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

The role of Buddy
Buddy as the bridging between AIESEC and Intern.
• 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 Intern facilitator
• The buddy ensures that the intern has a good quality’s stay in Indonesia.
Buddy as a friend of EP integration to Indonesia culture
• He/she shows to the intern the Indonesia culture, mentality, everyday
life and tradition.

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

The Objectives

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

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

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

2.
Recruitment
Process

5.
Evaluation

4. Tracking

Global Mindset
and Crossculture
Understanding

Contribution in
showcase
Indonesia to
global
networks

3. Induction


Expand the
network of
friendship

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

Photo

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


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,
Database system (track
EP Name, TN ID, TN Name, Buddy’s Name,
by AIESEC Manager)
Buddy’s Address, Buddy’s Contact. )

Min. Checklist Report
(filled by each buddy)

• Before Intern Arrival
• During Intern Stay


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.


Buddy Activities before Intern’s Arrival -during the intern’s stay
1. Organize with LC members to pick the intern up from the airport
1. Be informed about intern’s contacts.
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).
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.

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.

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.)

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).


Skills and Competencies needed to become a Buddy

Reliable
Cultural
Sensitivity

Effective
Facilitation skills communication
skill

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


Buddy system standardization of Indonesia

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