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Orientation & Onboarding It is very important that interns be warmly welcomed and introduced throughout your organization, just as you would welcome a new full-time employee. Not only are interns new to your organization, in many cases, they are new to the professional world of work. Many students are unfamiliar with the activities, environment and objectives of your organization. Even though your interns may have worked part-time to support their education, these experiences may not have exposed them to organizational politics, the need for confidentiality, the importance of teamwork, or the profit-making nature of business. It is the orientation and training of the internship experience that emphasizes these issues and provides information about the organization. The sooner your intern understands your organization and how it operates, the sooner he or she can assume assigned responsibilities and contribute to your organization. You can help this process by providing the following kinds of information about your site/organization: How did the organization start? Why? What is unique about your product(s) or service(s)? Who benefits from your product(s) or service(s)? What are the organization's current objectives? How may the intern contribute to those objectives? Is there any special, relevant jargon that should be made known? What are the specific work standards and procedures? When will the supervisor be accessible (days, times, duration) to the intern? How should they process requests? How do the mail and telephone systems work? What are the approved forms for correspondence? By what safety regulations must they abide? What periodic forms or reports need to be completed? Are there security or confidentiality issues of which the intern should be aware? In an internship, having mutually agreeable goals among the employer and student is essential. Students may choose suitable internships on the basis of an organization's pre-established goals. If the organization or department does not have pre-established internships goals, the student and organization may work together to articulate clear, measurable goals. If the student’s goals don’t match those of the sponsoring organization, the internship is unlikely to be successful from either party's perspective. See the Sample Orientation Checklist in the Appendix to make sure you have identified all areas of information that are important for interns to know. Tip: Provide an Intern Handbook (typically available online or through a shared network). This internship may represent many interns’ first opportunity to work in a professional environment. Policies, procedures, objectives, and other information may be overwhelming. A handbook or designated (password-protected) section on your website will help guide interns throughout their internship. This will be a resource they can access in the future for common questions. This can be especially beneficial for interns who are not working on-site. Training, Supervision and Mentoring Supervision Due to the nature of an internship, it is imperative that interns are provided with sufficient supervision. Considerable time investment will be needed, especially on the front end, to plan for and implement necessary training. The work should be structured, and the intern should be assigned an employee supervisor and employee mentor with whom he or she can consult as needed. Ideally, an intern will be supervised by someone who has current or previous experience with managing a team. An intern will likely need more supervision and consistent guidance than a regular employee and it is best to give that responsibility to someone who has experience. It is also important to recognize that an intern may be hesitant to speak up regarding something they find difficult or confusing. Supervisors should provide the interns ample opportunities to share how they are doing or what they are finding difficult or confusing. Mentors A mentor can prove to be an invaluable resource throughout the internships. A mentor will most surely enhance the student’s experience and help them get the most out of their internship. This mentor also will serve as an excellent reference when deciding whether or not the intern would be a good candidate to hire as an employee upon graduation. Use care in identifying a seasoned staff member who "buys into” the importance of utilizing interns and has an interest in facilitating personal development. The person should realize that the purpose of an internship is twofold. Interns will provide useful assistance for the organization while also gaining on-the-job training that assists them with their future career search. Additionally, mentors must have the time necessary to mentor a student. Mentors generally work in the same department as the intern and work closely with them on related projects. It also is recommended that the mentor plan ongoing weekly meetings to stay up-to-date with the intern's progress. Mentors serve as: Teachers Help the intern learn about the organization and its offerings Explain projects and processes Supporters Help make the transition to the workplace as easy as possible Answer questions or concerns Serve as a positive role model Coaches Provide constructive feedback to the intern on a regular basis Mentorship best practices include: Make your aspirations known early on - Being clear on the purpose behind every interaction helps your mentees get the most out of every relationship in the office. Find out what the interns want out of the experience – Ask “What do you hope to learn about yourself and this industry along the way?” This question signals that we care about their enrichment as well as their contributions, and it primes them to think about their journey as deeply as they do their destination. Initiate Connections – Take the initiative to send LinkedIn invites to new interns weekly. It breaks the ice and affirms your intention to connect with them individually and support them throughout their career. Include a note welcoming the new intern to the team, letting them know that you will be available for a recommendation, introduction, or advice. Share Mentorship Responsibilities - Make mentorship a part of your organization’s leadership practice and encourage the team