDP TN - Raising: briefly main selling processes on raising stage - Raising preparation: market research - To give understanding of making cold calls and appointments - To explain how to work with objections during calls. - To obtain practical skills in cold calls - Work with objections during the call. - To explain what is supply & demand management - To provide with statistics analysis on GIP EPs profiles available in the system (countries, dates, backgrounds etc.) - To explain how to conduct a meeting and work with objections during the meeting.
45
- To obtain practical skills in meeting conduction - Work with objections during the meeting
45
- XPP as the main regulation document in X - IC GIP contract and main points of it
with ER)
IC GIP regulation in AIESEC Total time:
Content & outcome
300
As you see there are some sessions which are conducted together for 2 commissions (ER & IC GIP). They are Cold calls, Meetings & Meetings simulation. Powered by MC VP TM 12-13 AIESEC in Ukraine
InComing GCDP: Session name
Time, min
IC GCDP essence
30
RA-MA-RE
30
RA-MA-RE pipeline
60
Matching basics
120
Reception and delivery basics
30
IC GCDP crisis management
30
Total time:
300
Content & outcome - To explain role of position in project realization; - Who's intern and why he's needed; - Tips for working in IC GCDP project; - Matter of quality of the project - To explain what's raising, matching and realization, it's role; - Provide with examples what's RA-MA-RE; - Why without RA-MA-RE X won't happen - To deliver understanding of timing for RA-MA-RE; - OC will get to know how much time is needed for which activity; - How to work: matching before raising vs. raising before matching vs. matching+raising - To provide with tools to use for matching: mails, AFT, myaiesec.net, Skype, Gtalk, wiziq, MMs, FB, contacts etc.; - Effective matching; - Interview and how to run it (Theory + simulation) - Interns selection and acceptance policies; - CY & LC cooperations - To explain what's expectations setting and why it's important; - ILs and visa issue; - Building of reception in the project - when to start and which tools to use - To pre-plan risks that might happen and what to do with it: delay with matching / raising / realization
Communications: Session name
Time, min
What is COMM and its responsibilities?
15
Brand & Brand in AIESEC
60
Marketing
15
Content & outcome OC COMMs know what is COMM as functional direction with its goals, tasks and responsibilities. OC COMMs know their JD and feel responsible about their role in project, in LC and in AIESEC in general OC COMMs know what is Brand and can distinguish it from logo and moto. Know fundamental things about AIESEC as brand. Brand XP, Brand Principles, Brand book external/internal. OC COMMs know our positioning Expalin OC COMMs that the Goal of Business is profit and the Goal of AIESEC is ammount of XPs we realize. Make OC COMMs know what is Marketing and how marketing helps companies to achieve their goals, understand what are the main marketing processes and which marketing processes are Powered by MC VP TM 12-13 AIESEC in Ukraine
Effective Communications
60
PR & Press Materials, Media database
90
Communication & Media plan
60
Total time:
300
extreemely important for AIESEC to achieve its organizational goals OC COMMs know what is Comm Channel and what COMM channels we can use in AIESEC. Know how to work in this channel effectively and what measurements can help to understand if we work with these channels effectively or not. OC COMMs know the order of channels from which to start work/preparation and with which to finish OC COMMs understand what is PR and why we need it in AIESEC, know structure of PR. OC COMMs know the structure of external documents used in PR (press-release, press-anons, fact-list, informational list, press-comnique, proposal for media). OC COMMs practiced towrite them. OC COMMs know main steps in media partners raising and main rules how to work with journalists and Medias in general (how to write to them, how to send materials) OC COMM know how distinguish and specify the Target Audience they have in project, understand how to determin benefits for them and how to form messages taking into consideration info about target audience and benefits that are important for them. OC COMMs understand importance of planning, OC COMMs know how to structure all information that they have taken during key training to a structured plan, understand not only how to fill in planning but also how to work with this plan during the project, how to review it and how to optimize it etc.
