ICX YEAR PLAN 2009-2010

STRATEGIES

1. More Marketing calls- R&R for member with most marketing calls in
a month
2. Better proposals targeting the specific needs of the company-
Partner with LCs e.g. Strath that have experience in creating good
proposals and mystery of market research
3. Better knowledge on marketing techniques- issuing training
materials and practice simulations to apply these techniques
4. ICX team having an absolute understanding of the exchange
process as such enabling them assist other members improve on
their AIESEC knowledge. Practise with the use of the exchange tab
with knowledgeable members
5. More people facilitating the exchange process to spread out the
management of exchange.
6. Having regular in house trainings as well as members, especially
members of the ICX team, attending out-bound training sessions
7. Good communication with exchangers especially during holidays
8. ICX in conjunction with ER to train on marketing skills to enable
members market exchange aggressively and have an in depth
understanding of AIESEC and the internship program as well as the
other AIESEC products.
9. Planning for the holidays when plans have not been accomplished
10.All exchangers go for an international conference before their term
starts

Member involvement in exchange

Milestones Strategies Key Performance
Indicators
Members trained in  Hold trainings  All members are
exchange policies and during MSS educated on
are proficient in using  Have practical implementing
experience on the IXPQS
the exchange tab on
using the  Carry out at
myaiesec.net exchange tab least one
 All members are exchange
certified at least training per
two months quarter
after
recruitment
We have developed an  Hold trainings  Our LC has a
ICX and OGX team with during MSS Service and
clear JDs and functional  Have practical learning
on using the structure
exchange drive teams
exchange tab
  All members are
certified at least
two months
after
recruitment
We created a  Research on an L.C  We have an
partnership with an LC we can partner exchange
from another country with partnership with
 Approach different another LC
to increase both OGX
LCs internationally
and ICX
New members are  Use a revised  100% of new
trained and involved in newees members go
exchange as soon as induction through
package for expectation
they are inducted.
structured setting and
induction evaluation

We have run a  Get BCPs from  We have sent

project(ASK) within our other Lcs doing out 3EPs on
term successfully ASK exchange
 Seek through Ask
sponsorship for  We realize 4
the project Dts through the
 recruit members project
interested in We complete the
issue based projects and meet
projects
all its requirements
We have developed a We have testimonials
database (regularly  Collect and from all Eps and TNs
updated)of testimonials Include from our LC
testimonials in
from our TN takers and
our promotional
alumni who have been materials
on exchange
Increased incoming • Training 6MT/TTs and 6ET/TTs
exchange numbers members on the realized at the end of
best marketing the year
and selling
techniques
• Increasing the
number of
weekly
marketing calls
made.
• Ensuring proper
company
positioning
targeting the
needs of the
 company

-Members of the exchange team to receive documents and training

materials and documents relevant to exchange that they will be
required to study.
-Members of the exchange team to be made TN managers of the
available TN forms so as to gain some practical experience.
-All email correspondence between new TN managers and Trainees
to be CCed to an individual in the LC more experienced in order to
guide the process, in accordance with LC communication procedure.
Questions and queries may be referred to this individual.
-Have regular matching manias.

Members required: 10

JOB DESCRIPTIONS
TEAM LEADERS
There shall be four team leaders in charge of the following areas:
1. Sales and Marketing
2. Account Management
3. Matching
4. Service and Receptions

• Team leader in charge of Sales and Marketing:

The main task would be to acquire (raise) partners who are willing to
take in foreign trainees into their companies
Responsibilities:
1. Formulating a database of potential TNs (companies,
corporations, NGOs, Foundations, schools)
2. Communication with the various TNs in the form of marketing
calls
3. Setting up appointments and company presentations to
discuss the AIESEC exchange program to follow up on the
marketing calls
4. Following up on marketing calls, building rapport with the
companies taking n interns for possible future partnership
5. Signing a contract and expectation setting with interested
partners
6. Transitioning communications with acquired partners with
Accounts Management,
7. Re-signing with current partners to extend their contract with
AIESEC
 • Team leader in charge of Account Management
The main task would be to assure that all accounts are well
managed until they are realized, and to assure the continuity of
current partnerships with the LC
Responsibilities:
1. Taking over the communication with current partners taking
EPs from the Sales and Marketing team
2. Filling and uploading the TN JQ of current partners onto
myaiesec.net
3. Responding to applications by trainees who are interested in
spending their internship in the traineeship opportunities
raised by Sales and Marketing
4. Working with the Matching team to look for eligible and
interested trainees for the traineeships raised
5. Compiling the documents and forms of eligible and interested
trainees with the traineeships AIESEC KU is managing
6. Sending the compiled documents of eligible and interested
trainees to the TN takers
7. Mediating communications between the potential EPs and the
current TN partner
8. Following up with TN partners regarding their interest in
accepting the trainees
9. Finalizing the matches between the EPs and the TNs
(accepting the EP AN, accomplish and send in the TN AN)
10.Setting expectations for both the EPs and the TNs for the
internship that is going to take place
11.Transitioning the communications with the EP to the Service
and Receptions team to prepare for the EP’s arrival
12.Assuring set expectations are met to a reasonable degree
during the internship for both the EP and the TN taker
13.Re-signing a contract with the current partners with AIESEC,
done in partnership with the Sales and Marketing team

• Team Leader in Charge of Matching

The main task is to look for eligible and suitable trainees who are
interested in spending their internship with AIESEC KU’s TN partners
Responsibilities
1. Researching on the internal market of AIESEC trainees and
communicating the results of the research with the whole ICX
team, especially the Sales and Marketing team
2. Finding potential matches in the system for current TN
partners
3. Fostering partnerships with foreign LCs to provide the EP
demands of current TN partners
 4. Creating promotional campaigns for exchange opportunities
available in the LC

• Team Leader in charge of Service and Receptions

The main task is to assure that all trainees with the LC are well
integrated into the country, and to ensure that all reasonable
expectations of the trainees are met during their stay.
Responsibilities
1. Preparing trainees for their internship in the country
2. Arranging all necessary documents (visas and work permits)
before their arrival (airport pickup, accommodations, welcome
dinner, welcome kits), to be done in conjunction with MC
3. Fixing all necessary logistical arrangements for the trainees
before their arrival (airport pick-up, accommodation, welcome
dinner, welcome kits)
4. Picking up the trainee from the airport, or at least assuring
that upon their arrival, the trainees are aware of transport and
logistics arrangements
5. Integrating the trainee to the community through a welcoming
event for the trainee for them to get to know the LC members,
trainees and alumni
6. Continually servicing the trainees throughout their stay with
the LC, assuring that all reasonable expectations are met and
provided for
7. Assuring the validity of all necessary documents throughout
the internship and assisting trainees should the need to renew
them arise
8. Continually integrating the trainees to the community through
inviting them to various events they may be able to
participate in
9. Responding to all emergency cases involving the trainees
10.Re-integrating the trainees upon their departure through
hosting a farewell event