Slide 1 : Pocket Recruitment
Flow of the training : Flow of the training Welcome
What is pocket recruitment?
Why do we run pocket recruitment?
The Process
Q&A
1.Welcome : 1.Welcome Letzu
LCVPTM 06.07 AIESEC Sibiu, Romania
LCP 07.08 AIESEC Sibiu, Romania MCVPTM 08.09 AIESEC Denmark
Part of TMU 08.09 :) What about you? :)
2.What is pocket recruitment? : 2.What is pocket recruitment? Pocket Recruitment, or also known as Targeted or Customized Recruitment is a process of acquiring a certain number of members that fit the requirements of the profile needed for a specific purpose – most commonly Exchange related (international cooperation, for example), but it can also be used to fulfil a specific need at LC level.
Slide 5 : What is the difference between a pocket recruitment (PR) and regular selection process?
The main difference happens in function of the timeline of the processes, but also in terms of profiles and backgrounds of future members (EPs). 2.What is pocket recruitment?
Slide 6 : 2.What is pocket recruitment?
Slide 7 : 2.What is pocket recruitment?
Slide 8 : 2.What is pocket recruitment? These graphics show how the processes happen at each recruitment
The trick – and the challenge – for Pocket Recruitment is delivering Induction and Taking Responsibilities at the same time and that preparation for exchange happens with the same quality as the normal recruitment
Slide 9 : Even though we are recruiting people to go for a specific internship, we communicate the same messages as in our regular recruitment where they are presented with all the opportunities that AIESEC can offer them and the possible ways for them to get involved in some of the activities in the LC.
Moreover, we ensure that these people are inducted properly in the organization and that the whole process that they are going to go through gives them the chance to have access to different opportunities in the hosting and sending LCs. 2.What is pocket recruitment?
3. Why do we run PR? : 3. Why do we run PR? Some countries are facing the challenge of growing in number of EPs very fast and keeping the quality of our induction and taking responsibilities processes. Pocket Recruitment offers the solution to this dilemma by increasing the efficiency of recruitment and shortening induction and TR by merging the two processes.
It also allows countries/LCs to recruit based on specific targets.
Slide 11 : However, we must not understand Pocket Recruitments just as a way for keeping or increasing our exchange numbers while not paying attention to the quality of the selected people.
The difference will be in the fact that these people will have a shorter experience in AIESEC, mainly taking some responsibilities that don’t require them to be committed for a longer period of time. 3. Why do we run PR?
3.Why do we run PR? : fast growth
cover organizational needs in certain functional areas
cover certain market opportunities that need to be fulfilled, which can be summed as a TN supply (PBOXes)
deliver on country partnerships 3.Why do we run PR?
4.The Process : Internal and External Analysis
This is the critical step, since it gives us the basis for everything else we will do later on. It involves a
lot of research, both internal (mainly using myaiesec.net, PBOX databases, XMI Analyzer and the
DAAL files as tools for conducting the analysis) and external (using data from universities, surveys
etc.)
The outcome from this step would be: detailed information about the current situation in both
pools (TN and SN) on the internal side and information about current number of available students
that are eligible to go for an internship, how many of them fit the profile that we need, how many of
them would be interested in going for the internships in the countries that we are offering them etc.
on the external side. 4.The Process
Slide 14 : Decision Making and Goal Setting
In this step, we use all the information we gathered in the previous step and based on that we make
a decision. This is why the internal and the external analysis are of such importance for the entire
process.
The decision we are making here is which types of pocket recruitment we will have,
however while making the decision, we have to take into consideration our current available human
and financial resources just so that afterwards we don’t come up with unrealistic goals. When the
decision is made, we set goals (SMART) for each pocket recruitment and move on to planning. 4.The Process
Slide 15 : Planning
Based on the types of pocket recruitment we choose and the goals we set, we need to develop one
main comprehensive plan that will incorporate all the relevant information needed and will split them
into several sections (plans). Some of the most important points that every plan should include are:
Marketing Plan (marketing materials, PPTs, info meetings and desks, media, web etc)
Financial Plan (creating a budget, looking at possible ways for funding etc)
Human Resources Plan (forming the team, allocating roles and responsibilities etc)
Logistics Plan (everything related to logistical needs) 4.The Process
Slide 16 : Execution
We are taking the necessary action steps based on the plan we created.
As outcome from this step, we should have sufficient number of applicants that fit the criteria we have set for each of the pocket recruitments we decided to run. 4.The Process
Slide 17 : Promotion
The promotion is one of the most important part of targeting, because it is what will guarantee the achievement of the goal and the messages should be communicated with high quality!
