BD: Process Plan

Business Development Processes AIESEC Ateneo de Manila University

Carlyn Chuacokiong 2012 - 2013

INTRODUCTION

The incorporation of the TN Raising function of External Relations (ER) with Incoming Exchange (ICX) functions has led to the birth of a new department called Business Development. With this integration, new operations and processes will have to be learned and understood; thus, this file was created. This aims to address the possible challenges that this incorporation poses and will pose in the future, to infuse novel and innovative ideas to traditional and conventional strategies that are already being implemented to boost member activation and efficiency, as well as, to create and sustain quality relations with all stakeholders. As a guide, this document contains the process plans for the term 2012 to 2013.

Team Structure This should be viewed thoroughly, bearing in mind that each team will be structured to

consist of Account Managers (AM), who are proficient in TN Raising, and TN Managers (TNM), who are knowledgeable of the ICX functions, for the Global Internship Program (GIP) and the Global Community Development Program (GCDP), specifically Raising, Matching and Realization (Ra-‐Ma-‐Re).

VP BD

Director for Accounts

Management

MarkeTng Accounts Manager

TN Manager

PROCESSES

This document will be divided into three main parts: (1) Raising, (2) Matching, and (3) Realization. Various steps, needs required and the departments involved will be included, in order to properly delineate a clear-‐cut line between the job descriptions of each function, to attain results. An overview of the processes for each part will first be shown, which will be followed by a more specific and in-‐depth analysis of each of the processes with corresponding steps to ascertain maximum efficiency and success.

Overview of the processes involved in each part

RealizaTon

Intern's arrival:

LegaliTes & technicaliTes CRM/Assessment of the both party's

experiences Intern's departure

Matching

PromoTonal strategies Assessment of the potenTal Exchange ParTcipants Matching in the Myaiesec.net session

Raising Market research:

Market segmentaTon & uTlizaTons of Supply and

Demand

Company meeTngs Closing the deal Raising a TN

A. RAISING

Process Steps Needs Document needed

Person/Dept Responsible

Market Segmentation of companies in the Philippines based on the number of supply of EPs in the global pool -‐ Niche marketing: By capitalizing on our service’s cost effectiveness, its being hassle-‐free, and the vast array of skills and backgrounds of the EPs that we offer, we will be able to market our services to meet the specific needs of companies

Knowledge of market segmentation and target marketing

BD

Supply and Demand analysis in the AIESEC network

Knowledge of the DAAL* and manipulation of Supply and Demand Analysis

DAAL / AFT BD

LC Member Networking Knowledge of work backgrounds of relatives and family friends

AM

Market Research

Counterchecking with the National (MC) Clearing List

Online tracker AM

Cold Calls AM

Knowledge/talent in sales

Knowledge on the costs and the services that are involved in raising Knowledge on the exchange processes and EP supply

Product development

Sessions on professionalism and creating rapport

TN package AM Initial Company Meeting

Approaching the company: Setting up time and place

Update the Local Committee ER tracker

Online tracker AM

Following up on the TN Sessions on CRM AM Post-‐Meeting

Drafting the TN Job Questionnaire

Knowledge on the requirements and necessities required for a JQ

TN Job Questionnaire

template TNM

Finalizing the TN JQ To be approved by the VP BD for feasibility

Raising the TN form in the myAIESEC.net system

Knowledge on how to manipulate the Myaiesec.net system for raising TN forms

CRM

Developing good rapport with partners through Quarterly Newsletters, Christmas and Birthday Cards

Online database with basic

information on the company and contact person

AM

B. MATCHING

Process Steps Needs Document needed


Creating promotional materials

-‐ Promotional Materials are based on the standards issued by the VP BD -‐Internship details

TN Package BD-‐COM

Promoting to the network

Knowledge of the network: -‐Knowing peaks of LCs/countries and its targets based on DAAL analysis -‐Emailing promotional material to the network -‐Attending matching manias for greater exposure in the network -‐Knowing current available supply through Supply and Demand

TN Package,

Reception Kit TNM

Promotional materials

Sending preliminary emails to contacts around the AIESEC

network

Knowledge of the numerous available searching tools in the AIESEC network:

-‐ Available forms Tracker -‐ Search tools from different countries -‐ Invitations to matching mania -‐ Supply and Demand management

TNM

Preliminary Assessment

Assessment of applying Exchange Participant to the internship provided Assessment of EP form and CV/Resume to see if their background fits with the internship provided

TNM Assessment of

Exchange Participant

Conducting Interviews

Depending on the agreement with AIESEC and the company -‐ Possibly the TNM -‐ Possibly the TN contact