Talent Management Session name
Time, min
Intro to TM
30
TM processes & GLE
60
Talent selection process 1 (together
75
with OGX)
Content & Outcome - What is TM? - TM Model - OC TM JD in OGX, ICX & non-X projects - TM in synergy with other directions - 12 TM processes, what are they about, who is responsible for them in LC - Global Learning Environment, its uniqueness & elements, their usage in education & members development - What is selection - GCM basics (remind from LIC what is it, which competencies we have in AIESEC, key behaviors) - Profile as the main filter tool in selection (its structure & purpose, competencies) - Ua.join-aiesec.com & AF. How to work with AF. - Invitation on interview. Text to say example. Simulation (cold calls) - Interview logistics preparation. Interview evaluation forms. - Interview flow (+selling part in OGX briefly) - Tips & Tricks for good interview Powered by MC VP TM 12-13 AIESEC in Ukraine
Talent Selection process 2
45
Event agenda management
90
Goal-setting
45
Total time:
300
- GCM advanced: where do we use it else. - Assessment center as selection tool: purpose, flow, tasks - Selection inside the organization: AF (how to create, structure, questions), interview for TMP & TLP - What is agenda management - Event participants (Agenda manager, Conference manager (in non X projects it’s OCP), OC, chair & facilitators (trainers/speakers) and their main responsibilities - AM JD - Content preparation timeline - Agenda creation flow (goals -> blocks -> sessions -> agenda) - Facilitators team management: internal (faci selection (AF in conferences or personal approach on events), communication with facis (faci mailers, on-line meetings, pre and post faci meetings), outlines & their feedback. - Facilitators team management: external. ER+TM synergy & learning partners raising. Basics of ER processes (research, cold calls, meetings, assignment & servicing). Work with external speakers on the content: meetings, goals explanation, session content discussion & agreement. Logistics preparation. - Pre- & post faci meetings’ agenda. Content evaluation (feedback from delegates) - Goal setting as TM process - Goal setting in project (when, how, what), goals review - Goal setting ways (SMART) - Goal setting templates & how to fill in
OGX Session name
Time. min
OGX as direction
90
Talent selection process 1 (together
75
with OGX)
Content & Outcome - OGX Goal, direction description - Role of OGX for Ukraine during term 12-13 and generally - Main processes in OGX (RA-MA-RE) and activities during each process - XPP basics - OGX project team structure, OC OGX JD - OGX in synergy with other directions (especially with Com on OGX promo) - What is selection - GCM basics (remind from LIC what is it, which competencies we have in AIESEC, key behaviors) - Profile as the main filter tool in selection (its structure & purpose, competencies) - Ua.join-aiesec.com & AF. How to work with AF. - Invitation on interview. Text to say example. Simulation (cold calls)
Powered by MC VP TM 12-13 AIESEC in Ukraine
- Interview logistics preparation. Interview evaluation forms. - Interview flow (+selling part in OGX briefly) - Tips & Tricks for good interview Raising + selection (together
45
OGX interview specific feature: selling during the interview. Interview simulation.
After interiview
30
Communication with candidate after interview, contract signing, EP raising
How to use myaiesec.net
45
Ways of TN searching, how to apply for GCDP & GIP
Matching
60
How to communicate with TN-managers, matching tools, work with cooperations, what is AN, ML, CL, IL. How to write quality CV, its structure. Simulation.
Total time:
300
with OC TM in OGX projects)
So as you may see there are some synergies you have to organize and keep in mind. Session about talent selection you have to run for 2 full commissions: OGX & TM. After it OC TM in OGX are staying in OGX and have session about selling during interview & try themselves on interview simulation. And then they’re join other OC TM (what had session about talent selection part 2) and all together separately from OGX listen to Agenda management & Goal-setting sessions, while OGX commission has their own session.
Powered by MC VP TM 12-13 AIESEC in Ukraine