PostersTransmit a clear and objective message, specially the I am an AIESECer Campaign. And this one enable the standardization of AIESEC brand and its activities nationally!
Flyer/Brochure
Can be distributed directly to the target
Stickers
MEDIA Relations! 4.The Process
Slide 18 : Online Promotion
The virtual communication has been one of the best way to communicate AIESEC! Use the videos about the international cooperations and try to get some statements from people that are abroad in this specific countries to promote the experience of being there.
University Web Page
Talk to a representative of the university and try to promote the experiences in the university website!
Newsletters
Different Institutes have their own newsletter and you can arrange to be included there. And spam your own!
Networking websites
Promote the opportunities in facebook, linkedin because these virtual platforms attract people with our target!. 4.The Process
Slide 19 : Event Management and Promotion
To promote the experiences in details, an event should be promoted!
In this event you must talk about AIESEC – its proposal, impact and way of impact – and about the specific opportunities 4.The Process
Slide 20 : Selection and Integration
During this step, we are selecting the people based on the criteria we have previously set and which
were actually used in the marketing campaign.
We can use the Assessment Center or SRB (Student Review Board) that we have already in place, of course with the needed adjustments that are required due to the nature of the selection.
Setting the right expectations from both sides is crucial for the success of the entire process.
This step is very important also because it’s the time when we integrate the selected people in AIESEC by offering them the different opportunities for taking on some responsibilities in the LC (for example: joining some team of a project, functional team etc) which were previously communicated to them during the marketing campaign. 4.The Process
Slide 21 : Selection
Clear EP profile (competency, professional requirements)
Competency assessment should be done following the Global Competency Model;
CV analysis with the help of an external 4.The Process
Slide 22 : What are the stages of Pocket Recruitment selection? 1. Final date for application forms to be submitted
2. Pre-screening of CVs and application forms
3. Dynamics (Assessment Centre) + English test
4. Review Board (interview +CV analysis with external+ english test score evaluation)
5. Final evaluation with RB members.
! Make sure you provide them with all the information (requirements, fees, timeframes)
! RB members could be specifically assigned based on the EP profiles 2. Pre-screening of CVs and application forms after LC event 3. Dynamics (Assessment Center) + English test 4. Review Board (interview +CV analysis with external+ english test score evaluation) 5. Final evaluation with RB members. Announce the results and DD. 4.The Process
Slide 23 : 4.The Process Integration
Slide 24 : Why should they have these stages before exchange realization?
Because this is what will guarantee that we reach two measures of success out of three:
Number of Exchanges realized and Quality of @XP! Integration 4.The Process
SOME INDICATORS OF SUCCESS : SOME INDICATORS OF SUCCESS What is the understanding of AIESEC amongst the new recruits before induction?
What is the understanding of AIESEC amongst the selected members after induction?
How interns many were involved in short-term activities before exchange?
How many interns were matched and realized within a one-year period (the less time the better!)
How well integrated with the rest of the LC were the members who were separately
recruited?
What percentage of these members got involved in AIESEC in their host countries
compared to current members?
Slide 26 : A proper preparation is done, ideally with a separate preparation event, preferably customizing the current OPS (Outgoing Preparation Seminar) or another preparation method that the LC or country might have to the specific needs of each of the pocket recruitments.
However, the preparation can also be done during the regular OPS of the country assuming that the dates fit the timeline of the pocket recruitments (the selected people can attend the common sessions and have additional separate tracks customized to the needs of each of the pocket recruitments).
After preparation, depending on when is the internship starting they can continue to take active part in the LC as any other member.
Logistical support is provided for acquiring the necessary legal documents, visa etc. Preparation and Realization – in parallel with induction and TR 4.The Process
Slide 27 : PR is a strategy for growth in members and exchange
PR is a recruitment process – it isn’t easier to run it.
The responsibles need to know how to run recruitment – GOOD PLANNING IS ESSENTIAL.
We can have good quality intro to @ and TR for short term members. Just follow the minimums Final Look
Final Look : Final Look Tips:
* use your TMU coach for any issues you feel you want to deepen
* check out the WIKIs!!! They're gold! :P
* research opportunities for Pocket Recruitment
* get informed and deliver on you country's partnerships
5. Questions * Answers : 5. Questions * Answers
Thank You! : Thank You! Please send feedback or additional questions toletitia@aiesec.dk And always feel welcome to contact the TMUat tmu@ai.aiesec.org