TNM or

AM – TN contact

Expectation Setting

-‐ Allowing the EP to better understand what to expect in the internship as well as the working conditions provided in the it and information about the country -‐ Knowledge of the possible fees and what they entail -‐ Knowledge on the provided accommodations for the project

Draft itinerary of the project, Expectation Setting

Document, country package

TNM

Accepting the Exchange Participant

through email

-‐ Requesting the Exchange Participant’s Acceptance Note (EP AN) -‐ Creating the EP’s Trainee Nominee AN (TN AN) -‐ Filling out the EP’s Invitation Letter **All of these documents will be sent to the VP BD for official matching on Myaiesec.net

TN Acceptance Note, EP

Acceptance Note,

TNM

Signing of TN AN by the company contact

TN AN to be sent to the company contact for him/her to sign **Note, there is a 7 day wait for the Exchange Participant before he/she decides to turn down the internship

Filled-‐out TN AN TNM -‐TN contact

Send complete matching documents

to the VP ICX TNM

Matching

Official matching Various documents needed for the match

VP BD

Updating matching tracker

Online tracker TNM

Retrieval of the flight itinerary of the intern

Note: flight itinerary is required, not simply their flight details

TNM

Retrieval of the contact number of the intern and request to apply for International Roaming

The OC for matching must also retrieve their contact details as well

TNM

Settling accommodations

The TN manager must settle all of this information to properly set expectations with the trainee

Expectation Setting

document (various options

for accommodations

and other services

provided by the LC)

TNM

Legal Matters Invitation letters and visa should have been settled before departure

Visa manual TNM

Follow-‐up or Pre-‐arrival Preparations

Arranging of airport pick-‐up

All retrieved information necessary for the intern’s

TNM -‐ Coordinator

arrival and contact persons responsible for the trainee’s arrival

for Trainee Servicing (CTS)

Continuing CRM

Update the company about the arrival of the intern as well as coordination with the intern’s orientation

TNM – TN Contact

C. REALIZATION

Process Steps Needs Documents Needed


Arranging of airport pick-‐up

All retrieved information necessary for the intern’s arrival and contact persons responsible for the trainee’s arrival

TNM -‐ CTS

Trainee orientation

-‐ Coordination with the TN on their first day with the TN manager -‐ Orientation includes more expectation setting with the TN and trainee -‐ The trainee must be brought to the company by the TN Manager

TNM

Welcome Dinner

Respective persons responsible will coordinate with other entities or departments to throw a welcome dinner for the arrival of the trainee/trainees

TNM – CTS

Collection of fees

In the expectation setting document, housing fees and servicing fees were mentioned Persons responsible must collect these fees

Acknowledgement receipt

TNM

Trainee’s Arrival

Legal matters Visa Renewal and DOJ Passport TNM

1st week of evaluations

Mid evaluations

CRM/Assessment of intern’s experience

Pre-‐departure/Post-‐internship evaluations

Knowledge of the evaluation procedures in order to maintain relationships with the TN and the Intern. This evaluation is required in order to monitor the expectations fulfilled by the TN and the project and be able to address those expectations that have not been fulfilled

Evaluation Package TNM

Farewell dinner

Respective persons responsible will coordinate with other entities to throw a welcome dinner for the arrival of the trainee/trainees

Trainee’s departure

Arranging of airport All retrieved information

TNM – CTS

drop-‐off necessary for the intern’s departure and contact persons responsible for it.

Post-‐evaluation of the trainee

Evaluation of the trainee by the company

Post-‐evaluation of the company

Evaluation of the company by the trainee

Post-‐Evaluation

Renewal of contract

STRATEGIES

Campaigns

In order to make AIESEC AdMU more present in both the national and international platform, campaigns can be created to showcase who we are, what we have to offer, and the numerous exchanges which the LC has provided, so far. This can be expressed through website articles, documentation, videos, and newsletters, which can be used as promotional materials for other countries, companies and organizations to be more interested in AIESEC AdMU and our exchanges.

TN Raising

LC Member Networking

Account Managers have searched far and wide for possible partners, but we may have overlooked what we already have, and that is our LC’s very own network. Account managers may create an online database that will be composed of the professional backgrounds and contact details of relatives, friends and family friends of each member in the LC. Through this, we will be able to capitalize on personal connections, which may quicken the access to certain companies and organizations.

Walk-‐Ins

By going to corporate buildings, AMs can save time searching for companies. This also supplies the chance to personally interact with these companies and get a quicker response as to their interest in the program.

