AIESEC in Aveiro | Online Q&A LCP 2016/2017 Applicants

Dear members of AIESEC in Aveiro and AIESEC Portugal,

This forum has the purpose of carrying out the Q&A for LCP 16.17 according to the internal compendium.

The forum will be open from the 12th of November (at 10 a.m.) until the 17th of November (closes at 10 a.m.). All members of AIESEC in Portugal can ask the maximum of 2 questions, by sending them to the email pag@aveiro.aiesec.pt, after which they will be put on the forum and the candidates must send their answers to pag@aveiro.aiesec.pt, being then inserted in this section.

All questions sent until the 17th of November, at 10 a.m. will be accepted. The candidates shall have 48h to answer the questions (after being published by the GAP), on penalty of seeing the process of application be terminated. All questions and answers should be in English.

Best regards,
Salomé Ramalho

Perguntas Daniela Fonseca [Dia 15 de novembro às 13h10 - A candidata deverá responder até 48h após esta hora]


1 - You refer throughtout your application the importance of changing the culture of the LC. Explain (and be very concrete) the 3 main elements of the culture that you would like to change and present a plan for the whole year to do so (with strategies, activities, responsibles and deadlines).

Resposta [17 de novembro às 05h41]:

Three main elements of culture:
Have a LC more closed and with people who works like a family and having personal growth
Have a LC with a strong commitment with mission
Have committed people with same vision working for same goal

Strategy one:
Have activities with all LC supporting people to now a bit more of exchange

Activities:
2 days for all LC make phone calls to support people doing ra in ICX ( one day for phone calls to companies and another for phone calls to schools)

Timeline:
For MIP make a phone call in June and September
For Summer project( 2020 ) beginning of March
For iGIP in March and October

-One challenge for OGX: every person of LC make some calls to help in Ra of OGX like a challenge. The area or member that have more applications will win prize

- One braimstorming  session per quarter with all LC

- For EB planning ask for new ideas, inputs and feedback to members

Strategy 2:
- Celebrate victories in group and improve ambition spirit and working for be better in a national level
Implement the Strategy "Word hard, play hard". For instance if AIESEC want have 50 exchanges, in each 10 we get all LC celebrate the target. So we strengthen team spirit.

Strategy 3:
We put in LC one check list with weekly areas for everybody keep in touch with all groups activities and motivate them.

Strategy 4:
Having more team building, each activity should have a message. More synergies  meetings between areas

Strategy 5:
Per quarter we will have  a general meeting in wich area will explain what are doing and can change ideas with all




2 - What kind of resources or activites/strategies would you use to keep your team's motivation throughout the year?

Resposta [17 de novembro às 05h41]:

We should check implementation of team minimums in areas, recognize members activities, celebrate each goal LC get, team building activities. Do activities out of work hours. For instance, every month one area will organize the LC dinner.
Anyway when we invest to get results members recognize that it will improve motivation because are seeing the result of their work. I also believe in a change culture that I present in previous question  help keeping teams closed.

Perguntas Raquel Lopes [Dia 15 de novembro às 13h19 - A candidata deverá responder até 48h após esta hora]


1 - What measures do you intend to apply to make the strategic areas really oriented to exchange?

Resposta [17 de novembro às 05h41]:

FIN:
Doing financial and logistic partnership during RA in order to support ICX projects
Monthly meets with exchange areas for doing budgets and follow up the process

RH:
Support lead work to OGX trainees
Best tracking for productivity in areas( number of phone calls, number of meetings, number of ra, ma and re for ICX and OGX )
Tracking for members functional education and at same time with productivity evaluation we should have a meeting to analise which kind of problems there are and how solve them ( we should reinvest in education or team minimums when necessary)
Support in cultural events to trainees

MKTG:
Doing specific card to promote specific job
Do a Marketer study in university in order to know better what should be sell and what the best way to sell
Support in info sessions and promotion of OGX
Adapting ICX materials when necessary for ICX and help to create hpl if we don´t get it from nacional




2 - What would the structure of the Executive Board 16.17 be in following scenarios:
       a) 4 elected VPs
       b) 5 elected VPs
       c) 6 elected VPs

Resposta [17 de novembro às 05h41]:

a) 4 VPS: RH, FIN, Communication and External Relation, Exchange( with  different  teams and team leaders)

b) 5 VPS: RH, FIN, MKTG, ICX, OGX( we should have sales and delivery team for OGX and be better back office support to front office)

c) 6 VPS: RH, FIN, MKTG, i GCDP, I gip, OGX( we should have sale and delivery team for OGX

Perguntas Beatriz Seabra [Dia 15 de novembro às 23h30 - A candidata deverá responder até 48h após esta hora]


1 - What do you think should be the position of AIESEC in Aveiro in the national network?