to recommend mentors for different interns or challenges. Ask for Feedback - Feedback typically comes from the top-down perspective but mentorship should be a mutual learning experience. Because the power dynamic can discourage feedback from the intern, formalizing the reciprocity is critical for facilitating an open and honest relationship. Professional Development Opportunities By providing professional development opportunities, internships become more than just temporary positions. They become transformative experiences that empower interns to reach their full potential, contribute meaningfully to the organization, and lay a foundation for future career success. There are a wide variety of professional development opportunities to consider, including training programs, workshops/seminars, credentialing, and micro-credentialing. It's important to tailor professional development opportunities to the specific needs, interests, and career goals of interns. By offering a combination of these opportunities, employers can ensure a well-rounded and impactful professional development experience for interns. Administration as an internNE Eligible Expense for Reimbursement internNE grants allow internship administrative costs as an expense that is eligible for reimbursement. More information will be provided soon regarding exactly what is eligible and documentation needed for reimbursement. Regional Coordinators and Community Engagement Opportunities Regional Coordinators through the internNE, Powered by Aksarben initiative The role of an internNE, Powered by Aksarben Regional Coordinator is to support and facilitate the implementation of the internship initiative within a specific community college region in Nebraska. Working closely with the Executive Director and various community partners, the coordinator's responsibilities include promoting and embedding the internship strategy within the region, collaborating with college career services departments and businesses to ensure high-quality internship experiences, onboarding businesses into the program, organizing regional events, and managing internship contacts. They are required to have knowledge of the prescribed region, and cultivate valuable partnerships. This role plays a crucial part in strengthening internship experiences and supporting Nebraska's workforce development. Benefits of Community Engagement Opportunities Encouraging interns to network with interns from other organizations in the community can offer several benefits to the interns, the employer and the community. Employers should promote intern participation in community engagement and networking opportunities available through internNE, Powered by Aksarben’s Regional Coordinators to: Building a supportive community : Networking with peers from other companies creates a sense of community among interns. They can connect, share their internship experiences, and support each other throughout their professional journeys. This camaraderie can lead to lasting relationships and a strong support system, even beyond the duration of the internship. Having a strong support system can be influential in a decision to stay within a community, as interns feel connected and have access to resources and mentorship from individuals who understand their professional journey. Expanding professional networks : Networking with interns from other companies allows individuals to expand their professional networks beyond their immediate workplace. They can connect with talented peers who may become valuable contacts for future job opportunities, collaborations, or industry insights. A strong network is often essential for career advancement, and encouraging interns to establish connections early on can be highly beneficial. Positively impact retention : When interns have the opportunity to network with peers from other organizations, they develop a broader sense of community within the professional ecosystem. This increased sense of belonging and connection can make them more likely to stay within the community after their internship. Broadening perspectives : Interacting with interns from different companies exposes individuals to diverse perspectives, experiences, and ideas. This exposure can broaden their understanding of the industry, foster creativity, and stimulate innovative thinking. It allows interns to see different approaches to problem-solving and gain insights that they may not have encountered within their own organization. Learning from each other : When interns from different companies come together, they can share their knowledge, skills, and best practices. This collaborative learning environment helps interns acquire new skills, expand their knowledge, and grow both personally and professionally. They can exchange ideas, discuss industry trends, and engage in meaningful conversations that enhance their overall learning experience. Fostering a positive reputation : Employers who actively support their interns in networking with others demonstrate a commitment to their interns' development and success. This positive approach enhances the employer's reputation within the community, making them an attractive choice for future interns and potential employees. It showcases the employer's investment in creating well-rounded professionals and contributes to a positive employer brand. Promoting cross-company collaboration : Networking with interns from other organizations can lay the foundation for future collaboration between organizations. By fostering connections and relationships, interns may find opportunities for joint projects, knowledge-sharing initiatives, or industry-wide partnerships. This collaboration can lead to mutual benefits, such as shared resources, collective problem-solving, and innovative solutions. Encouraging interns to network with their peers from other companies allows for the exchange of ideas, collaboration, and personal growth. It benefits interns by expanding their perspectives, building relationships, and widening their professional networks. From an employer's perspective, it fosters a positive image, promotes collaboration, and creates a supportive community that can lead to long-term benefits for the organization. Community Events and Programs To encourage networking between interns of different