Quarterly Meeting 4th, 2016

MINUTES OF MEETING
Recorded by:
Fabsya Farazzahra

Abstract
4th Quarterly Meeting 15-16 AIESEC Indonesia was held on Wednesday 29th June 2016 at Bizzxpress, Jakarta

AIESEC in Indonesia
aiesec.indonesia@gmail.com

Quarterly Meeting Minutes of Meeting | AIESEC in Indonesia

1. Attendance List
Name
Surya Darma
R. Gratiyana Ningrat
Dina Sonyah
Karina Ananta
Jazman Barizi
Andres F. Llanten
Claudeene Penafiel
Maho Watanabe
Hans DInata
Sabri Ahandi
Fabsya Farazzahra
Karolina Presova
Erza Ridho Amukti

Title/ Functional
MCP
MCVP FG
MCVP TM
MCVP MARKETING
MCVP B2B
MCVP IGIP
MCVP IGCDP
MCVP Program Sales
MCVP OD
OD Director
OD Director
MCVP B2B 1617
Intern AIESEC History

Attendance

2. Meeting Location

Building
: Bizzxpress Building
Conference Room : Meeting Room
Conference Line : Web Address
:-

3. Meeting Countdown

Wednesday, 29 June 2016

Meeting Schedule Start : 10.33
Meeting Schedule End
:

4. Meeting Process
No.
1

Agenda
Opening 10.33 10.34

Exchange Performance
Operation
Presentation Opening
10.34
IGCDP 10.39 10.54

Details
Start from operation based on template sent
by Hans
Dina Sonyah: ICB report hasnt done yet, still
in Tami. MCVP Operation Gratia and MCVP
OGIP Gary can not come, so I will be
presenting in behalf of them
Claude: This term drop in term of
performance, but hope I can realize 25 by the
end of 1516.
UI, UNS, USU and PU overachieved their
target for matching in matching peak
The information is not clear about accepted
and approved status on EXPA, which become
one of the reason the matching is low. It is
quite surprising even until now.
Most of the reason of break match is financial
1

Quarterly Meeting Minutes of Meeting | AIESEC in Indonesia

IGIP 11.05

condition, parents permission, academic

activity or already accepted in other project
that we are late on following up
Hans: is it based on survey?
Claude: yes, it is based on the record in the
link tiny.cc/stopbreakmatches
It is quite troublesome on matching with
Egypt since they never wanted to try to solve
the problem and leave without explanation
about the EPs
Hans: Do you have data of the applicants of
each entity? For example, which entity has the
highest application?
Claude: I will count and give the data to you
later
LEAD school only UNHAS and UGM success
on preparing it, those who back out is because
lack of HR and stakeholder. As well as the
NST is hard to contact.
Hans: can you give specific direction for
1617?
Claude: the most visible one is around South
East Asia, based on geographically and other
entities were growing because they capitalize
their region. Project teams need to be the
priority on fulfilling HR, so that we can raise
earlier.
Hans: I think the suggestion for 1617 is TM
need to make specific structure for it.
Because the project is keep changing, by this
we can make sustainable project and
sustainable partnership
Jazzman: for Intern Conference we can
capitalize B2B approach its better to
showcase company partner about our
projects so it is easier to attract sponsors
Sonyah: We can start to take automation
from EXPA to get more LEAD for IGCDP
Karina: we can not extract data from EXPA
Hans: I think we can start working on the IR,
because previously the management of the IR
wasnt good and I think we can working on it.
Andres: Bandung has more than 30 matches
at this moment
All stages of IGIP is growing compared to the
previous years. In EXPA we overachieved on
the matching target
Sonyah: What can we replicate from Bandung
2

Quarterly Meeting Minutes of Meeting | AIESEC in Indonesia

OGIP 11.31 11.46

6.

OGCDP: 11.47 12.07

and Surabaya?
Andres: Bandung is a bit lucky, because they
have GE and the project is very interesting.
Its better if the stakeholders can be replicate
by other entity. The good one was Surabaya,
UA and UB, which is really good in IGIP
Hans: My suggestion is to do sprint sales for
example doing sales in Q1 and Q3, so you
have more time on preparation and more TN
get raised. Capitalize the opportunity, find the
people and do the sprint. As for Surabaya they
expand to Bali and they work really hard on
that. FYI, from Bandung 15 matches is coming
from 5 EP. Because the program is very
interesting.
Andres: yes, it depends a lot in the project
Nicholas: Do you think this can be replicate in
IGCDP?
Sonyah: we are analysing that most of
developing countries is working on Education
issue so that we have no diversification with
other entities, it also include the
diversification of the marketing strategy.
Sonyah: the problem in In progress is tapping
the wrong market. Didn't see the market
interest
Nicholas: I think you need to have vision on
how you gonna run your GIP, if you just want
to grow than you can work on product
development, etc. but if you want to make it
the best than make sure the productivity is
good and make everyone is a sales person.
Make them used to on having a lot of
opportunity.
Sonyah: OGIP is our last focus
Andres: if you are not focusing on OGIP than
perhaps you can focus on the quality, like
giving psychological test, etc.
Hans: make IXP manager in the
structure/under OGIP. Based on data, Q3 and
Q4, you can do JIF or ICD in specific city so
you can have a good legacy for the next term
in Q1
Some of the LC has problem on changing
status in EXPA
Nicho: I think the reason from another entity
can grow a lot is because they have good
brand advocacy. Imagine if we have 1000
3