Resposta [17 de novembro às 05h41]:
AIESEC in Aveiro usually have an evaluation position to face each situation and after that give feedbacks that I think must continue. Anyway I think should show AIESEC in Aveiro usually have an evaluation position to face each situation and after that give feedbacks that I think must continue. Anyway I think should show more work in national conferences. We should define better our position in order to have a permanent and active national voice.



2 - Present me an innovative idea to get external recognition in the next term.

Resposta [17 de novembro às 05h41]:
We should begin doing a high quality small conference promoted by AIESEC. For this conference we should invite big companies to speak  interesting themes like social responsibility or leadership
Invite "vice reitor" to talk too. One part of this conference is defined to explain what is AIESEC, what we do and invite trainees and AIESEC members to speak about their experience. We should invite schools or companies too that have AIESEC trainee for speak about project too. Other part with workshops to develop soft skills and another part like a open space to companies and students can talk and  sharing opinions and products ideas for instance.
So we promote big event about high quality soft skills development, we promote a network opportunity, workshops to develop skills and promote our organization too.
Make this conference in order AIESEC became with another dimension and we should be know for our quality. This kind of work will strengthen our position in the middle of students and companies and promote our brand.

Perguntas Soraia Ferreira [Dia 16 de novembro às 20h46 - A candidata deverá responder até 48h após esta hora]


1 - How do you intend to overtake the weaknesses and threats of AIESEC in Aveiro?

Resposta [18 de novembro às 17h26]:
About Weaknesses...

- Financial sustainability -> investment in Exchange and creation of financial partnership

- Members lose motivation in short term;Lack of committment-> Team minimums( Learn by doing)
A Change of Culture (as already said strategies I had wrote in my application and questions forum). I believe in strategies I choose and obvioulsy the follow up

- Lack of focus->All should be focused in all goals of AIESEC in Aveiro and not only in eah area. Our core business is promote and do Exchange. Finance Members should too support and work for financial and logistic partnerships and right investments to help exchange. In Maketing we need capitalize the right channels, Human Rsources can help support Lead and Cultural Preparations for trainees, increase tracking and productivity in teams and team minimuns.

- Historically unsustainable iGCDP-> financial and logistical partnerships


About Threats...

- When we compare with another programme and prices - what we can and should do is the sharing from people that had had AIESEC experience show the advantages, our support, the added value in cv and the great opportunities that appear in labour market after.

- UA Position -We should keep in touch with UA in a permanent way as in receptionof new students. Promote Conferences and invest in a strong and battle marketing

- Talk with teachers presenting the added value of our organization in global market and our history and experience in develop students skills. It will help to promote Aiesec for more students. On the other hand we will change methods to have better mettings with branches and associations. Invest in social media like facebook and in Aveiro newspapersor university newspaper.



2 - What are the BCP of the old LCP's, of this LC, which you will like to continue to implement in AIESEC in Aveiro?

Resposta [18 de novembro às 17h26]:
I will present some examples of BCPs I would like to keep in my term:

• periodic meetings between LCP and Tls;
  

• do monthly OPS;
  

• ask fedback to planning
  

• Separate target public in diferente groups to sell different products;
  

• Improvement in follow-up process to trainees with great results due to we recruit more suitable people for right jobs;
  

• Define tasks and activities per area (in order to clarify members tasks)
  

• Areas improved their processes by searching information
  

• General knowledge of some markets
  

• Implementation of strategic campaigns for OGX( Marketing)
  

• Reward and Recognition politcs
  

Perguntas Daniela Relvas [Dia 17 de novembro às 01h17 - A candidata deverá responder até 48h após esta hora]

1 - In question 5 you mentioned that one of the LC challenges is Financial Management. You state as a solution investment in Exchange and creation of financial partnerships as the short term solution. Given that year after year it is said that the LC should invest in Exchange and that in the last three years the creation of financial partnerships did not materialize imagine the following situation: the overall committee's performance does not improve and that are not created financial partnerships; Present three concrete strategies for the possible investment in Exchange.

