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Bottleneck around delivery oc ps and ebs

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Justyna Borucka
Justyna Borucka

The document discusses issues with AIESEC's global exchange delivery process from the perspectives of both exchange participants (EPs) and training network takers (TN takers). It identifies the main problems as the process being too long, with communication problems and a lack of alignment between supply and demand. The document also analyzes surveys of rejected EPs and interviews with TN takers. It suggests the key wastes in the process are duration, repetition, overproduction, and misalignment. Improving cultural understanding, setting proper expectations, and shortening deadlines could help shorten the process.

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Global Support Team anylsis Materials from GST 12-13 How you can use it? Go through and take inputs! Basically one of the main problems in GIP is too long process Still a lot of improvements we can do ourselves
Information about research 2 types of surveys run among EPs with rejected EP forms: - Short survey 110 responses - Long survey - responses (Toms survey) Survey run among EPs who are available for 60+ days Interviews with Polish LCVP OGXs
Short survey for rejected EPs
Short survey for rejected EPs 110 responses from all the regions 75 GIP EPs 35 GCDP EPs
What are the main reasons of not going for exchange? Too long process (e.g.problems with status changing) Lack of suitable TNs Personal issues Choosing another programme in the process/ finding the job locally Problems with matching Many choices in the database and difficulties to choose Wrong selection process, lack of knowledge about supply & demand be really sure that potential EP is matchable
What are the main reasons of not going for exchange? Exchange fee was too expensive Communication with the sending entity Communication with potential hosting entities Recruiting wrong people/setting expectations: - I wasnt the best candidate for internship - I have not found the program which I looked for GIP for psychologist, counsellor in North Europe, Great Britain, Canada or Australia I took TLP/CEEDership opportunity instead Transition process in the LCs/MCs/AI is the time when communication gets longer and more EPs resign because of it
98% of EPs perceive the process as long .
What are the main reasons EPs can not match in less than 2 months? Too high expectations of TN takers/ EPs do not have enough experience Communication problems Long process Confusion with the AIESEC shortcuts and names of LC (example: in MoC) Confusion of EPs about how many TNs there are EP managers are not enough motivated
What could AIESEC do better? Nothing, AIESEC did a perfect job Give more information about visa processes More user-friendly website Motivate somehow TN managers to reply Be more reachable Faster selection process
What could AIESEC do better? Advertising the TNs for concrete peaks More specific information about the quality of the program Strict rules of cooperation with TN Takers, timeline of selection for TNs, introducing expiration date of TNs Giving limited opportunities for GCDP internships to EPs (lack of access to my@net for GCDP EPs) Ongoing recruitments
Customer eXPerience project: TN Takers analysis
Main outcomes of interviewing TN Takers They like that AIESEC takes care of all the formal issues and preparation of an intern to come to a new country Some of them would prefer to have access to the database to be able to look for interns by themselves Communication channel between TN manager and TN Taker should be improved, though in general they see that they should be more involved in it, too They would appreciate more structured way of presenting what kind of supply we have, specifing the country of origin, languages of EPs and their backgrounds.
Main outcomes of interviewing TN Takers The process takes too much time Both sides should follow the key deadlines EPs presentation, pre-screening and interviews should happen in the agreed timeline and should be respected.
What are 3 main advantages of the current process Preparation phase Support with all the formalities (visa, etc) Support throughout the process of EP manager
What are the biggest bottlenecks of the current process? Too long process: - Administration of the system (status changes etc.) - Several selection processes - Lack of centralized document storing 1
What are the biggest bottlenecks of the current process? Communication problems: - Difficulties choosing the TNs, EPs can apply for unlimited amount of TNs - Too much traffic in the mailbox of TN managers - Lack of S&D understanding - Attitude of members - TN Takers do not have access to the platform 2
What are the biggest bottlenecks of the current process? Promotion: - Not enough usage of social media, not engaging our potential customers in discussions enough, - Not levaraging our promoters - Difficulties with targetted promotion 3
The WASTES of our exchange delivery process are.. 1.Duration (it takes too much time) - AIESEC focused, not customer focused - Flexibility in operations - Non-aligned selection - Lack of knowledge in supply and demand 2. Repetition - Multiple selection rounds - Unnecessary steps - Maximises if there is a problem
The WASTES of our exchange delivery process are.. 3.Overproduction (there are people who dont get an experience) - Wrong selection - Too many EPs - Lack of knowledge in supply & demand 4.Misalignment in supply & demand (they dont do what they want) 5.Misalignment in needs and received services (they expect something, but the they dont get it) 6.Lack of cultural understanding
The VALUE we provide to the customer (TN) is 1. International talents with the right background for the right JD 2. Professionalism in service and delivery 3. Accessibility, clarity of opportunities
The WASTES of our exchange delivery process are.. 1.No fulfilment of the need (they dont get a person) - We dont reach the right people - Sales Education 2.Misalignment in the supply and demand (they dont get the right person) - Unsustainable tools - Weird forms - Lack of issue definement for GCDP
The WASTES of our exchange delivery process are.. 3.Duration (it takes too much time) - AIESEC focused, not customer focused - Flexibility in operations - Non-aligned selection - Lack of knowledge in supply and demand
What we could do as an AIESEC to shorten process? Still there is a lot we can do ourselves: Right expectation setting Short DDLs for us and companies during process, Avoiding to much selection phases, Online platform for candidates preselection, Push members and company to make decisions faster, Raise TN in proper timline- sell products we have capacity to deliver

