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Outgoing Preparation Seminar (LC Islamabad-AIESEC Pakistan)

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Outgoing Preparation Seminar (LC Islamabad-AIESEC Pakistan)

  1. 1. Outgoing Preparation Seminar SUMMER 2014
  2. 2. Engagement With AIESEC Neha Ali Vice President Outgoing Exchange AIESEC in Islamabad
  3. 3. AGENDA • The AIESEC Way! • The AIESEC Experience! • Matching • Realizations • Expectation Setting
  4. 4. What is AIESEC Way?
  5. 5. What we envision
  6. 6. What is AIESEC?
  7. 7. Impact
  8. 8. The way we do it
  9. 9. Your Values ?
  10. 10. Our values
  11. 11. The idea for an organisation that would be … international non-political not-for-profit student-run independent educational non-discriminatory
  12. 12. • AIESEC jargon • P: President. • EB: Executive board. • TL: Someone taking a Team Leader Program • TM: Someone taking a Team Member Program • TN Manager: Someone managing a TN form • EP Manager: Someone managing an EP form • Account Manager: Someone managing an organization on the system • Engager: Someone who just registered and has not taken any of the ELD Programs • GIP/GCDP: Someone taking either the GIP or GCDP program.
  14. 14. AIESEC in Numbers 1948- 2013 124 Countries and territories 2.300 Universities 86.000 Members
  15. 15. AIESEC WAY : the way we do it !
  16. 16. The AIESEC experience
  17. 17. Match Me!
  18. 18. Haven’t been matched yet? DON’T WORRY! We are still here!
  19. 19. So in order to get matched, there are some SPECIAL people in the LC called . . . . . EP MANAGERS !!
  20. 20. The EP Managers role is really important towards facilitating your experience and actually helping you to find a position. So make sure that both you and your EP Manager understand each other needs!
  21. 21. For example, in order to have a good co- operation:  communicate every day  share with each other your calendar and availability Have a weekly plan Share your needs etc.
  22. 22. During this cooperation you will be asked to do INTERVIEWS in order to find a suitable position. REMEMBER: Interviews play a very important role in order to get accepted !!!
  23. 23. Scenarios # 1 You want to go to Portugal. You do the interview and you are not selected.
  24. 24. TIPS Don’t get disappointed There is always a reason for not selecting you Ask for the reason Ask for feedback in order to become better for the next interview You can always try another city of Portugal
  25. 25. # 2 You have conducted interviews with some LCs in Italy and you are not selected. What do you do?
  26. 26. TIPS Remember the interview and evaluate yourself. What did you do good/wrong? Ask feedback from the interviewers and capitalize on it. Also your EP Manager is there to help you! He can help you train on your interview skills in order to become better
  27. 27. # 3 You only want to go to selected country/ies and they don’t select you. What are my options?
  28. 28. TIPS Keep in mind all the previous tips  REMEMBER Always keep in mind the reasons for taking the internship opportunity. Why did you apply? What do you want to achieve? By doing this you keep your eyes on the goal and you don’t get too disappointed or de-motivated. BECAUSE this is the true essence of your actions!
  29. 29. IMPORTANT: During the first 3 weeks you can apply to your first priority country. There is always the possibility to not select you as we saw. So you have to be flexible and OPEN to other countries/projects. As a matter of fact the actual position is important and makes the difference. Not the country. After the 3 weeks you can apply to other countries/projects. BUT keep in mind the above. Be flexible and have some countries/projects prioritized in order to have successful matching.
  30. 30. What we’ve been up to… • Partnerships • Thiland – Bangkok University • Thiland – Chulalongkorn University • Thiland – Thammast Universty
  31. 31. How To Give a Good Interview • Be there on time. If missed, reschedule ASAP! • Be honest. • Don’t beat around the bush, straightforward answers. • Use the web cam. • Read up on the LC, the TN and the surrounding areas. • Ask for pictures of the accommodation. • ASK QUESTIONS!