Resposta [18 de novembro às 17h26]:
First Strategy to really make Exchange happen - LC really focused in core of organization. So to simplify Finance area should be focused in financial and logistical partnerships to help exchange too; MKTG - establish relations with companies, be presente in Jobs Events and Fairs, help to build hpl if necessary, do market studies; HR -do a more closed tracking to follow up teams productivity, team minimuns, help in lead area and cultural preparation if necessary.

All LC should support and help one event for get money, or help to do promotion. Finally a stronger mind in team setrengthen culture too.

Second Strategy - Support Activities to Exchange
-One challenge for OGX: every person of LC make some calls to help in Ra of OGX like a challenge. The area or member that have more applications will win prize
-2 days for all LC make phone calls to support people doing ra in ICX ( one day for phone calls to companies and another for phone calls to schools)

Third Strategy – Strong Promotion
Invest in teachers to have more credibility when selling programs
Invest in showcasing again
Try win win partnership with courses associations and contact for aiesec members in this organizations
Promote concrete opportunity list to courses associations



2 - In question 5 you mentioned  as a challenge the necessity to change the LC culture and presented as a way to overcome said challenge your wish of  “sharing more information, ideas and projects involving more people, having more meetings and brainstormings.”
Having in mind that one of the reasons members present before leaving the organization is lack of time and bigger teams means increasing difficulty in having all the team members in meetings explain your reasoning behind this statement.

Resposta [18 de novembro às 17h26]:
I know time management is a great challenge for anybody in organization. Anyway people need develop and get new skills working in projects. Measures to change culture will include information sharing, brainstorming and together give inputs and feedback to plan. For get a balanced way we can use LC meetings time to do this activities or short moments to members not spend a lot of time
So I believe we can balance, making all happen in right time

Perguntas Anceliana Ramos [Dia 17 de novembro às 01h22 - A candidata deverá responder até 48h após esta hora]

1 - One of the drivers mentioned in your application is Growth in Exchange. And one of the strategies for you was to partner with specific courses. As has been proven in practice in two different mandates that these partnerships do not result, what is the value proposition that makes you think this time would result?

Resposta [19 de novembro às 00h40]:
These partnerships are not resulting but I believe we can try  this time trying through aiesec members who are in their course associations (which currently covers much of courses ) in order to facilitate contact and try do a win win partnership. Also it´s important be in mind that courses associations are not only important to achieve inscriptions but also to have more visibility in campus and visibility will help us to have more inscriptions and position with time. It doesn´t need to be this our focus to promote ogx but we can continue trying with different methods. In other hand, we can focus our promotion through teachers, University relation, UA newspaper and others different ideas.



2 - What are the reasons that lead you to say that ICX does not work very synergistically with other areas?

Resposta [19 de novembro às 00h40]:
I think ICX  like a exchange area need more support for back office areas, is supposed back office help and support front office areas and we don´t have a culture of do it well in Aveiro, it´s important that Finance area help with finantial and logistical partnerships ICX, MKTG help with hpl or make more strong relations with companies or do market studies that it´s helpful to Exchange. And for both exchange areas ( OGX and ICX) too it´s important improve support from back office areas like rh help in lead for trainees and do tracking of performance of members and team minimums. We need back office areas more oriented to exchange.

Perguntas André Gomes [Dia 17 de novembro às 01h41 - A candidata deverá responder até 48h após esta hora]

1 - Taking in consideration that:
     1) % of IXP in AIESEC Aveiro history are extremely low
     2) your vision for the next term

What is for you, the importance of having a Exchange Culture within members of the LC (Integrated Experiences - members that also have exchange experiences), and do you have plans to capitalize this kind of culture?

