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An EP manager is the main responsible for the leadership experience the EP gains during his/her engagement with AIESEC. An EP manager needs to be aware about the Global Talent program, its value propostion and its process to support the EP.
An EP Manager is a main person who facilitates the EP`s Inner and Outer Journey and, thus, develops the 4 main leadership qualities in this EP.
He takes care of the EP, providing servicing and support to him/her from the day he is “Raised” till the day he is “Reintegrated”.
An EP manager tracks EPs` progress, constantly provides them with the opportunities and delivers regular report to the VP.
To deliver expectation setting for the EP; To prepare the EP for TN interviews; To prepare the EP for the realization; Explain and respect the XPP to the EP; To follow up on the EP satisfaction both in home/host country;
To guarantee a good delivery and fast response to any necessary Fire Fighting;
To suggest process improvement based on customer feedbacks.
To ensure EP customer satisfaction and MAXIMIZE EPs COMMITMENT the EPM should:
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Observe the Standard Operating Procedures, database and PODIO workspace management;
Observe the EP managers Specific JD (Service Standards).
There are some service standards the EPM should observe:
Before the internship (Raised, Open, In progress, Matched) During the internship (Realization) After the internship (Reintegration)
Tracking
Guidance
Customer Support
Contacting the EP; Gathering documents (passport, EP contract, Payment receipt); Constantly updating EP information on PODIO; Creating an EP profile and teach the EP to use OP and look for an internship; Matching preparation: CV - Cover Letter - Video presentation EXPA profile update - FB groups registration EP search tool - EP profile - Mailchimp distribution Wix.com - Matching Mania - Preparation with partners - Facebook;
Conduct a meeting for Expectation Setting;
Reply emails within 48 hours maximum;
Conduct a meeting for Goal Setting;
Call back within 24 hours in case of missed calls;
Send 4 relevant opportunities to an EP a week (200 opportunities a year);
Conduct an individual EP LEAD meeting after an EP gets matched;
1 call a week (позвонить и дозвониться);
Provide an EP with the information about VISA processes;
An individual meeting EP manager to EP once a week to track matching progress ( + when needed);
Consult on culture, living, political situation, safety of the chosen country before matching;
Conduct collaborative EPs` meeting once a month (+ when needed)
Having all information about visa issues, email, HE and TN manager`s contacts, EP living address in the country of internship.
1 call to TN manager and 1 call to an EP as the EP arrives at the host country Call once a month to an EP 1 SKYPE meeting a month 1 email message a week Once in 2-3 weeks email a TN manager NPS survey sent to EPs 1. two weeks after an internship start date 2. In the middle of the internship 3. After the end date
Conduct the reintegration seminar or an individual reintegration meeting; Re-integration should include: Reflection and self-discovery session Up-selling to another program Certificates handing
Collect all materials for showcasing Responsible for PODIO, EP form, EXPA Changing EP status Gather documents
Remember that you are dealing with PEOPLE
Each EP needs different approach and tracking Know your EP and his needs Have 3 EPs maximum
The EP Manager is the main facilitator of Inner and Outer Journey through delivering Standards & Satisfaction and LEAD for EPs.
An EP manager is a manager, analyst and psychologist at the same time. Tracking EP is vital in EP`s experience, exchange realization, processes improvement and EP manager`s self-development through analysis. But most importantly‌
Understanding the vital significance of LEAD delivery makes an EP Manager a valuable asset of human resources.
An EP manager gains valuable mentoring and coaching skills. ďƒź
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Mentoring is an essential leadership skill. In addition to managing and motivating people, it's also important that you can help others learn, grow and become more effective in their jobs. Coaching is a useful way of developing people's skills and abilities, and of boosting performance. It can also help deal with issues and challenges before they become major problems.
Check the links for more info: https://www.mindtools.com/pages/article/newCDV_70.htm https://www.mindtools.com/pages/article/newTMM_15.htm https://www.mindtools.com/pages/article/newTMM_13.htm
https://www.mindtools.com/pages/article/newCDV_24.htm https://www.mindtools.com/pages/article/newTMM_66.htm
Individual Discovery and Reflection
T Team Experiences
The EP manager should deliver LEAD wisely using these Global Learning Environments (one by one or in complex) to foster the Inner and Outer Journey of EPs and increase their progress/improve performance.
Learning Circles
Conferences and Seminars
One to One (Mentoring, Coaching, Performance Appraisal)
Virtual Spaces
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Possible Situations
Possible Conclusions
Possible Solutions
The EP sent 20 applications and none of them was replied.
His email is looking like a spam; your EP is applying for opportunities that do not fit his profile; your EP is applying to countries which filter a lot of applications; your EP`s CV is not attractive.
Review application, email or process; identify the countries and if needed get in touch with NST to facilitate the contact; add TN managers to your social network; review the EP`s CV.
The EP has the CV in many companies but no answer from them in weeks.
You are not following up with process effectively; the company is delaying; AIESEC in the host country is delaying; there are many applicants and CV is being considered.
Build straight relation with the TN manager, get in touch with the VP iGT/ICX responsible; call directly and kindly ask the responsible.
The EP has not been well evaluated by the company.
You are not applying to the TNs your EP suits; the company has many applicants, your EP is being restricted concerning destination countries.
Review the objectives of your EP; enhance the applicant promotion and branding, promote to EPs the opportunities in other countries, showcase from other countries or companies motivating flexibility.
Possible Situations
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Possible Conclusions
Possible Solutions
He`s getting nervous before interviews, he has problems with Simulate interview with the EP, send to speaking English in public or with Your EP had many interviews but no him possible questions to be asked during communicating his ideas clearly; approval. the interview, ask questions based on OP he is applying for too many from the previous interviews. opportunities and does not prepare for interviews.
My EP is not getting his VISA.
There is a problem with AIESEC host documents; there is a problem between the countries diplomacy; the VISA issue is taking too long.
Get official information, call the AIESEC office in the other country, do a VISA checklist, outsource the service.
Ekaterina Soloshenko MCVP oGTP 15/16 AIESEC in Kyrgyzstan katerina.soloshenko@aiesec.net +996772181693