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GIP Quality Strategy - Accommodation Issue
This document discusses strategies for ensuring quality accommodation for exchange participants (EPs). It emphasizes that safe, decent accommodation is essential for EPs to focus on their job and cultural integration. The hosting entity is responsible for setting accommodation standards and communicating expectations to partner entities and EPs. Standards address amenities, furnishings, maximum occupancy, travel times to work, and processes for changing accommodation. Host entities must also provide temporary accommodation upon arrival and give notice before any changes. Both sending and hosting entities, as well as local committees, have roles in establishing standards, setting reasonable expectations, and addressing any issues that arise. Training and structures are needed to build talent capacity for quality delivery across all stages of the exchange process.
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GIP Quality Strategy - Accommodation Issue
- 1.
- 2. Without safeand decent accommodation, EPs cannot focus on the JD and cultural integration that develops their leadership Providing accommodation and assistance in finding accommodation is a reason that EPs and TN-takers choose to work with us, so we have to deliver
- 3. The Content Understanding the issueof Accommodation Role of Sending and Hosting entity in solving the Accommodation issue Key Activities in solving the issue Talent Capacity to ensure Accommodation
- 4. What Our CustomersSay about the JD Clarity Issue EPs don’t have a place to stay when they first arrive in the host entity EPs have to change accommodation because the LC cannot afford the accommodation, misses rent payments, etc EPs are provided accommodation that is indecent, unreasonably far away from their work, or unsafe
- 5. Expectation setting with EPs about accommodation standards Activitiesin solving the issue Implementation of Standards: Host entity sets accommodation standards
- 6. 1. Implementation of AccommodationStandards Accommodation What? National standards to ensure all accommodation is decent and safe for EPs Who? Host MC works with LCs to set standards How? MC consults with LCs and releases accommodation standards that need to be followed for all upcoming accommodation placements
- 7. Suggested content foraccommodation checklist Maximum time for EP to get to work Maximum number of people living in one house/apartment, maximum number of people living in one room, and maximum number of people per bathroom Minimum amenities (internet, hot water, shower, stove, heat, air conditioning, etc) Minimum furnishings per person (1 bed with clean sheets, 1 pillow, 1 blanket, 1 desk, etc) 1. Implementation of Accommodation Standards EP has temporary accommodation from arrival EP must be given two weeks’ notice if accommodation has to be changed Neighborhoods EPs cannot live in for safety reasons
- 8. 2. Host EntitiesSetting Expectations on Accommodation Standards Setting Expectations for Accommodation What? Host Entities communicate their accommodation standards to partner entities and EPs Who? EP buddy makes them clear between match and realization stage How? Reception booklet, video recording, or 1-on-1 meeting with EP
- 9. 2. Host EntitiesSetting Expectations on Accommodation Standards of Host Entity Suggested content for accommodation expectations setting Check if the EP has additional reasonable expectations by email or in a meeting, for example: • Can’t live with people of opposite gender Accommodation Expectation Setting Share your LC’s accommodation standards with the EPs: • Where they’ll be temporarily accommodated when they arrive • Maximum number of people they’ll live with per house/room/bathroom, etc • Maximum time to work they’ll travel • Minimum amenities they’ll have • Minimum furnishings they’ll have • How they’ll be notified if accommodation has to change
- 10. Role of SendingMC Make sure LCs are setting reasonable accommodation expectations in their recruitment
- 11. Role of SendingLC Set reasonable expectations for accommodation with EPs If the home LC hears about an accommodation issue, working with the EP buddy of the host LC to fix the issue
- 12. Role of HostingMC Establish accommodation standards Release materials to clearly communicate the entity’s accommodation standards
- 13. Set local standards aligned with national accommodation standards Roleof Hosting LC Set expectations with EPs through materials or meetings Deliver accommodation standards, and firefight if there are any issues
- 14. Talent Capacity inJD Implementation
- 15. HOW? STEP 1: Plan forCapacity for Quality and clear education content + messages STEP 2: Structure, JD and KPI in different LC Volumes in iGIP STEP 3: Deliver education and measure progress
- 16. STEP 1: Planfor Capacity for Summer Use the TM Planning tool to plan
- 17. STEP 1: Planfor Capacity for Summer Here enter number of interns/EPs one member can deliver Eg: 1 member – 3 EPs
- 18. STEP 1: Planfor Capacity for Summer That number from slide 2 will multiply with Re goal you enter for the quarter so you know how many members are needed for delivery in each programme
- 19. STEP 2: Createstructures for quality delivery Structures by Volume of Realizations the LC does Customize your structures for the fruit peak if needed
- 20. STEP 2:Structure ofan iGIP team to ensure quality with quantity REFER TO CAPACITY for Quality IMPLEMENTATION – iGIP PPT (For structures by LC Volume)
- 21. Step 2: JDof members in a quality team JD of Delivery members in the team During Raising period During Matching period During Realization • Ensure clear and high quality JD in a specific product • Clear expectation setting with company about role of EP, salary and duration of internship • Visa Support (The key issue is Eps want MORE and ACCURATE information about the process and documents related to visa) • As soon as matches are confirmed start working on accommodation • By now accommodation should be confirmed and ready • Arrange for EP Pick up and integration into the LC and city • Trainee Buddy assigned for EP • Induction meeting with EP and company
- 22.
- 23. Principles The right message/content Always messagequality with growth or quality driving growth Quality is embedded into all stages of exchange flow (not just realized) Quality education is given to all exchange teams however every member in the entity is aware of this and wants to deliver it
- 24. CONTENT PROFILE/TARGET POSSIBLE CHANNELS POSSIBLE TIMELINE Raisingwith the right JD, EP Profile and for the right countries Focus LCs for iGIP – Customize by sub product LCVPs – knowledge TLs and team members – training of how to sell Virtual trainings, GIP Newsletters and videos Weekly calls with focus LCs VPs and TLs MAY!! How to use AND measure NPS – Link it to KPI of delivery teams For LCVPs and Team Leaders of ALL LCs Virtual channels, conferences, LC Visits May Detractor issues – how to eliminate them, who is involved, what synergy is needed, what action steps to take Focus LCs for iGIP, LCVP iGIP, LCVP TM Virtual channels, LC Coaching visits, conferences May and June Quality delivery at realized stage – Same as above Same as above June and July
- 25. CONTENT PROFILE/TARGET POSSIBLE CHANNELS POSSIBLE TIMELINE EPIntegration for iGIP EPs LCVP iGIP, TL and Team members for iGIP Virtual and Physical June and July Effective AIESEC support to EP for anything to do with logistics or JD/with the company LCVP iGIP, TL iGIP Virtual and Physical June and July Visa information and support LCVP iGIP, LCVP Finance Virtual May-July iGIP side should be aware of oGIP process and how to prepare Eps virtually (As a start of EP Integration even before the realization)