Buddy system standardization of Indonesia

Buddy Trainee Booklet Guideline This booklet guideline consists of the information about the role and objective of Buddy, Buddy system, Buddy activities, and skill competencies needed.

Nurul Nauvalita - MC Director ICX GCDP

2013

This is an Internal Document, strong recommend to use and adjust it based on current local condition.

• He/she help the intern and makes sure that the intern feels free to discuss any problems or difficulties he might be facing.

Buddy as the bridging between AIESEC and Intern.

• The buddy ensures that the intern has a good quality’s stay in Indonesia.

Buddy as the Intern facilitator

• He/she shows to the intern the Indonesia culture, mentality, everyday life and tradition.

Buddy as a friend of EP integration to Indonesia culture

The role of Buddy

The Objectives

It helps the interns to adjust and integrate themselves easier and faster

in the new environment

It aims to offer quality internship through efficient and consistent interaction between interns and

AIESEC members

It facilitates direct relationships for the interns to communicate their needs.


1. Campaign

2. Recruitment

Process

3. Induction 4. Tracking

5. Evaluation

Global Mindset and Cross-

culture Understanding

Contribution in showcase

Indonesia to global

networks

Expand the network of friendship

The Buddy System The Values

The buddy system is an effective way to ensure that the

integration into intern’s new environment is successful

through the help of buddies as main tool of delivery.


1. Campaign

Example:

Tips for Campaign:

Tap the market target which neither community nor Colleague and create a strong value preposition (you may focus to engage the communities based on issue) and benefit that they need it. For ex: Chinese literature communities for EPs from China. Frequently online promotion and you can create FB group for previous buddy to create the platform for them to share their experiences as buddy.


2. Recruitment Process Example of the application form:

Personal Questioner

1. Personal Details

Full Name

Studies

Permanent Address

Phone number and email

From whom and what you got this opportunity from?

2. Language skills

List languages and levels (native/excellent/good/ basic)

Language Speaking Writing Reading Listening

Photo


General Questioner

Why do you want to become Trainee Buddy? What is your motivation towards that?

What do you expect to get from your experience as a buddy?

What are the main challenges that you might face as a buddy? What will you do in order to overcome them?

Specific Questioner

Why do you think the position of buddy is important for you?

What kind of support should the intern have from buddy?


How will you integrate the intern in AIESEC and the Indonesia culture? List at least 3 ideas of activities.

* Being a buddy means you have some mandatory requirements to complete, but something very important to note here is that you might notice that

some interns would like to do their things by themselves and would not like too much intrusion into their personal space and decisions, so you need to

make sure that you are available when they need you.

Tips for Recruitment:

Create the simple process of recruitment in order to simplify in engaging more people to take this experience. If you still need have an interview process, strongly suggest make it short virtual (10-15 minutes) interview only to know the character, availability time, and their expectation.

3. Induction Process

Simply introduction about AIESEC and LC activities

Simply introduction about the role, activities checklist, tracking, and evaluation system for Buddy

Buddy and AIESEC’ers setting expectation

Simply understanding about Interns JD


Communication flow in AIESEC (AIESEC’ers Contact)

Simply culture and knowledge to manage shock culture

Tips for Induction:

Use simple AIESEC Abbreviation and it will be more effective if you can create Buddy booklet guideline to each buddy which sum up that

entire information list.

4. Tracking System

• Google spreadsheet(Point to be track: EP ID, EP Name, TN ID, TN Name, Buddy’s Name, Buddy’s Address, Buddy’s Contact. )

Database system (track by AIESEC Manager)

• Before Intern Arrival

• During Intern Stay Min. Checklist Report (filled by each buddy)


Example of Database: Example of Min. Checklist Report

Tips for Tracking System:

You can create weekly tracker to track each buddy (what, where, when) activities and the output of the activities for the intern.

You can also create weekly gathering for all Buddy and EPs to always get the engagement, keep in touch with them, and simply track.


5. Evaluation System

Simply create (Google form) online survey.

Things to evaluate:

Based on your experience, what kind of value and key learning that you got as a buddy?

Based on your experience, in which part is the lack from the Communication flow, induction, or other service delivery supported by

AIESEC? Any neither suggestion nor comment?

Based on your experience, what are the things that you still need to improve as a buddy?


What is AIESEC already did well for your learning?

Tips for Evaluation System:

Simplify the process of evaluation system and clear deliver the objective to have the evaluation to each Buddy. So that they can have

the awareness to be a part of it.

Make a positive question, not only to evaluate but also to gain more solutive answer and suggestion to be better.

You may check the tracker to know when (max. 10 days after intern finished the internship) each Buddy should have the evaluation.


1. Be informed about intern’s contacts.

2. Be able to send a welcome letter with photos of him, introduce himself as Buddy and share the role of Buddy, and ask the intern to share some of his/her favorite photos in return.

3. Ask the intern to fill a wish-list including expectations for the internship and buddy.

4. Learn the exact travel details, including dates and time of arrival and departure.

5. Prepare a reception box, (in which the intern will find anything he might need necessarily for the first days. For ex. city map, phone SIM-card, magazine in English for tourists, printed reception booklet, information contacts: AIESEC, hospitals, Red Cross, police etc.)

1. Organize with LC members to pick the intern up from the airport

2. Make sure that the intern has settled down in the home stay and he is not facing any difficulties with his accommodation (housing and transportation).

3. aware of intern’s interests, habits and expectation due to the wish-list

4. Introduce to the intern the everyday life of the city including shops, restaurants, university, internet cafes, public telephone systems, the office of AIESEC, library, post office, even hospitals and pharmacies for emergency situations.

5. Integrate the intern into every LC activity.

6. Arrange an expectation meeting based on the expectation-list that the intern refilled in order to be sure that the reception’s activities are successful.

7. Introduce him the other interns.

8. Introduce him to the road route from accommodation to work.

9. Organize with AIESEC’ers local reception activities every week (activities as cooking night, movie night, karaoke night, board games night, bowling night, parties, and finally a farewell/goodbye party).

Buddy Activities before Intern’s Arrival -during the intern’s stay


Skills and Competencies needed to become a Buddy

~WISH YOU ALL THE BEST IN CREATING HIGH QUALITY DELIVERY FOR SOCIETTAL IMPACT~

Reliable

Cultural Sensitivity

Facilitation skills Effective

communication skill

Technology

Buddy system standardization of Indonesia