Strategic Matching

Although it is mentioned in this document as a standard operating procedure (SOP), Strategic Matching begins in the analysis of data provided by AIESEC International. There exists a file called Data Analysis for Advanced Leverage (DAAL), which holds the raw information of realizations from a period of time. This file is released quarterly, throughout the year, and is an advantage for those who can manipulate the document.

AIESEC International lays out the possible statistics one can find in the document: top LCs with the most exchanges, top LCs with the most TNs, most number of members ETC.

However, given the raw information one can also figure out the possible information: how many countries have realized TNs/EPs in a particular month or even a particular day within the year. This allows the exchanger to tap respective countries and to properly market to possible externals.

Matching Mania

Matching mania is an initiative, which others have described to have impromptu interviews with EPs with the interest in participating in a TN. However, based on past experiences, matching manias have become an avenue for networking and meeting new people from the network instead.

This is essentially a big online conference among exchanges, blasting and promoting their EPs and their TNs. What most do is exchange and add EP managers and even VPs from other countries in order to privately discuss supplies, demands and other opportunities.

Therefore, in our case, matching manias are utilized more for expanding one’s network and building partnerships, rather than to actually do some matching.

Partnerships

Partnerships are ideal for business development because this ensures a consistent and sustainable supply of TNs and demand for EPs. Aside from this, partnerships also generate a positive image for our LC, as it shows that we deliver quality and competitive results to our stakeholders, adding credibility and a sense of security to those who are not familiar with AIESEC.

Acquiring and maintaining local and global partnerships is a cycle that is highly dependent on each other in order for it to be able to successfully contribute to business development. Specifically, by having global partners, we will be able to distinguish and pinpoint the trend of the global supply of EPs: how, on specific months, certain countries supply a peak of EPs, and how certain partners offer a surplus of a certain type of EP with a particular specialty.

On the other hand, by having local partners, we will know what types of EPs to get, and we will also be able to see the general trend of when the demand for EPs will be greater and for what types of EPs.

All in all, both kinds of partnerships must be utilized hand in hand in order to get results because one without the other would cause an imbalance in the supply and demand curve, which will lead to poor performance.

INITIATIVE GROUPS/ROLES

Initiative groups are groups that do not participate in the SOPs of the department but directly contribute to the improvement of results. One of our initiative groups is the (1) Host Family Initiative and their main function is to deliver a campaign to create a database of interested families to host our interns. In addition to this is the (2) International Relations Initiative, which will act to make AIESEC AdMU known internationally and develop partnerships with various entities worldwide. Essentially, initiative groups are there to fill in a demand, which cannot be accommodated through mainly doing SOPs. This will be composed of a separate group of members, who will be acting under the directors. Being a strategy in itself, this initiative group already supplies an upper hand from other LCs that request for payment for living accommodations, which most refuse to spend for.

ACRONYMS and TERMS

AFT Available Forms Tracker The available forms tracker is a monthly released document of the available Exchange Participants in the network. However, the information is often inaccurate since matching happens daily.

AM Account Manager They are in charge of TN Raising and dealing with companies/institutions/organizations

BD Business Development The integration of TN Raising and Incoming Exchange functions

DAAL Data Analysis for Advanced Leverage Holds the raw information of realizations and exchanges from a period of time. This file is released quarterly, throughout the year and is an advantage for those who can manipulate the document.

EP Exchange Participant Before realization, the trainee is called an Exchange Participant. They are applying participants for a volunteerism project or an internship.

FIN Finance The Finance function of AIESEC

IL Invitation Letter The Invitation Letter is a document given to matched Exchange Participants often used for visa application purposes.

JQ Job Questionnaire This is a document created by AIESEC International and may be modified by the Member Committee in order to aid the exchanger for

The JQ also serves as a legally binding document between the entity and the company.

MA Matching Matching is the process for being able to “match” the qualities, capabilities and interests of an applying Exchange Participant and

MC Member Committee Is the national entity of the AIESEC country (e.g. AIESEC Philippines, AIESEC Mainland of China)

RA Raise/Raising Creating a company partnership that would accept and train possible trainees to participate in their operations as a volunteer or an intern.

RE Realize/Realizing/Realization Determined as the start or the first day of work of the intern or the volunteer participating in the program.

SOP Standard Operating Procedures Are standard processes which the department requires in order to operate its function.

TN Trainee Nominee In the AIESEC Network, TN is considered as the trainee applying for the project or company. The official term for the company is TN taker. Here in the Philippines, TNs are regarded as the company accepting a trainee as their intern.

TN taker

Trainee Nominee Taker The official term for the company willing

to take in interns

VP Vice President