1. Planning Days
Preparation
For VPICX & VPER

2. PURPOSE OF THIS PRESENTATION
 You know how to plan your iGIP activities in the Planning Tool
 You understand the crucial processes and KPIs of the iGIP area
 You are able to do accurate pipeline and interface planning

3. CONTENT OF THIS PRESENTATION
1.
Important KPIs in the iGIP area
2.
Preparation for VPERs and VPICX for Planning Days
3.
How to use the Planning Tool
4.
Outcomes

4. Important
KPIs
# Raises, Matches,
Realizations
Matching Rate
Partner Retention
Rate
Plain numbers of the
operations in your LC can
be found in the „Ranking
Report“ on myaiesec.net
Number of matched TNs
divided by number of raises
(Tells you how many sold
TNs actually find an EP)
How many of last terms TN
takers are still willing to work
with you this term? (Quality of
your service towards
companies)
Matching Time
Member Efficiency
Days from raise to match
(tells you how efficient and
quick you match and how the
quality of the raised TNs is)
Number of iGIP TNs( per
raises, per matches, per
realizes) divided by members
in ER and ICX
Conversion Rate of
Raising Channels
e.g. Calls to Meetings,
Meetings to sold TN, Events
to Meeting… (How much
effort
do I need to put to raise one
TN?)

5. PREPARATION STEPS FOR PLANNING
DAYS
1.
Do a numerical analysis, going back at least 2 years to
see where your LC comes from, using my@.net ,
Salesforce and any other data you can find
2.
Collect and calculate all important KPIs
3.
Compare your term goals with your term achievements
so far and achievements in the same timeframe in the
past (Last two years)
4.
Review your team structures and JDs
IMPORTANT: These steps have to be taken before going on
Planning Days!

6. IF YOU ARE NOT ON TRACK WITH YOUR
GOALS…
1.
Do a cause analysis: Did you have enough and well
educated HR? Did you have enough knowledge and all
the tools needed? Did you focus in the right activities?
2.
Think about what you can do to still reach your goals
and make a concrete action plan
3.
If you did not plan well and you notice this on planning
days do not hesitate to replan your numbers and
timelines – If it does not make sense to work with at all,
why sticking to it?
IMPORTANT: Review your goals and progress at least
monthly to check if you are still focussing on what is
important to you

7. HOW TO USE THE PLANNING TOOL
First of all you start with
calculating your own
conversion rates (using past
numbers dating 2 years back),
comparing them with the
national ones and set goals for
this term.
After planning your conversion rates you can
plan your term goals, planning backwards
(starting from Realized and then calculating
everything else

8. HOW TO USE THE PLANNING TOOL
Divide your term goals into first half of the term and second half. Keep in mind
that everything you want to realize needs a certain time to be matched etc. (e.g.
you should calculate with a matching time of two months, so if you do not raise a
TN until November you cannot be certain to have a match until end of January)

9. HOW TO USE THE PLANNING TOOL
The thing that is easiest to plan in iGIP is the raising channel you use and
how intesively you want to use it. Pick at max. two channels and plan the
action steps clearly. This helps you to always see how well you are on track
with your actions.

10. HOW TO USE THE PLANNING TOOL
Plan your reraises monthly. These are mostly easier to plan than cold contacts and
– with good partnermanagement – are pretty easy to generate.

11. ON THE LAST DAY YOU SHOULD
HAVE…
... filled out the planning tool completely
 ... done all necessary interface planning between ER and ICX
with clear responsibilities and agreements
 ... a concrete picture of your projects and how you want to work
on your goals
 ... done a realistic HR planning with your VP TM, pay especially
attention to member efficiency and JDs that make sense and bring
clear learnings and development for your members

12. DO AND DON T
Do
•
•
•
Concentrate your
activities and projects
on doing as much and
as much high quality
exchange as possible
Have regular interface
meetings (ER with ICX)
to check your plans,
projects and progress
Support each other (If
raising stagnates
everybody needs to
raise, if there is too
much to match
everybody should help
there)
Don t
•
Having a reception team when
you do not at least reach 10
iGIP per year  Reception is
the responsibility of the whole
LC!
•
Have more members in ER and
ICX than exchanges you plan,
ist inefficient and a waste of
ressources
•
Wait for your newies before
you start raising and matching;
iGIP is an ongoing process and
you cannot afford to lose time
in the beginning of the
semester

13. QUESTIONS
•
For questions concerning the planning process please
contact the LCDST
•
For questions concerning your functional work please
contact your cluster consultant
•
For questions...
- concerning ICX write Anita
(anita.ammon@aiesec.de)
- concerning ER write Joseph
(joseph.langner@aiesec.de)