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Bottleneck around delivery oc ps and ebs

  • 1. Global Support Team anylsis Materials from GST 12-13 How you can use it? Go through and take inputs! Basically one of the main problems in GIP is too long process Still a lot of improvements we can do ourselves
  • 2. Information about research 2 types of surveys run among EPs with rejected EP forms: - Short survey 110 responses - Long survey - responses (Toms survey) Survey run among EPs who are available for 60+ days Interviews with Polish LCVP OGXs
  • 3. Short survey for rejected EPs
  • 4. Short survey for rejected EPs 110 responses from all the regions 75 GIP EPs 35 GCDP EPs
  • 5. What are the main reasons of not going for exchange? Too long process (e.g.problems with status changing) Lack of suitable TNs Personal issues Choosing another programme in the process/ finding the job locally Problems with matching Many choices in the database and difficulties to choose Wrong selection process, lack of knowledge about supply & demand be really sure that potential EP is matchable
  • 6. What are the main reasons of not going for exchange? Exchange fee was too expensive Communication with the sending entity Communication with potential hosting entities Recruiting wrong people/setting expectations: - I wasnt the best candidate for internship - I have not found the program which I looked for GIP for psychologist, counsellor in North Europe, Great Britain, Canada or Australia I took TLP/CEEDership opportunity instead Transition process in the LCs/MCs/AI is the time when communication gets longer and more EPs resign because of it
  • 7. 98% of EPs perceive the process as long .
  • 8. What are the main reasons EPs can not match in less than 2 months? Too high expectations of TN takers/ EPs do not have enough experience Communication problems Long process Confusion with the AIESEC shortcuts and names of LC (example: in MoC) Confusion of EPs about how many TNs there are EP managers are not enough motivated
  • 9. What could AIESEC do better? Nothing, AIESEC did a perfect job Give more information about visa processes More user-friendly website Motivate somehow TN managers to reply Be more reachable Faster selection process
  • 10. What could AIESEC do better? Advertising the TNs for concrete peaks More specific information about the quality of the program Strict rules of cooperation with TN Takers, timeline of selection for TNs, introducing expiration date of TNs Giving limited opportunities for GCDP internships to EPs (lack of access to my@net for GCDP EPs) Ongoing recruitments
  • 11. Customer eXPerience project: TN Takers analysis
  • 12. Main outcomes of interviewing TN Takers They like that AIESEC takes care of all the formal issues and preparation of an intern to come to a new country Some of them would prefer to have access to the database to be able to look for interns by themselves Communication channel between TN manager and TN Taker should be improved, though in general they see that they should be more involved in it, too They would appreciate more structured way of presenting what kind of supply we have, specifing the country of origin, languages of EPs and their backgrounds.
  • 13. Main outcomes of interviewing TN Takers The process takes too much time Both sides should follow the key deadlines EPs presentation, pre-screening and interviews should happen in the agreed timeline and should be respected.
  • 14. What are 3 main advantages of the current process Preparation phase Support with all the formalities (visa, etc) Support throughout the process of EP manager
  • 15. What are the biggest bottlenecks of the current process? Too long process: - Administration of the system (status changes etc.) - Several selection processes - Lack of centralized document storing 1
  • 16. What are the biggest bottlenecks of the current process? Communication problems: - Difficulties choosing the TNs, EPs can apply for unlimited amount of TNs - Too much traffic in the mailbox of TN managers - Lack of S&D understanding - Attitude of members - TN Takers do not have access to the platform 2
  • 17. What are the biggest bottlenecks of the current process? Promotion: - Not enough usage of social media, not engaging our potential customers in discussions enough, - Not levaraging our promoters - Difficulties with targetted promotion 3
  • 18. The WASTES of our exchange delivery process are.. 1.Duration (it takes too much time) - AIESEC focused, not customer focused - Flexibility in operations - Non-aligned selection - Lack of knowledge in supply and demand 2. Repetition - Multiple selection rounds - Unnecessary steps - Maximises if there is a problem
  • 19. The WASTES of our exchange delivery process are.. 3.Overproduction (there are people who dont get an experience) - Wrong selection - Too many EPs - Lack of knowledge in supply & demand 4.Misalignment in supply & demand (they dont do what they want) 5.Misalignment in needs and received services (they expect something, but the they dont get it) 6.Lack of cultural understanding
  • 20. The VALUE we provide to the customer (TN) is 1. International talents with the right background for the right JD 2. Professionalism in service and delivery 3. Accessibility, clarity of opportunities
  • 21. The WASTES of our exchange delivery process are.. 1.No fulfilment of the need (they dont get a person) - We dont reach the right people - Sales Education 2.Misalignment in the supply and demand (they dont get the right person) - Unsustainable tools - Weird forms - Lack of issue definement for GCDP
  • 22. The WASTES of our exchange delivery process are.. 3.Duration (it takes too much time) - AIESEC focused, not customer focused - Flexibility in operations - Non-aligned selection - Lack of knowledge in supply and demand
  • 23. What we could do as an AIESEC to shorten process? Still there is a lot we can do ourselves: Right expectation setting Short DDLs for us and companies during process, Avoiding to much selection phases, Online platform for candidates preselection, Push members and company to make decisions faster, Raise TN in proper timline- sell products we have capacity to deliver
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