Becoming

the Ul.mate Matchmaker!

Matching Strategy Training

Aims of the session

To know the Matchmaker Campaign & go for it !! To become the ultimate matchmaker by learning ultimate matching strategies! To know current partnerships and opportunities To know the technical process behind matching and ensure efficiency in the process Learn 5 STEPS to becoming the Ultimate Matchmaker !

Matchmaker Campaign
See the Wiki: France | Matchmaker Campaign

Objectives:
To match all available EP forms on the system To ensure a strong summer peak with new results for AIESEC France

Timeline
May 4 May 17

Awards
# of Matches # of new EPs added to the Matching Hub % match to available EPs (Matched/Available) % match to country partners

Bonus: # GIP Eps converted to GCDP

Tracking Results
On wiki:

5 STEPs to being the Ultimate Matchmaker!

1. Get them to available on myaiesec.net 2. Use Search Methods & Tools 3. Searching & Promotion Strategy 4. Applying 5. Following up on Applications

1. Get them to available on myaiesec.net

EP Online
They sign up Accept/Reject Pass/Fail Review Board Payment Myaiesec.net 1st we need to make sure theyve gone through all the stages ! How?

Check the Pipeline

If all the EPs have paid

Create new account on myaiesec.net

Find the New EP ID on myaiesec.net

Enter the EP ID to EPO

See your available forms..

Internship Status on the Database

Incomplete : the EP form isnt complete..
New : the EP form is online, it needs to be in available Available : looking for an internship! On hold : if you edit the EP form Pending : waiting for the other side to click on the accept button of the TN form. (once they applied) Matched : The EP got the job and will be going ! Realized : arrival in the host country and started working

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2. Search Methods & Tools

Global Community Development Programme

Easy! 1. Promote Country Partners; Collect a List of top 3 2. Add them to the Matching Hub 3. Cristina will put them in direct contact to be matched!

Promote!
Get all the promo materials on the OGX Wiki: http://www.myaiesec.net/content/
viewwiki.do?contentid=10185063

OGX Partnerships & Advertisements Googledoc: https://docs.google.com/

spreadsheet/ccc?key=0At_mT9-R9KzZdHJtdktJSlF5ZVh3dTVJaHhLUE1idFE#gid=17

1 GCDP project per week Attract attention examples on the next page Provide TN form sample & promotional material (slides) Make it stand out e.g. Only 7 days to apply Use different channels for promotion Outline concrete benefits of the project Outline concrete information in details about: where, when and what exactly

Example: Southern Cone (Argentina, Chile Uruguay)

Mexico: working with NGOs China: working in Community Projects

(see slides)

Global Internship Programme

If they are searching for internships aside from the country partners, the most important matching tools are:
Myaiesec.net Facebook! Searchtools Matching Mania Available Forms Tracker

myaiesec.net
Browse Internship
General lists of Internships for the different exchange programs or you have the option to add in criteria to tailor your search by Country, Backgrounds, Languages.

Supply and Demand Management

Here you are able to search Internships specifically by the background that is required. This is very useful if you are looking specifically for one background, i.e Banking or Economic Research + Forecasting You can tailor this down by regions to create more specific searches.

Facebook & Personal Contacts

Facebook
Matching Groups: where EPs and TN Managers Meet (promotions, direct talking about opportunities, faster!)
GIP Matching - https://www.facebook.com/groups/294001044019410/ GCDP Matching - https://www.facebook.com/groups/431300036897957/

They can also find the facebook page of countries or LCs theyre interested in!

Personal Contacts
Going to international conferences, talking to past EPs, VPs that have gone on X, etc.

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Country Search Tools

If there is a specific country that you want to search for, you can search for their Search Tool in the Files section of MyAIESEC.net. Look for recently updated files.

Each Search Tool will present you with an Excel file with the Available TNs in that country. You can then Copy/Paste the TN ID into the search on the homepage.

OGX Partnerships & Advertisements GoogleDoc

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Available Forms Tracker (AFT)

Released once a month by AIESEC International & one released by AIESEC France !!
In order to find the latest version, go to the MyAIESEC.net main page and type Available Forms Tracker into the search function. Under the search results, find the file for the current month and open the attached Excel file. You should get a file that looks like this:

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Matching Manias
Skype/ Gtalk/ WiziQ By country EP/TN Matching Good for fast matching !! Getting contacts

There will be one with China for our campaign on May 16 at noon!!

3. Searching & Promotion Strategy

Email / Call them!

Email your EPs with opportunities suitable for them! In case they dont answer in couple of days make a call:
Hi my name is Olivier, I am OGX member in LC Corse. I have sent out a promotion email to you about a project in China, would you like to take a look at it? The deadline to apply is soon, and I wouldnt want you to miss the opportunity.

If your EP doesnt want this project, ask what EXACTLY they want and call them back with what they have requested.

Keep going!
If you find it difficult to reach out to them NEVER HESITATE calling. It is basic servicing that we can provide our Eps Keep coming back with options and encouraging them to take a decision. Package your product well, make sure you demonstrate the benefits of the internship.