Quarterly Meeting Minutes of Meeting | AIESEC in Indonesia

7.

MARKETING 13.15
13.44

people in the member than we can easily gain

2000 realization of exchange. So I think we
need to focus on the IXP itself.
Sonyah: only few people in the organization
concentrating on GIP and GCDP, we didn't
showcase more about this. Because within
our own members TMP/TLP is more popular
Nicho: GCDP exchange is really personalize
not something you put on LnD, it is really
personal to add on that
Hans: I think in OGCDP most of the
bottleneck is on the strategic part which
supposed to be done on MC. So I am
disappointed on Marketing from Semester 2,
like Experience Ramadhan is not there, thus
the fundamental thing is not there. The way
we do marketing there is not many changes,
that we since 1314 the number of In
Progress, it kinda stuck
Karina: it is on the mindset of the LC that they
have to do all the same thing on marketing, in
the SOP there is no requirements that they
have to do the same marketing
OGT more EP from winter, that this semester
didn't become the focus, only using ICD and
digital marketing. The entities are more
focusing on approved
OGC automotion, implementing new system
without summit, so the VP has hesitation on
implementing it. It will be top down for next
term
Need to do research about summer
realization, is it about university timeline? Is it
because of the Ramadhan? Is it because of the
exam?
Hans: I don't agree that next term will be top
down, because the main issue is about making
the VP agile with the changes on do
marketing. It is enough to have one cocreation in the beginning and let them do
based on the market
Karina: but the education on marketing is
only until VP, that they become the smartest
person in the team.
Hans: in AIESEC every function has role on
talent management. The solution is not top
down, but do piloting in several function to
develop their LDM character so they could
4

Quarterly Meeting Minutes of Meeting | AIESEC in Indonesia

8.

B2B 13.46 14.15

develop the capacity of the member

Sonyah: one of the main problem of the drop
performance of marketing is after winter they
are become tired and lay back
Hans: so perhaps one of the key solution is
not only to be agile but also to be
entrepreneurial, the capacity of the VP to
plug and play is not there yet
Jazman: As a person that have 3 JD in one
year, also with the most ambiguous role. I
suggest next year to be clear on the role you
are creating
Need to find a way that the Lead to COP is
coming from Linkedin
Maho: most of the sales activity is not
recorded. It is hard to persuade them on
filling the tracker
Nicho: 178 new raise only coming from
Ambon and Bandung, so the number is not
reflecting the Sales Capacity
Sonyah: You have a project for next term
raising right?
Maho: it is only for IGIP and its on going
Nicho: based on the project audit, the project
was not running which is one of the reason
the result is low
Nicho: last year the role on raising and
matching was combined, but the result is
relatively great. But now when it is separated,
the raising activity become lower. What is the
reason?
Andres: in some LCs, the sales person is not
aware about the program that they are
selling. The communication between the ICX
and sales people is not good
Sonyah: it is actually super tiring for
marketing and sales to do the activity, and it is
not possible to combine matching and raising
together in one function
Nicho: I think the main problem is the sales
person in AIESEC Indonesia is lack of
aggressiveness. It is just not possible that we
only have 17 raise for a year. I am even
doubting the transition between sales people
is not happening in the LC
Sonyah: the sales person need to be educated
well regarding to sales and not only virtual
but also physically. I think it is possible to have
5

Quarterly Meeting Minutes of Meeting | AIESEC in Indonesia

9.