  32. 32. After the Interview • If successful: - Ask your EP Manager for the AN ASAP! Do not delay this step in any condition. - Keep in contact with the interviewer/ TN Manager till you get all your papers (TNAN & IL). • If unsuccessful: - Get in touch with EP Manager and give them the TN ID, maybe someone else might be more suitable. - Don’t get discouraged, keep applying.
  33. 33. After being selected EXCHANGE YOUR ANs!!!
  34. 34. Realizations
  35. 35. Visa Friendly Countries Indonesia, Mauritius, Sri Lanka, Thailand, Turkey, Egypt, Georgia, African countries ( Cambodia, Kenya, Mozambique, South Africa, Uganda and Togo) & Central Asian Republics
  36. 36. Before you apply •Passport valid for at least six months •An Invitation Letter from the host LC -accommodation status and address -inquire about visa type needed, from the TN Manager •Check airfare
  37. 37. Important • POLIO CERTIFICATE
  38. 38. Additional documents (may be needed) -Letter from university -Bank Statement -Passport sized photos -TN and EP ANs -confirmed eTicket -other (vary)
  39. 39. EP Contract
  40. 40. Refundable Security Deposit Rs.5000 for GCDP Rs.10,000 for GIP
  41. 41. Breaking Matches DON’T DO IT, please.
  42. 42. My Role AND RIGHTS
  43. 43. XPP Nope!... I’ve never heard about that before…
  44. 44. XPP stands for P P Xchang e rogra m olici es
  45. 45. They are important because…They make a standard Contain rights and responsibilities of  EPs  TN Organization s  Hosting LC  Sending LC
  46. 46. Where are they? This file can be found in our system :D ect files section Write XPP or the whole name And run the search!
  47. 47. Once you download the file… Sending Entity Document s EP Document s TN Organizatio n Documents Hosting Entity Documents Members Committees & AIESEC International Documents
  48. 48. What is in them??1. Definitions 2. General Policies 3. Selection Policies 4. Matching Policies 5. Acceptance Policies 6. Post-Match Policies 7. Preparation Policies 8. Integration and Reception Policies 9. Re-Integration Policies 10. Complaint Procedure Policies Each of the 5 files
  49. 49. Please, don’t panic! You only need to know…
  50. 50. EVERYTHIN G It is important to be aware of your own responsibilities, and the responsibilities of your sending and hosting LC
  51. 51. Definitions Exchange Program or Exchange nge Participant (EP) or Intern zation (TN Taker) Committee (LC) g AIESEC Entity (SE) g AIESEC Entity (HE) er Committee (MC) or Member or Sponsoring Country C International
  52. 52. case 1 Different Job Description than the one at the TN form.
  53. 53. case 2 Invitation letter that is needed not in time
  54. 54. These ARE your rights Make sure you are aware of them ;)
  55. 55. What about my Role ?
  56. 56. Remember the contract ;)
  57. 57. • Attend preparation events and complete the preparation requirements of the country and territory as stated in this document • Communicate constantly with the Home LC of the matching status and any changes of preferences or issues that arise. • Personal preparation on specific legal policies of the hosting country • Purchase an international insurance that covers at least expenses of illness and accidents for the whole duration of stay in the Host Country before departure to host Country.
  58. 58. • Complete the 3 surveys throughout the process about your satisfaction from the programme. The surveys will be automatically sent to the participant. (NPS) • Provide the Local Committee with materials with storytelling of your experience and showcasing documents (videos, photos, etc) • Both Exchange Participant and sending AIESEC entity should actively and constantly communicate on a weekly basis, from the time you have been accepted.
  59. 59. Better in Time
  61. 61. Why do we have it? Hear how your experience is going so we can understand how to support you immediately. Use your feedback to improve our operations. Know if we are doing a good job in changing your life!
  62. 62. But what is it practically? Net Promoter Score (NPS) measures the loyalty that exists between a Provider and a consumer:  The provider is the entity (AIESEC) that is asking the questions on the NPS survey.  The Consumer is the respondent (EP) to an NPS survey.
