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JUMP! 2006 11.10.-15.10.

JUMP! 2006 11.10.-15.10. LC-Management. WG leader: Gerhard Gevelmann (Germany, LC Bochum). LC-Management. Overview „What do we need to run an IAESTE LC?!“ Staff : different project groups, certain structure Office equipment, office hours… LC economy , budget

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JUMP! 2006 11.10.-15.10.

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  1. JUMP! 2006 11.10.-15.10. LC-Management WG leader: Gerhard Gevelmann (Germany, LC Bochum)

  2. LC-Management • Overview • „What do we need to run an IAESTE LC?!“ • Staff: different project groups, certain structure • Officeequipment, office hours… • LC economy, budget • Contacts to professors, headmasters, companies… • „helpful“ things Overview

  3. LC-Management Whom do we need to run an IAESTE LC ? - Staff & Structure -

  4. LC-Management What are the things we have to take care of in a LC? Whom do we need for that? General overview → President Money → Treasurer Outgoing → Exchange coordinator - Outgoing Incoming → Exchange coordinator - Incoming Lodging/accomodation → Accomodation responsible Summer reception → Reception officer/general staff Company contacts → Company contactor Public relations → PR officer Staff and structure

  5. LC-Management President: keeps general overview – somehow involved in everything coordinates/distributes tasks leads regular meetings Tasks to do / responsibilities represents the LC to „the rest of the world“ gives support wherever/whenever it is neccessary takes care for PublicRelations + Motivates people! - Should know something about/have experience in everything related to LC work - Staff and structure

  6. LC-Management Treasurer: Administers the cash money + bank account lists income/spent collects/organizes receipts signs contracts, cheques, transfers… pays the bills Coordinates payments with other „LC institutions“ rents (accomodation) advertisment materials (PR) trips (exchange) events (exchange, president) … Makes the year´s statement! Inofficial head of the LC – money rules the world ;-) Staff and structure

  7. LC-Management Exchange officer Coordinates incoming and outgoing contact person for all questions related to the exchange organises local distribution of outgoing-offers outgoing organises information events sets up/keeps contact to incoming trainees coordinates incoming with the one responsible for accomodation incoming coordinates incoming with the one responsible for summer reception keeps contact to NC to be up to date permanently Staff and structure

  8. LC-Management Company Contactor Responsible for jobraising and fundraising establishes/keeps contact to companies and university departments Represents LC at company/student fairs Evaluation of company´s and incomer´s feedback Sets the basics for the next year´s exchange programme Staff and structure

  9. LC-Management Accomodation responsible organises accomodation for incomers coordinates her/his work with the exchange officer makes lists for rents to pay to support the treasurer´s work gets the keys for the rooms/organises check out Signs rental contracts (depending on local situation) administers rental deposits Staff and structure

  10. LC-Management Summer reception Organisation of different summer activities . . . more details see workgroup „summer reception“ Staff and structure

  11. LC-Management Possible structure in a LC Staff and structure

  12. LC-Management Always keep in mind: IAESTE means TEAMWORK!!! Always try to make teams work on every subject: One who is mainly responsible (there has always to be one single person to sign) and some people to support Make project groups Include new members as soon as possible – make them choose something they are interested in - keep people motivated Staff and structure

  13. LC-Management Treasurers at work: Staff and structure

  14. LC-Management ...a place to be... - The office -

  15. LC-Management Basic „ingredients“ for an office: • Desks • Computer (mainstation, screen, printer, scanner, internet connection) • Phone • Fax machine • Contact list, addresses, phone numbers • Files • Blackboard/Flipcharts • something lockable for important documents • office material: paper, pens, scrapbook, glue, • envelopes, stamps… • Calculator • Inofficial but mostly welcome: • coffee machine • Number of local Pizza-service • fridge (always filled ;-) ) • Beer and other anaesthetics • Aspirin • First aid kit Office