Handling Picky EPs

Offer several options, for example 3-5 projects and encourage to make a choice, or they might loose the opportunity. Set deadline. Showcase supply and demand not all the internships are available, make sure you dont oversell: not all the EPs can be matched to GEP Explain that sometimes in big company (GEP) they can be one of the million employ with not many responsibility, when in some smaller companies they can be responsible for the whole department which is better professional xp.

Handling Picky EPs

Share contacts of EPs in exotic countries its always good for EPs to connect and share with people who are already abroad Gather your EPs together, organize one matching night (or other activity) when you can apply for internships together Always remember to demonstrate the benefits of the internship, it is not only about the name of the company, but also about JD.

Especially for GIP

Sit down for several hours and make a list of 15 20 internships based the EPs your profile and personal criteria Then,
1. Ensure that the EP is suitable candidate based on their requirements because its a waste of time to apply for TNs they are not going to be a suitable match for. 2. Rank all the possibilities in accordance with EP preference, which TN is the 1st choice, which is your 2nd

Other tips:
Group Sessions get them to help each other
Have matching parties where everyone works at the same time to search and apply for internships

Buddy system
Group two EPs together (that are searching for similar things) to share opportunities with each other)

Tracking! Via EP Online & by email

Make sure you keep track of how the EPs are doing! Consistent communication is key set a time each week to follow up with the EP

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4. Applying

Applying
APPLY for your EP!!!!!!! Dont wait for them to apply it might take ages! Collect the EP application package (CV, EP form, AN signed by your EP) Send it to TN manager Arrange interview for EP Prepare your EP for online interview Make a follow up after the interview

Applying for GIP

1. 2. 3. Ensure both the EP form and CV are up-to-date The EP writes a general cover letter for the AIESEC exchange program and the International internship experience. From here they apply for the top 15 Internships on the list, ensuring in each application email that they:
Clearly follow any instructions outlined on the TN form Use the TN ID as the email subject header Keep the email short and to the point Ask for a timeline of shortlisting and a reply even if you are not shortlisted Attach your CV, Cover letter as well as EP ID for the TN manager to view

4. 5.

Record the TNs they have applied for After 10 days reply to any remaining TNs on the application list.

5. Follow up on Applications

The EP should be able to give you a report every two weeks:

1. Name: 2. EP ID: 3. Number of TN Managers you contacted so far(from the moment you started the matching process): 4. Number of TN Managers that replied to your emails: 5. Number of TN Managers that contacted you: 6. Number of Acceptance Notes you sent so far: 7. Number of interviews youve had so far: 8. What kind of support do you need from AIESEC [your LC]? 9. What feedback do you have for AIESEC [your LC]? ** They should use the TN Tracker:

Following up on Applications
Ask the EP: Did you have all of the requirements on the TN form? Did you follow the instructions in the TN form? Did you ask for a reply? If they answer yes to all of the above questions but didnt get a reply: they should follow up to your previous email / ask for EP Managers help

Tips to tell EPs

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What does matching mean?

It is the process where: They search for internships ( and you help them find an internship ) They apply for internships They have interactions and interviews with companies (virtual)

Matching Tips (tell your EPs)

Replying to Emails Being Flexible and Open Minded Knowing their form and CV Putting the form correctly on the system Professionalism Respecting Acceptance Procedures Having AIESEC Experience (i.e. being a member)

Searching every day to keep up to date with new postings Sending many emails of interest but NEVER more than one acceptance note

Email tips
TN/EP ID numbers included Name of the organization Start date & length Local committee/country Relevant language/experience for the internship Respecting application deadlines Simple, clear, and to the point Professional but simple English J Asking for the next stepplease send me ____ by this deadline

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Matched! What Next?

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They exchange Acceptance Notes (AN)

Contract for Exchange!
This is very serious cannot break it, can be consequences for the Local Chapter

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Upload Acceptance Notes and Matching Information on EP Online

You will be notified by email on the day the EP is realized and on the day the EP comes back.

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Summary: Get your EPs matched!

1. 2. 3. 4. 5. Get them to available on myaiesec.net Use Search Methods & Tools Searching & Promotion Strategy Applying Following up on Applications

Summary of Tools
Matchmaker Campaign Wiki: http://www.myaiesec.net/content/viewwiki.do?contentid=10214484 GIP Matching Group on Facebook: https://www.facebook.com/groups/294001044019410/ GCDP Matching Group on Facebook: https://www.facebook.com/groups/431300036897957/ Remember to add GCDP EPs to the Matching Hub:
https://docs.google.com/spreadsheet/ccc?key=0At_mT9-R9KzZdFdrWDJ3R01jb0dLZGsxM3ZLdUc0QVE#gid=2

Promotional Materials: OGX Wiki for promotions & other tools: http://www.myaiesec.net/content/viewwiki.do?contentid=10185063 OGX Partnerships & Advertisements Googledoc:
https://docs.google.com/spreadsheet/ccc?key=0At_mT9-R9KzZdHJtdktJSlF5ZVh3dTVJaHhLUE1idFE#gid=15

Available Forms Tracker (search on myaiesec.net)

Thank you.