  63. 63. So it’s aSURVEY  NPS is based on a direct question: How likely are you to recommend our company/product/service to your friends and colleagues? The scoring for this answer is most often based on a 0 to 10 scale.
  64. 64. What are the results? 0-6: Detractor 7-8: Passive 9-10: Promoter
  65. 65. When do you fill the NPS survey? You will receive 3 surveys during your experience, in different moments: Right after you’ve been accepted for an internship – Match survey Right after you’ve started you internship – Realization survey Right after you’ve finish you internship – Completion survey
  66. 66. Opportunity to give us feedback about your induction, selection, our support in finding your internship, our support in getting you visa and our communication with you “I have asked many times for an EP manager that would be responsible for me, but they made somebody responsible for me after my match..So, I didn't like the matching support..”
  67. 67. So after you find a suitable internship and your status turns to “matched” You will receive the NPS survey on
  68. 68. Opportunity to gives us feedback about your cultural preparation by your home entity, integration and logistical support by your host entity and the clarity and alignment of your job description. “The job must start immediately”
  69. 69. So after you arrive at the country abroad and your status turns to “realized” You will receive the NPS survey on
  70. 70. For Global Community Development: A cross-cultural living and working experience, The opportunity to create positive societal impact, Personal Development and overall AIESEC support
  71. 71. So after you complete you experience and you return back to Greece You will receive the NPS survey on Video!
  72. 72. For example: #1 You arrive in Romania. You agreed that you would in an apartment with other interns. They inform you there is no place to stay for the next 10 days and that you will switch homes between AIESEC members until then #2 You arrive in Poland. They inform you that your project will not begin until next week and you are dissatisfied with that.
  73. 73. So YOU NEED to fill the NPS survey. Write down your comments and the situation in order to let us know what is happening. We will check the results and communicate with you within a few days! When this happens a case opens. This means that we treat each one of you individually and try to help and support you. When the challenge is solved the case closes For example:
  74. 74. We are here for you! Because we care for you and the experience you are about to get! By filling the NPS we: Can provide quality to the experience We will know your challenges and can change things for better For example:
  75. 75. So WHY is it important to fill the NPS survey? When do you fill it?
  76. 76. Welcome ABOARD • Networking • Ambassador • Culture Shock • How to survive
  77. 77. Personal Networking A Structured Guide in Approaching “Friendship”
  78. 78. Expectation Setting 1. Understand the importance of networking during this experience 2. The purpose of the session is to allow you to develop a “Personal Networking Plan” 3. Overall aim is to help give you an organized and more effective mechanism on how to network during your EXPLORE experience
  79. 79. Why is Networking important ?
  80. 80.  Expand your network  Exposed to new ideas and opportunities  Share common experiences  Friendship/ Relationship  New culture and perspectives  Those people will help you in the long run For example Accommodate you while visiting their country Co-operate in a future project Promote job opportunities to you And MANY MOREEE!
  81. 81. Make a Friend • Be nice.  This is the time to establish a proper relationship  Make friends, make a connection, exchange contacts  You might not get to the point at initial meet but you’ll be adding another list 1 contact to your hitlist ;-)
  82. 82. Know what to say and when it’s time to walk away. . .  Closing the conversation is JUST as important as establishing it and carrying it.
  83. 83. Being an Ambassador
  84. 84. How would you Present Pakistan?
  85. 85. Presenting • Hold a presentation • Show photos about famous places, buildings • Show Pakistani songs, maybe sing them • Show Pakistani dances, maybe dance them • Organize Cultural nights (cooking & music) • Bring the flag, card postals, small gifts
  86. 86. Presenting • Bring Pakistani food (mastiha gums, etc) • Taste Pakistani drinks • Lassi, Roh afza etc • Cook a meal • Baryani, Karhani, Donor Kabab, Gola Ganda etc
  87. 87. talking about Pakistan in general conversations • not when you explicitly present it • like: you would talk about general behavior of Pakistani • economy, politics, public transport, media • everyday problems etc.
  88. 88. Representing • How much do you identify yourself as a Pakistani when being with other nationalities? • How much do you identify yourself as a Pakistani being abroad, with Pakistanis?
