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Date(post/updated): January 06,2009 Create Wiki
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Author: Letitia Despina
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CONTENTS [hide]
Blogs Forum
Ongoing Recruitment
Files STEP 1 Promotion File
STEP 2 - Coffee Chats (Selection) People
Surveys
STEP 3 - Induction & Allocation
Partnership STEP 4 - Retention
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Ongoing Recruitment January 6, 2009 -by Sophie Lamprou Bookmarks
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1 of 8 4/24/2009 1:54 PM


Ongoing Recruitment Short Version Document
Ongoing Recruitment FAQ
Ongoing Recruitment Extended Version Document
On‐going recruitment is the latest and greatest new process for improving your LCs. In AIESEC we have our main goals to
increase EXCHANGE and LEADERSHIP #’s and the quality of their experience, and by doing that we need to increase our
MEMBER #’s. This process increases all of these together in a really easy way!

“But on‐going recruitment is new and it sounds confusing, it also sounds like a lot of changes?”

Yes, changes, but changes that will make things easier. Instead of:

PLANNING ‐> PROMOTION ‐> INDUCTION ‐> SELECTION ‐> ALLOCATION ‐> TEAM WORK
(This is a 6 step process and it takes forever! Even worse it basically drains your entire LC’s resources for the whole time you are
doing the recruitment… talk about a waste of time)

Instead of this process, you have something like this:

PROMOTION ‐> COFFEE CHAT ‐> INDUCTION + ALLOCATION ‐> RETENTION/TEAM WORK
(4 steps instead of 6, plus coffee! That’s amazing!!)

Let’s look at each step of the process…

O

STEP 1 Promotion December 21, 2008 -by Letitia Despina

2 of 8 4/24/2009 1:54 PM


This will mean:

Continuous visibility such as posters, websites, lecture talks, info‐sessions and others that your LC engages in.
Forming good relationships with your University administration to ensure this happens smoothly and their support is
guaranteed especially for things such as school notice boards, lecturing times, information sessions/seminars etc.
Wave like framework of promotion. Apart from the two big promotions for AIESEC recruitment currently being done by
LCs in the network, there will be constant visibility all year round to ensure we accept more people to get into the
organization.

WHAT CHANGES DOES IT MEAN FOR MY LC??

Setting up an on‐going recruitment team made up of members from the TM, X and Communications portfolios.
These could be ranging from 3 to 9 people.
On‐going recruitment progress checks every two weeks for this team and they report to the EB responsible.
These progress checks would include reviewing of:
LC needs
Process review
Talent pipeline
Allocation of members
Opportunities available in the network
Global trends both internal and external

ROLES AND RESPONSIBILITIES REGARDING ON‐GOING RECRUITMENT:

TM
Checking up on retention in the LC
Checking up on the leadership pipeline
Checking up in the exchange pipeline
Checking up on diversity of profiles
Talent planning

COM
Checking up on the needs from the X and TM portfolios to ensure good packaging of key messages to be used

EXCHANGE
Checking up on supply and demand analysis of pool, regions or countries
Checking up on LC/CY partnerships
Checking up on the exchange pipeline
Checking up on opportunities regarding exchange in the network

!Remember that this application form is for both long term and short term member applicants. Do not forget to include the
exchange based questions.

STEP 2 - Coffee Chats (Selection) December 21, 2008 -by Letitia Despina

3 of 8 4/24/2009 1:54 PM


Objec ves
Assess applicant motivations and profile though questions and a case study;

Relate applicant profile with LC needs;

Recruit for AIESEC aligned people with the right expectations;

Clarify initial doubts and show AIESEC Way and opportunities (briefly);

Present international exchange program for STMs’ (briefly).

Flow (During interview)
Print Applicant Evaluation Sheet and get as much notes and comments as you can!

Ask listed questions or others relevant ones regarding member desired profile.

(Evaluating)

POINTS Give points (accordingly with the ones
defined in the table 1‐4) per each
1 Unacceptable answer (fail, does not answer the characteristic we’re looking in applicant
students, make sure you address comments
question)
to support your assessment (e.g. “the
candidate was succinct in his/her answer, I
2 Poor answer (mentions one key aspect of the criteria) was expecting more”, “he/her was
objective”, “he/her demonstrates a great
3 Good answer (covers most aspects of the criteria) passion for the organization but have lacks
of confidence” or “I really like this guy/girl
he/her is really aligned with the profile
4 Excellent answers (fully meets the criteria plus offers we’re looking for)
additional abilities beyond the criteria or offers extensive
examples from past performance). Make sure you fulfill all entries after
selection interview (try to avoid be writing
during it) before start to interview another applicant, probably you will get confuse.

You should not select people without a sum of 9 points | (mean: ok categories)

Interview
Start the interview presenting yourself (tell to the candidate something about your AIESEC Experience) and
ask him/her to present himself/herself, what’s his/her studies…

And starting…

15’ [AIESEC related ques ons]
What do you know about AIESEC and how do you know about it?

4 of 8 4/24/2009 1:54 PM


STEP 3 - Induction & Allocation December 21, 2008 -by Letitia Despina

5 of 8 4/24/2009 1:54 PM


Part 3a. Induc on
To ensure that the balance between resources available in the LC and quality of the newbie's
experience is kept, the most efficient way to deliver induction is by assigning the new member
joining (outside the normal recruitment cycles) a buddy within the LC.

