Phase One: Designing a Mutually Beneficial Internship Program

While it might seem counter-intuitive, the first step in your internship program isn’t finding interns. Instead, it’s designing a thoughtful, mutually beneficial program that will attract the best interns to your team, and perhaps one day, retain them as a full-time employee. Ultimately, when pursuing an internship program, you have the opportunity to influence the future of your workforce. As Jim Cichanksi, Flex HR’s Founder shares, “The primary goal of bringing on an intern is to help shape them into a future employee.”  By developing a meaningful internship program, interns have the opportunity to learn how to succeed in your organization, positioning them to be incredible full-time hires upon graduation. So, what does it take?

1. Define your desired outcomes. An internship program ultimately exists to serve a purpose. For the intern, that’s likely to gain valuable employment experience. For the organization, there are countless potential outcomes. You might be focused on preparing interns to fill your future pipeline of employees, or perhaps you’re looking to give existing employees some management/leadership experience. No matter what, define your outcomes so you can build a plan that supports the achievement of those outcomes.
2. Assign a program lead. Too many hands in the collective internship pot can make the program feel disjointed and unorganized. Assign a program lead so there is a clear decision maker internally. Because interns may work with a variety of teams during their internship, Anu Madan, Consultant with Flex HR, suggests that a designated program lead allows “interns [to] know who they can approach in case of doubt, concerns, [or] seeking clarifications.” The program lead role can also serve as a valuable opportunity for a rising employee to lead a project and manage a team – a win/win!
3. Assign mentors for interns in your program. While a program lead might oversee the program in its entirety, a mentor can help an intern make the most of the experience. “To maximize their time, assign them a mentor or ambassador who can guide them in understanding your company culture, work ethics, and expectations. This mentorship will not only benefit the intern but also enhance their connection to the company, potentially leading to long-term employment after graduation,” shares Cichanski.
4. Assign meaningful work. The days of hiring interns to get coffee and do menial tasks are behind us. Anu Madan, Consultant with Flex HR, has some suggestions for work your interns can complete.
   1. Research projects. Interns bring fresh perspective to your organization. Consider placing them on research projects, such as analyzing and improving the customer experience. “They can conduct surveys, gather feedback, and provide their suggestions to enhance customer satisfaction. This can provide fresh insights and innovative approaches to better serve your clientele based on the survey,” shares Madan.
   2. Content creation. The incoming generation of workers are among the most tech-savvy we’ve seen, especially when it comes to social media. They have been marketed to using social platforms for years and have a keen eye for what grabs attention. Madan suggests asking interns to “build a social media strategy, build client outreach and engagement. This will help build their marketing skills” – while also benefitting the organization.
   3. Participation in key projects. Madan suggests offering interns the opportunity to work on existing key projects. This can be an effective experience for an intern, allowing them to understand the details and thought required to execute a key initiative. It also provides the opportunity for an existing team to gain objective feedback and valuable perspective from an intern who is coming in with a fresh set of eyes.
   4. Expose them to leadership. The most impactful experiences for interns often involve the connections they make – especially to those in leadership roles. “Give them access to sit in and observe key leadership meetings. It gives them insights into the big picture, how key decisions are made, [and to] observe leaders at close range,” suggests Madan. This is an important step in developing future employees, and helps interns understand the not just the “why”, but the “how” and “by whom”.

5. Prioritize communication and connection. From the beginning to the end, “strong communication is key to a successful internship program. Stay in regular contact with your interns, ideally once a month, to understand their progress and interests,” says Cichanski. This might involve a once-monthly meeting with interns, the program lead, and others to gather feedback and share experiences. Or, create a survey, allowing the organization to gain valuable feedback that will help improve the experience each year. No matter the mechanism, developing a communication plan is strategic and ensures the experience is both positive and productive.

Cichanski also suggests personalizing the internship experience.  This could include something like a welcome party to introduce interns to others in the organization, and perhaps an end-of-summer event to close out the experience. Smaller tokens of appreciation and recognition matter, too. “Simple gestures, like sending a birthday gift (such as cookies), help maintain a positive relationship,” he says.

 

Phase Two: Recruiting the Best Interns for your Team

Now that you’ve designed the most fulfilling internship experience possible, it’s time to generate interest. This can feel like an overwhelming task for organizations just getting started, as internship recruitment can be a competitive process. That’s why we’ve outlined strategies for attracting the best talent for your team.

1. Be proactive – and patient. Building relationships with the universities, professors and programs that will connect you to students takes time.
   1. Demonstrate commitment by volunteering. Cichanski recommends that volunteering or engaging with the school where you want to recruit employees is one of the most effective ways to build a lasting relationship. He shared an example of how this has worked well: “Several of my clients own veterinary practices and are looking for veterinary professionals. One client spoke to a large group of students about the latest trends in veterinary operations and equipment. After the talk, they handed out flyers that included a QR code inviting students to learn more about their internship program. The following day, the practice received 66 emails of interest.”
   2. Participate in campus events. Stay actively engaged with college career centers and attend as many career-focused events as possible. During these events, “offer to speak to students about your industry” suggests Madan. Making yourself and your company known and available for questions will build rapport with students, and your name will become recognizable the more events you attend.
   3. Leverage the alumni network. Review your current employee roster – do you have any alum from the colleges you’re hoping to target? If so, Madan suggests, “make them [the] face of engagement.” Leverage their connections and shine a light on their experience with your company to drive interest.

2. Understand – and respect – the school’s internship rules and guidelines. Every school handles internships differently, and it’s important to understand the rules to ensure they align with your preferences and practices. For example, some schools have official programs with very specific guidelines. This can affect things like pay, paperwork, and the regularity of school check-ins and feedback. Shares Cichanski, “When hiring an intern, small business owners should understand that if the intern is part of an official school program, you are not required to pay them. You’ll know if it’s an official program, as it will involve a significant amount of paperwork—expect to fill out various forms and sign documents provided by the school, including a hold-harmless agreement to protect you from liability for the intern’s actions. You’ll also be asked to complete regular reviews, either weekly or bi-weekly.”
3. Remain compliant. As previously shared, you’re not always required to pay interns when they are part of a designated school program. However, it’s important to note that if you hire an intern who is NOT part of a school program, they must be paid at least minimum wage, as they are considered a temporary employee of your company. This means placing them placed on your company payroll, which ensures they are covered by workers’ compensation in case of injury on the job.
4. Identify the student profile required. Hiring an intern is no different than hiring an employee – it requires the same level of thought and planning. However, interns are rarely coming in with experience, so it’s important to understand how their educational background will complement the program. “Ensure that the students you hire have the right educational background for the role you’re offering. For example, if you need a software developer, don’t hire a marketing intern. The primary objective of the internship program should be to assess the intern’s potential as a future employee. This is your opportunity to observe how they integrate into your company and whether their skills and work ethic align with your needs,” shares Cichanski.

 

A strategically developed internship program can have a lasting effect on an organization, building not only its pipeline of future employees, but also its standing within a community. If you need support in creating an impactful internship program, Flex HR can help. Our expert consultants can implement strategies from this very playbook to help you get started. Reach out to us today!