  89. 89. General behaviour do others see you as yourself or representing Pakistan? • at work • at home with flat mates • evening talks • parties • events
  90. 90. Are you ready to become Ambassadors of Pakistan? •Who is READY???
  91. 91. culture shock
  92. 92. the trauma you experience when you move into a culture different from your home culture” (Chaney, Martin)
  93. 93. What is culture??
  94. 94. Culture is a system of beliefs and values shared by a particular group of people. Culture is the collective programming of the mind which distinguishes the members of one human group from another.
  95. 95. Cultural differences
  96. 96. The best cooks….. The best mechanics….. The greatest lovers….. The worst smelling people… The most religious… Who do you think is…? Complete the gaps!
  97. 97. The best cookers French The best mechanics German The greatest lovers Italians, Brazilians The worst smelling people Indian The most religious Arabs Were your answers these ones?
  98. 98. Stereotypes
  99. 99. Let’s watch a movie!
  101. 101. Honeymoon Period Culture Shock Recovery Adjustment Stage Reverse Culture Shock
  102. 102. Honeymoon period • VIP feeling • Constant emotions, optimism and adventure • Astonishment, happiness • A large wish to see new places and things and meet a large number of new people
  103. 103. Symptoms of Culture Shock Anxiety Helplessness Depression Self doubt Excessive fear if being robbed/ injured Loneliness Homesickness Boredom Fatigue Insecurity Stereotypes for the new culture, “ my culture is better than this one”
  104. 104. What causes? • Language / Climate • Religion • Food • Education • Way of thinking and decision-making • Body language…
  105. 105. What are you going to do about it???
  106. 106. Dealing with It 10. Keep busy and active (Sport, work, party, travel) 9. Establish strong friendship with people from the host culture 8. Make a list of positive things about the culture and look through it occasionally 7. Realize that everyone who goes abroad experiences culture shock
  107. 107. Dealing with It 6. Be an avid learner about the country. Find out all the information you can 5. Try to trace every “strange action” to its underlying values 4. Find someone from your country that has been there longer. Use that person to gain perspective
  108. 108. Dealing with It 3. Regular personal reflection (write diary, blog, have a reflection “place”, TALK) 2. Work at maintaining a healthy sense of humor. Be ready to laugh at yourself 1. When talking about experiences, focus on your feelings rather than the causes
  109. 109. Recovery  Exploration and need of more information about the culture  New optimistic attitude  Beginning process of constructive criticism, researching the similarities between the two cultures  Understanding the culture and people more  Becoming an ambassador between the two cultures
  110. 110. Adjustment stage - More adventurous - Seek new learning opportunities - Try out new approaches - Feel more motivated - Seek the company of others - Desire to explore returns - Accept the things that cannot be changed - Eventually assimilate the changes
  111. 111. Reverse culture shock Going home… Desorientation and readjustment to one’s own culture Irritation Boredom 4 stages: 1. Disengagement 2. Initial euphoria 3. Irritability and hostility 4. Readjustment and adaptation
  112. 112. Worst case scenarios
  113. 113. Before you leave, confirm that someone is going to pick you up and confirm your flight arrival time Have the contacts of people from your LC Have the address of where you are going to stay Have some local currency on you to get a taxi to your address
  114. 114. The AIESEC representative picks you up, leaves you at your new accommodation, then disappears
  115. 115. Key Points  Meet up with other trainees or foreigners in that country  Befriend people from work  See it as a challenge!
  116. 116. Key Points Ask for photos of your accommodation Ask interns there about feedback. Speak to the AIESECers – explain that you are unhappy and ask for their help. They may not realize it but it is unacceptable.
  117. 117. Key Points Don’t panic! Speak to locals – your colleagues, the AIESECers Contact the Pakistani Embassy – what is their advice? Phone home – reassure your family
  118. 118. Wrap Up...Wrap Up... Culture Shock - Natural, but with preparation can be reduced
  119. 119. The Importance of Staying in Contact With Us! • No matter what happens while you are abroad, AIESEC Pakistan is still here as a support network • We not only need to know but also WANT to know how your traineeship is coming along! • If you are not getting the necessary support we may be able to do something for you from Pakistan.