organizations, internNE, Powered by Aksarben’s Regional Coordinators will partner with community leaders to create various events and programs that facilitate interaction, collaboration, and knowledge sharing among interns from companies participating in the initiative. For community leaders, this is your chance to market your community to young talented people who will be working with one of your companies. Take this opportunity to demonstrate why they would want to live and work in your area. Networking Mixers : Organize networking mixers where interns from different organizations can meet and interact in a relaxed and social environment. These events can include icebreaker activities, networking games, and opportunities for interns to exchange contact information and engage in conversations. Panel Discussions : Host panel discussions or forums where industry professionals and successful individuals from various organizations can share their experiences and insights. This allows interns to gain valuable knowledge and perspectives while providing networking opportunities before and after the event. Industry Workshops : Conduct workshops or seminars on industry-specific topics that bring interns together. These workshops can involve hands-on activities, group projects, and collaborative problem-solving exercises, fostering teamwork and networking among interns with shared interests. Mentorship Programs : Establish a mentorship program where interns are paired with experienced professionals from different organizations. This program can provide interns with guidance, support, and networking opportunities. Mentors can help interns navigate their career paths, offer advice, and introduce them to their professional networks. Community Service Projects : Encourage interns from different organizations to collaborate on community service projects. Working together on a common cause not only promotes networking but also instills a sense of social responsibility. This can include volunteer work, fundraisers, or initiatives that address local challenges. Professional Development Conferences : Organize professional development conferences or symposiums where interns can attend workshops, listen to keynote speakers, and participate in breakout sessions. These events provide opportunities for interns to network with peers, gain industry knowledge, and showcase their skills. Online Networking Platforms : Create online platforms or communities where interns from different organizations can connect virtually. These platforms can facilitate discussions, provide resources, and allow interns to share their experiences, ask questions, and network with a broader audience. Industry Tours or Company Visits : Arrange visits to different companies within the community, giving interns the chance to observe various work environments and interact with professionals from different organizations. This enables them to expand their network, gain industry insights, and explore potential career opportunities. Social Media Challenges or Contests : Run social media challenges or contests that encourage interns to share their experiences, insights, or project outcomes. By using specific hashtags or tagging other interns, they can connect and engage with peers from different organizations, fostering online networking and collaboration. Cross-Company Projects : Facilitate cross-company projects where interns from different organizations collaborate on a specific task or problem. This allows interns to work together, share expertise, and build connections while solving real-world challenges. By implementing these events and programs, Regional Coordinators will actively foster networking and collaboration among interns from different organizations, creating a vibrant and interconnected professional community. Additional Ways to Create an Engaging Experience Interns not only want their internship experience to be an opportunity for personal and professional development but also an enjoyable and engaging experience. It takes more than including interns in meetings and having them become members of project teams. It also takes effort to continuously redesign the intern experience, but it is important that your internship program doesn’t become stagnant by repeating the same programs and events each year. Here are suggestions for additional ways to create an engaging experience: Social Activities : Whether it is employees and interns going out to lunch, or employees taking interns to a local baseball game, these kinds of activities provide a great opportunity to get to know one another on a more personal level. They also provide interns a chance to get to know other interns and employees with whom they have not worked. Many Nebraska companies with successful internship programs state that their social activities are rated by interns as one of the top highlights of their experience. Remember: Reasonably discussing one’s personal life with colleagues isn't a waste of time--it's how people build trust and loyalty. Try setting up an online discussion forum or arranging outings so virtual workers can develop connections. Community Involvement : Volunteering at a non-profit organization or community event will not only be a great opportunity for interns and employees to get to know one another, but it serves as an excellent public relations opportunity. These activities also familiarize students with the community and new activities. In fact, this may provide an opportunity for them to grow personally and get involved in something outside of work. Peer-to-Peer Learning : Encourage interns to share their expertise and knowledge with their peers through presentations, workshops, or knowledge-sharing sessions. This not only builds their confidence and presentation skills but also promotes a collaborative learning environment among interns. Lunch or Coffee with Executives : Facilitate informal meetings or networking opportunities for interns to have lunch or coffee with executives or senior leaders within the organization. This allows interns to gain insights into leadership perspectives and build valuable connections. Reverse Mentoring : Establish a reverse mentoring program where interns have the opportunity to mentor and share their knowledge with more experienced employees or executives. This promotes