TM 14:16 14.44

it on Regional Leadership Conference, to let

them know how to convert more
stakeholders and TN in a fast way
LDM for Indonesia implementation, it has
problem on Big LC like Bandung and UI, most
of the conversation only happening between
LCP and the LCVP, yet the LCVP is not doing it
with the managers.
Sonyah: Highest number of behaviour
assessment is 160
Some of the members are aware that they are
being assessed, so the conversation didn't
come naturally
It is important for us to have separated board
on doing the assessment to the members and
also the EPs. Because sometimes the
standard of the VP is different between one
another and also the intensity of the activity
in the function. Also this separated board will
help us to be focus on the operation, since it is
super hard to be focus on the operation as
well as the quality of the member
Nicho: AI is suggesting to use the tools from
them, how you gonna manage that?
Sonyah: The tools from AI will be
implemented on EP not the memi ber,
because LDM is a deep thing that we need
intense tools
Nicho: can we calculate the working hours of
the members so we know their productivity?
Sabri: is there any suggestion from LC to
make simpler tools of this?
Sonyah: not yet, I havent asked.
Regarding to the LDM tools and assessment
we are working on Phsychology Department
in UI, so the tools will be reliable on
developing leadership and scientific as well
Hans: by that you can predict the capacity of
the EB on the next term. But first you need to
standardize the tools
Only UPN and UNHAS is joining LDM
Mentorship, and it also didn't give significant
impact
Team Minimum implementation need to be
there as something natural not checklist
based, by integrating it on the operation.
Hans: I think we need to evaluate team
minimum. Because in company they have the
6

Quarterly Meeting Minutes of Meeting | AIESEC in Indonesia

employer engagement survey and it is only
focusing on things what matters to them.
10.

FG 14:45- 15:07

11.

PR 15:10-15:29

Non operation project always achieve 90% of

the target, so it is how we integrate operation
to non operation project
Gratiyana: for Q4 turnover is 45 days, but for
the whole year is 88 days.
Nicho: why the they always have late due
date?
Gratiyana: the LC is low in financial capacity
Hans: why don't we have centralized tools like
China that every approved the money could
directly goes to MC?
Gratiyana: I already told to Maep for that
Nicho: so in the previous International
Legislation Meeting we talk about making
contract to make the fixed fee, to prevent the
inflation, is it possible for us to make it as
well?
Gratiyana: Yes
Hans: how do you think that in 1617 can have
efficient project?
Gratiyana: I havent give transition for project
audit, I will work on that. So we can make the
data beneficial for that
3.8 million is our total reach in a year
The data is only about things have done in this
term
Hans: as we see the data shown, it can be
conclude that the engagement by LC is low. So
we need to review the structure of PR in the
LC
Nicho and Sonyah: it was plan that we will use
one platform nationally, and the local
engagement is the led to national
Jazzman: what need to be improved on the PR
1617 is on the content. For example they are
doing Loud and Proud, but the content is not
rich. So we can do more press release or PR
writing, which is become the power of PR. Not
only social media posting. Because there are a
lot of stories that we need to showcase, so
sending press release and newsletter need to
be there.
Nicho: it is important to make your event well
managed and viral, and using that viral for our
benefit. As result that so many stakeholders
7

Quarterly Meeting Minutes of Meeting | AIESEC in Indonesia

12.

BD 15:30-15:49

13.

OD 15:50-16:04

engaged to AIESEC and now the job of 1617

to convert those engaged stakeholders to
become our customer
Nicho: we have a lot of media engaged
Sonyah: but I think we dont know how to
capitalize it
Nicho: that is why next term need to have PR
summit, to train as simple as copy writing, and
building the content of our PR. Because it is
important how we appear in the media
Jazzman: I have one concern, most of the
numbers said as engagement is actually reach.
Sometimes the people in LC whose working
on social media, doesn't even know how to
read analytic, so that we can take things in
action. So it is important for us to work with
expert on shaping how our social media
should appear, because it is really the thing
now
This term doubled or 6 times more the
revenue from BD (700+mio gross)
The key strength of BD team 1516 is all of
them is ambitious. Certain skills might work
to certain partners. So it is important to
understand your strength and selling type, so
you can create better team that can perform
better
The problem of BD before is that before
selling the product they never involve the
department related to join the meeting
Never put target on quarter 4, knowing the
product cycle is important or if you want,
develop the product now and sell it then
Market expansion results in slide
presentation.
Higlight for 1617 follow up Aceh, Bengkulu,
Uncen, Sumbawa,
Karina: we need to find a channel that can be
fun to make people more engage not LINE
because if its everyday it become annoying
Hans: I told Cleo to separate professional and
personal channel
Nicho: reflect to Kardashian family, I guess it
is important to also make our MC is the
celebrity as part of the engagement
Hans: ATH is also starting to make the move
on personalizing their MC profile

Quarterly Meeting Minutes of Meeting | AIESEC in Indonesia

5. Meeting Result
The meeting have the conclusion and meet the resolution which consist of,
This is achievement of PALAPA. Take ownership of our success and also
our failure, so take ownership as our achievement. So for the last 2 days,
lets enjoy our achievement!
Signature bearers, proclaim that AIESEC Indonesia Quarterly 4 Meeting has happened on Wednesday, 29th June
2016 at Bizzxpress Meeting Room, Thamrin, Jakarta.

Surya Darma
President AIESEC Indonesia

Fabsya Farazzahra
General Note Taker