The role of a buddy is to deliver induction and assist members to gain their footing
as quickly as possible. AIESEC offers many opportunities and directions; however these choices can
be confusing and daunting if members don’t have someone to turn to for clarification.

Roles and Responsibili es
Building social bonds and ensuring participation to social activities

Activity tracking and ongoing competencies and skills observation

Ensure education is on track and learning points are consolidated

Integrate members into LC

Ensure new members are receiving a balanced view of everything in AIESEC
Members understand the induction process
Supporting members through the Introduction stage (outside the normal recruitment cycle)
Supporting members with the introduction to Functional Areas
Explaining their own Introduction experiences in AIESEC to new members to provide clarification of
what AIESEC is/does
Support the self driven learning concept promoted through AIESEC
Being an extra communication link for new members and the LC activity

Part 3b. Alloca on

Allocation would happen in parallel with induction (since the induction process under the ongoing recruitment is on a
„need to know” basis, thus the relationship between the buddy and the newbie won't immediately cease after the
allocation, and guidance might still be needed).

The Interviewer (person running the Coffee Chat) and the Buddy are responsible to send their notes to the Ongoing
Recruitment Team or VP TM (according to what each LC has decided).

When making the allocation decision, the person responsible should take into consideration 2 aspects:

Organizational perspective Individual perspective

‐ we need the best most able people to fill each ‐ we need to be developing our members'
role, and diverse teams are the most effective competencies through the positions theyare
(LC needs) in (skills and interests)

The Interviewer's notes and Buddy's notes (goal setting, interests of the newbie) should be basis enough for the person
responsible with allocation to be able to place the newbie in the right area.

Part 3. Tips for the Buddy

6 of 8 4/24/2009 1:54 PM


STEP 4 - Retention December 21, 2008 -by Letitia Despina

How to make people feel part of the LC

Job description with real responsibilities – don’t let people waiting with nothing to do, make them move fast. Give real
responsibilities, with clear timeframe and goals soon and they will work.

Buddy meetings ‐ The buddy has a big role in integrating the newie to the LC, see the buddy part for more info.

LC meetings – present the new members in the LC meeting, their role and recent plans. Maybe a team building activity
would help. What about a chill out with the LC after or before the meeting?

Team meetings and team work –Make sure new members have a group that they can interact it and get to know more
easily – and that’s their team. Refer to the Team Building part of the How to Lead a Team campaign to integrate the
newies on the team.

Have fun! – this should be done within the new member’s team and also in the LC as a whole: team dinners, LC parties,
LC team buildings, all of this should happen constantly. What about having a “reception weekend party” every month to
celebrate all the new members that joined in the month?

How to make these new members fit in the LC educational cycle?

Team leaders will have a much bigger deal on their team members’ development. And that’s amazing, because isn’t
leadership also about supporting the development of leadership in others? Here’s how to handle the education of
members in the context of ongoing recruitment:

Individual coaching – the main purpose of the educa on cycle is that members develop
the right competencies and skills to perform in their job and be prepared to take the
opportuni es they want in the near future. Team leaders have a big role in that and should
coach each team member so he/she develop what is needed. For more informa on about
coaching see: Coaching campaign by TMU, ar cle on coaching on the HR portal and AIESEC
in Poland Coaching Guide

Mentorship – there will be a great need for mentorship in the LC where there are constantly new members. You can do it
in several ways, such as using alumni as mentors, encouraging the buddy to keep on the relationship and be mentor, use
the ex‐new members from ongoing recruitment as mentors, etc.

Individual Assessment Tool and Goal setting – make the new members take responsibility on their own learning! They
should complete the Individual Assessment Tool and use it to choose which competencies they want to develop. Based
on this, coach and/or mentor can support the member in developing those competencies.

If you want to see more how team leaders can support the development of their team, check the Team Development
wiki from TMU.

Constant opportunity promotion and customized opportunity promotion

Based on member’s profile, learning goals and opportunities that might be interested, you should allocate your
members into “groups” or “clusters” of opportunities that might suit them. Examples of clusters can be “summer
exchange”, “possible EB candidate”, “DT”, “IT”, etc. Then, when you have opportunities that suits one or more of your
clusters, you just promote it to them. Simple as that.

1 month check up

After 1 month after the new member joined, you should have a new coffee talk to check how the member is going, if
he/she fulfilled the minimum criteria set to the LC by participating in what was expected, if he/she want to stay in
AIESEC, what next opportunity want to take, etc. This is the point also that it should be clear for everyone that he/she is
not a new member anymore, but a full AIESEC member with responsibilities.

HINT: it would be very good if you have each month (maybe in LC meeting) a point where the ex‐new members are
recognized as full time member (and, of course, have a celebration party with that! Maybe even combined with the
reception of the new members that just joined the organization?)

Contact December 22, 2008 -by Letitia Despina

7 of 8 4/24/2009 1:54 PM


Graduates Recruitment!

Editor: Letitia Despina

News & comments to:
Letzu (letitia@aiesec.dk)

TMU 08/09

Implement and Impact

Want to talk about the campaign? Send us an e-mail! tmu@ai.aiesec.org

Comments show | add

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