  120. 120. What to do if… (Worse Case Scenarios)
  121. 121. No one turns up at the airport upon your arrival
  122. 122. Key points  Before you leave you have confirmed who is going to pick you up and you have confirmed your flight arrival time  You have the contact details of at least three people from your host LC  You have address of where you are staying. You have enough local currency to get a taxi to where you are staying
  123. 123. Suddenly you have to change apartment and move to another one with better conditions but far away from your work. How do you handle the issue?
  124. 124. Key points  Don’t Panic or get disappointed  Speak with the responsible AIESEC member, explain the situation and try to come up with a common solution
  125. 125. You find your roommate’s habits very annoying and he/she doesn’t seem to understand no matter how many times have you told him/ her. How do you approach the issue?
  126. 126. Key points  Try to get into his/her shoes.  Ask yourself “Why does he behave like that”? “Dows he know he is annoying or is this something usual for him/her”?  Try to understand your roommate  Share how you feel about this with him/her and find common ground *After all its part of the experience – You become more culturally aware and open-minded through that  If the situation doesn’t get better you can always switch rooms or roommate
  127. 127. The AIESEC representative picks you up, deposits you at your designated accommodation, then disappears
  128. 128. Key points  Be proactive  Before the representative leaves – find out when they are coming back  Call some AIESECers or trainees  Get to know country before coming there
  129. 129. If AIESEC don’t seem to be contacting you…
  130. 130. Key points  Contact them!  Be proactive, if you try to get involved with them they’ll more than likely want to get involved with you.
  131. 131. You were mugged and your passport was amongst the stolen items
  132. 132. Key points  Report it to the police  Contact your travel insurance company and make a claim for your stolen property  Contact home – someone should have a copy of your documentation  Phone / contact the embassy as soon as you can – they will advise you on what you need to do
  133. 133. Your job isn’t challenging you or you’re bored with it
  134. 134. Key points  Speak to both your TN manager in the host country and also to your employer!  Do some volunteer work, join AIESEC there
  135. 135. There is political unrest in your country
  136. 136. Key points  Don’t panic!  Speak to locals – your colleagues, the AIESECers  Contact the Embassy – what is their advice?  Visit the Department of Foreign Affairs & Trade website  Phone home – reassure your family
  137. 137. The AIESECers are on holiday or have exams whilst you are there
  138. 138. Key points  Be proactive  Try and find out information like this before you arrive or as soon as you arrive – plan for it.  Hang out with trainees, other LCs or MC  Hang out with your co-workers and other young people  Be understanding – you know what it’s like to be a university student!
  139. 139. You are unhappy with the accommodation arrangements that AIESEC has provided in your host country
  140. 140. Key points  Speak to the AIESECers – explain how you are unhappy and ask for their help. They may not realise it is unacceptable.  Be proactive, find somewhere else! Your wage should be enough to afford for somewhere better.  Speak to the other trainees – is there any accommodation available?
  141. 141. You become seriously ill and need hospital treatment
  142. 142. Key points  When you arrive find out where your nearest hospital and doctors are.  Make sure you have travel insurance which covers your medical needs  Keep in contact with home and AIESEC  If you need to – come home
  143. 143. You are suffering from a bout of homesickness
  144. 144. Key points  Bring photos from home on exchange  Before leaving, schedule regular email or phone contact with people back home  Be proactive – get out and do something to break to cycle  Remain positive – the experience may help you appreciate your life at home more  Go sight-seeing  Visit friends in the host country  Care packages
  145. 145. The Importance of remaining in contact with us! • No matter what happens whilst abroad your LC is still there as a support network • We not only need to know but also WANT to know how your traineeships is coming along! • If you are not getting the support necessary we may be able to do something for you from here.
  146. 146. The End Q&A MEET THE HOTSEAT P.S: don’t forget to sign your EP contract and take your booklet from us today. Good luck!