Resposta [19 de novembro às 01h16]:
I really believe integrated experiences are very important. People feel a more complete and intensive experience in several areas, living the LDM: global citizen - living in a place from different coutries and cultures; self aware- they are exposed and face different challenges and know better themselves; solution oriented- Having different problems to solve in a new environment e out of their confort zone and with friends far away they face a integrated and transversal growth and during their experience they empowering themselves and others. Integrated experiences are a singular and powerful way to growth and live in an intensive way LDM.

It is very good and positive too because if we have trainees becaming members they know better our mission and goals. People can talk about their own experience and it is the best marketing to promote our product. Beyond experience they became member of organization that offer the experience and this means they trust and believe in our work.
This is a way that allows getting better results.

Trainees be happy and confidence because think there are people that before have experienced that kind of trainee. So it helps to reduce fears and and face their trainee problems better. If a member go for trainee is excellent because they will live what they offer to others and keep in touch with the world fo experiences that AIESEC offer for more than 50 years.

It is important students live integrated experiences and t know how powerful is the network of AIESEC all over the world.

I believe at the same time we have more members with great experience the demand will increase trying get the skills only AIESEC can offer. This should be the daily culture of our LC.

In order to capitalize work members we should integrate trainees as members, sharing the best experiences, promote more Integrated Experiences, talk about discounts to members, team leaders and vp´s. This work will allow create a new culture in Aveiro University.

In the near future, when we have a best financial support we could offer discounts to people that invite friends to apply.



2 - In the SWOT analysis of AIESEC Aveiro you presented "Social media Marketing" as a strength. Please, present a analitical analises and reflection, with mesurable data, how social media marketing influenced OGX Realizes during this term?

Resposta [19 de novembro às 01h16]:
Marketing had given some promotion for we have some applications mainly with mailchimps and some group sharing. We have results from this in ending of september and october and in middle of november. In spite of we have not capitalize enough this area, we get applications that become mostly in ra (mainly GIP). I believe we have a lot to improve in MKT, this area is very important for promotion of OGX and so we have more applications, more days to do promotion on facebook and groups, try too guerrilla marketing . I identify as a strong point social media in Aveiro due to good quality, follow our brand and have a strong identity. Contents are good too.

Perguntas Salomé Ramalho [Dia 17 de novembro às 09h35 - A candidata deverá responder até 48h após esta hora]

1 - Taking into account the actual number of active full right members and full right members that are not part of the Executive Board, specify concrete strategies that you would like to implement to increase this number.

Resposta [19 de novembro às 02h55]:
I think we can show that as a stage of growth process of a AIESEC member since the beginning. After 3 months they have a great opportunity of being full members of AIESEC.

It is a way to participate in AIESEC Life and can express their opinion and it is an honor be a full member.

We should increase the perception and feeling what mean be MPDs. PAG should go to areas meetings, speak about that in RIMT as something natural.

Explain in internal newsletters what is an AIESEC AG, what happened in past AG´s and dates for next AG´s as well what will be decided or will happen

Explain and clarify process to become mpd to members

Promote this in some LC Metings

When there is a new MPD we should say Congrats in FB and choose another way to recognize this decision as a Certificate for instance allowing motivate all community.

It is necessary that members will be envolved in AIESEC themes, call in advance for AGs, what will be the work themes, invite them to talk about even before being MPDs.




2 - You mentioned that one of the weaknesses of AIESEC in Aveiro is the loss of motivation of members in a short period after they join AIESEC. Why do you think that this happen and what solutions can you give to this problem?

Resposta [19 de novembro às 02h55]:
If we look to lack of motivation of members I think we should do some things to fight it, mainly act in causes of non motivation.

The measures I present in order to solve this problem are:

- A better management of members expectations since the beggining in critical features as their area, time available to Aiesec. This should be done in recruitment promotion and RIMT functional sessions.

- We need to assure that each member know importance that have in organization to things happen; each work is essential (same to back office or front office). We should communicate that during the meetings and when we explain tasks they should do.

- Members should have work and permanent follow up. I can not stop. Sometimes more slowly but never stop. i am sure this is a cause of strong desmotivation.

- Members need more attractive LC meetings and have moments out of work between teams or all LC or people connect and increase integration. They should love Aiesec environment and atmosphere.

- Assure team minimuns and this includes Coaching to members, the follow up of their experience and again Expectations Management.