cross-generational learning and fosters a culture of continuous learning within the organization. Provide SWAG, as Appropriate : SWAG, or “stuff we all get,” gifts serve as a token of appreciation for interns' contributions and hard work during their time with the company and fosters a sense of belonging and inclusion within the team. Working with Students As an employee or organization leader, it is understood that your organization’s needs take priority. However, the primary goal of most interns is to graduate and/or get a degree. It is important that employers realize that school and classes must remain a top priority for interns. The internship position should enhance their learning experience. At the same time, understand that for most interns this is a new experience, and they may need support in balancing their schoolwork and internship. Schedule your interns to meet your needs yet not exceed their capabilities. Agree on a set number of hours interns will work each week. Consider offering flex-time to give interns the freedom to plan their schedules on a weekly basis. Flexibility allows interns to arrange their work schedule around time to work on group projects, study for tests, etc. If you find students taking advantage of flex-time, but you are consistently having trouble meeting the allotted number of weekly hours, you may need to jointly review their schedule and pinpoint the hours they are able to work each week. In summary, take time to understand your intern’s obligations outside of the internship, and work with the student in setting and adjusting his or her schedule. When working with high school students, employers should strive to be in constant communication about priorities and schedules. High school student interns will frequently be enrolled in a cooperative vocational training program through their school and be assigned a work-based learning coordinator, cooperative education teacher-coordinator, workplace experience coordinator, or school counselor who will oversee their internship. When the student is not officially enrolled in a program through their school, employers should still seek out a point of contact at their school. High school students need thorough training, continuous supervision, and frequent feedback; partnering with their school to provide these necessary elements can help reduce the burden on the employer supervisors and mentors. Evaluation Throughout the Internship An internship can only be a true learning experience if constructive feedback is provided. An effective evaluation will focus on the interns’ initial learning objectives identified at the start of the internship. Supervisors should take time to evaluate both the student's positive accomplishments and areas for improvement. Interns will look to their mentors and/or supervisors to help them transition from the classroom to the workplace. It is recommended that mentors regularly meet with interns to receive and provide feedback concerning their performance. During these meetings the students may: Report on a project’s status Ask questions Learn how their work is contributing to the organization Participate in evaluating their strengths Discuss areas needing growth and development Get insight about what work lies ahead What if an Intern is Not Working Out? As you can see, there are many factors involved in developing a successful internship. What can you do if students are dissatisfied with the experience or aren’t meeting expectations? There are various reasons an intern may not be successful or fully engaged in the internship position. He or she may feel unchallenged or overwhelmed. The intern may not fully understand his or her role or have received proper, ongoing feedback. The available workspace and/or equipment may be inadequate for accomplishing job tasks. The student also may have unrealistic expectations, trouble managing time or be ill-equipped or unable to adapt to the employer culture. The three keys to avoiding these types of issues involve: The selection process Have an efficient and effective selection process The orientation Clearly communicate goals and expectations to the intern (beginning in orientation) The mentor and/or supervisor Make sure the mentor and/or supervisor understands his or her responsibilities prior to the internship starting Make sure they meet often. Problems should be resolved as quickly as they come up in order to have a good experience. Programs may have been underdeveloped, contain inefficiencies, or lack elements necessary for interns to succeed. Reasons for failure may include lack of support from top management, lack of consistency, poor or inadequately defined required skill sets, or allowing the program to languish over time without taking the time to improve it. While budget cuts and changes in management may be a powerful factor in a program’s failure, many of these problems can be avoided. Make sure the program is well-established by incorporating the following: Understand the role of student internships and your organization; evaluate whether or not your organization is in need of, or may benefit from intern(s) Make sure top management is fully supportive of the internship program and understands the benefits of hiring interns Include the staff in the development of the internship program and show them how they can benefit from it (such as helping with projects) Involve several individuals in operating the internship program Ensure all internship program policies and guidelines are clearly written and easily accessible If, for whatever reason, you experience problems with an intern, be sure to clearly, openly and regularly communicate with him or her. Meet to express your concerns, objectively listen to the intern’s perspective, and offer assistance and suggestions. If the intern is not responsive to the situation, or doesn’t improve within the addressed areas, allow the intern the opportunity to leave on his or her own terms, or consider respectfully letting the intern go. Remember, because most internships are only for a brief period of time, dismissing interns may not always be the best answer. Interns serve as ambassadors for your organization – whether their experience was a good or bad one. Check out the entire guidebook for all information on developing a successful internship program.