  16. LC-Management "Money makes the world go round" - LC economy – how to make a budget -

  17. LC-Management How to make a budget?! • 1. Make a list of fix costs: • rent • phone basic fee • energy • insurance • … • 2. Make a list of costs for „basic needs“: • Paper • Phone bills • mail • Pens, rulers, glue… • Ink, toner, printer equipment • Files, covers, envelopes… • Service/maintenance costs • CDs, DVDs • … • 5. Make a „wish-list“: • Member´s trip, party • Laptop • Beamer, projector • Sofa • Christmas BBQ/dinner • New T-shirts • … • 2. Make a list of costs for „basic materials“: • Paper • Pens, rulers, glue… • Ink, toner, printer equipment • Files, covers, envelopes… • Service/maintenance costs • CDs, DVDs • … • 1. Make a list of fix costs: • rent • phone basic fee • energy • insurance • … • 4. Do not forget about member´s motivation: • Snacks, food • Drinks • BBQ equipment • radio • 3. Make a list of replacement costs: • New computer components • New fax machine • New phone • Copier • … • 3. Make a list of replacement costs: • New computer components • New fax machine • New phone • Copier • … • 4. Do not forget about member´s motivation: • Snacks, food • Drinks • BBQ equipment • radio LC economy - budget

  18. LC-Management Some tips: Start planning your budget as soon as possible! Involve all members - devide the budget on the several teams in your LC Base your calculation on the numbers of the last year(s) Pay attention that you don´t cross your limits during the year! Check your budget frequently (e.g. every 3 months) – make all teams communicate constantly → keep the overview! Write down the reasons for changing your budget during the year Maybe: give rewards/fines for (not) keeping the budget LC economy - budget

  19. LC-Management "It´s all about connections..." - Contacts to professors, headmasters… -

  20. LC-Management Which contacts might be useful? • To Professors • To the head of your university • To other organisations (bonding, best, departmental student organisation, AIESEC...) • To university/local media (newspapers, magazines, radio stations…) • To students in general • To companies Contacts to Prof., headmaster…

  21. LC-Management How to approach the different people/how to establish connections? • Professors: - personal contact through your studies • - ask friends/other students who know professors • to get the first contact • - write an invitation letter where you describe IAESTE work, • your aims and requests • - invite Professors/members of the chairs to an information • event where you present yourselves • - prepare in advance and in detail your strategy! • - be aware of strengths and weaknesses • Examples at: www.rub.de/iaeste - downloads - JUMP!2006 Contacts to Prof., headmaster…

  22. LC-Management How to approach the different people/how to establish connections? • Head of your university: - Try to use your contacts to Professors and/or other oganisations, maybe also your NC to get the first contact • - write a letter where you describe yourself, IAESTE work, chances you offer, your aims and what you expect of the headmaster • - make a Professor your spokesman • Examples at: www.rub.de/iaeste - downloads - JUMP!2006 Contacts to Prof., headmaster…

  23. LC-Management How to approach the different people/how to establish connections? 3. Other organisations: - Invite representatives to an information meeting - give a common BBQ - try to establish regular meetings (e.g. every 3 months) - exchange your ideas, share ressources - benefit from each other (common company fairs, PR…) Contacts to Prof., headmaster…

  24. LC-Management How to approach the different people/how to establish connections? 4. University / local media : - collect information about the topics of the different media and sort out which might be suitable - try to use your connections via friends, relatives… - go to the contact person or write a letter where you rise interest - ask for the chance for an interview - write a short general article, traineeship report, incomer´s report and offer for free - invite someone to special events you organised (company fair, exchange information meeting, culture live…) - ask your NC for help Contacts to Prof., headmaster…

  25. LC-Management How to approach the different people/how to establish connections? 5. Students: - tell your friends - use tutorials to spread your information - set up flyers and posters you put in public areas (cafeteria, auditorial buildings…) - ask professors for some time in their lectures to give a short presentation (maybe they even agree on supporting you) - use local media - set up information meetings, parties, BBQ, student fairs… 6. Companies: - detailed information see „marketing on companies“ Contacts to Prof., headmaster…

  26. LC-Management Or… get all at once: 19.10.2006 Contacts to Prof., headmaster…

  27. LC-Management "Take it easy" - Helpful things -

  28. LC-Management • Examples of some documents for: • treasurers • PR/marketing • contact letter • general purpose „helpful things“

  29. LC-Management Thanks for your attention… …and have a lot of fun!

  30. LC-Management Remarks: PPT-file available in the INTRAWEB or at: www.rub.de/iaeste - download - JUMP!2006 Further questions? Email me at: gerhard.gevelmann@iaeste.org Remarks

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