Planning, tracking and evaluating

Planning in the EB team

What does this mean?

• What do we have to plan as an EB team?

LC plan

LC plan

GIP projects (ICX & OGX)

GCDP projects (ICX & OGX)

Financial sustainability

Education of the

members

Recruitment

External events

Exchange projects GIP & GCDP (incoming and outgoing)

• Does all the EB need to know in detail each project?

• No, but everyone should know the goals for each area and project. (example: total ICX GCDP for my LC and where these goals come from, which projects)

• WHY is this relevant? – everyone should have the ownership over the results of your term…remember it’s YOUR term, YOUR success and you are all a TEAM.

• HOW should you work with them? – talk about them in every EB meeting. See where you are and where you wanted to be. Discuss together strategies to achieve your ambition.

Financial sustainability • Does all the EB need to know in detail the financial aspect of the LC?

• YES, because every person in the team is responsible for the financial sustainability of the LC. Without all of the EB members pulling their weight the LC can go bankrupt and in worst case it can be closed.

• What should you know?

• What are the main expenses that you have

• What are the main incomes that you have

• Are the incomes that we are generating enough to be sustainable or do we need to produce more?

Recruitment • Does all the EB need to know in detail what is happening in recruitment?

• YES, because the members that you recruit are the ones that will help you achieve the ambition that you have. Getting involve in recruitment is a great opportunity for you to learn new things and also your duty to ensure the continuity of the organisation.

• Also, each VP has a role in recruitment from the beginning (when building the HR need) till the end (when you prepare the new members)

Education of your members • Does all the EB need to be involved in this?

• YES, because a well prepared membership base will ensure you and your term success. Also, remember that as leaders it’s your responsibility to prepare your teams

Specific events • Do we need to take into account external events?

• YES, because they influence your work, they influence the time your members will dedicate to work. You need to have an overall perspective of your year so that you know when to plan the main activities and when you shouldn’t plan so ambitions, because the time is not realistic.

• What should we consider?

• School exams,

• Vacation periods

• National conferences

What do you want to plan for your term and how do you want to do it?

Tracking in the EB team

• WHY?

• Because it’s good for each person from the team to have an idea what his/her colleagues are doing. REMEMBER – the LCP is not the only one who is responsible for the success of the team. Each individual from the team should feel accountable for the team’s ambition.

• We don’t want to use complicated tool

• You don’t have to. You can create your own tool, that is easy to use and that all members from the team understand. Idea – make the ambition visible in the office so that every member sees it every day. In the end you also have to engage them in the delivery of the goals

• What can we use?

• Google spreadsheet, flipcharts in the office, etc.

What do you want to track as a team and how do you want to do it?

Evaluating in the EB team

• Why do we have to evaluate our performance?

• So that you can see what should be improved

• So that you can plan how to cover possible gaps

• So that you can see what you learned

• When should we do this?

• It’s quite recommended to have Team Days every 3 months (enough

for activities to happen and not too long time so that you forget everything that did happen) where you can go through:

• What was planned

• What did we achieve

• What helped us reach our objectives? / What should we improve so that we can reach our objectives from now on?

• How are we as a team? – with our members (are they satisfied with us), in the relationships between us (feedback each other), with the MC team (listen to an

external perspective, it might give you some realisations you didn’t have before)

What do you want to evaluate as a team and how do you want to do it?