Interns Onboarding

Interns may only be with your company for a fixed time, but they should go through a formal onboarding process. Use this checklist for onboarding programs that will help interns adjust to their new roles.

Pre-Onboarding Preparation

• Internship Agreement:
  • Finalize and sign an internship agreement or contract.
  • Outline roles, responsibilities, and expectations.
• Prepare Workspace:
  • Arrange a workspace or access to necessary tools and systems.
  • Provide a computer, phone, and other essential equipment.
• Create a Schedule:
  • Develop a detailed onboarding schedule including orientation, training, and initial tasks.
• Assign a Mentor/Supervisor:
  • Designate a mentor or supervisor to guide the intern.
• Gather Documentation:
  • Ensure all necessary documentation is prepared (e.g., ID verification, tax forms).
• Set Up Accounts:
  • Create email accounts, system logins, and access to relevant software or tools.

On First Day

• Welcome and Introduction:
  • Greet the intern and introduce them to the team.
  • Provide a tour of the office and key facilities.
• Orientation Session:
  • Go over company policies, procedures, and code of conduct.
  • Explain organizational structure and key contacts.
• Review Role and Responsibilities:
  • Discuss the intern’s role, goals, and key tasks.
  • Clarify reporting structure and expectations.
• Administrative Tasks:
  • Complete any remaining paperwork.
  • Review and sign any confidentiality or non-disclosure agreements.

Training and Integration

• Initial Training:
  • Provide training on company tools, software, and systems.
  • Offer guidance on job-specific tasks and projects.
• Set Up Regular Check-Ins:
  • Schedule regular meetings to discuss progress, address questions, and provide feedback.
• Introduce to Team:
  • Arrange for team introductions or a team lunch/meeting.
• Provide Resources:
  • Share manuals, guides, or other resources relevant to their tasks.
• Set Goals and Objectives:
  • Establish clear, achievable goals for the internship period.
  • Define how progress will be measured.

Ongoing Support

• Provide Feedback:
  • Offer constructive feedback on performance regularly.
  • Recognize accomplishments and areas for improvement.
• Encourage Participation:
  • Involve the intern in team meetings, projects, and company events.
• Offer Learning Opportunities:
  • Provide opportunities for learning and development (e.g., workshops, seminars).
• Foster Communication:
  • Maintain open lines of communication and encourage the intern to ask questions.

Midpoint Review

• Conduct a Midpoint Evaluation:
  • Review the intern’s progress towards goals and provide feedback.
  • Discuss any issues or concerns and adjust goals as needed.
• Solicit Intern Feedback:
  • Ask the intern for feedback on their experience and any areas for improvement.

End of Internship

• Conduct a Final Evaluation:
  • Assess the intern’s overall performance and achievements.
  • Provide feedback on strengths and areas for growth.
• Exit Interview:
  • Discuss the intern’s experience and gather insights for future improvements.
• Provide a Reference or Letter of Recommendation:
  • Offer a reference or letter of recommendation if appropriate.
• Collect Company Property:
  • Ensure all company property (e.g., ID badges, equipment) is returned.
• Complete Documentation:
  • Finalize any remaining paperwork or documentation.
• Celebrate and Acknowledge Contributions:
  • Acknowledge the intern’s contributions and celebrate their time with the company.

Post-Internship

• Review and Reflect:
  • Evaluate the internship program’s effectiveness and gather feedback from other staff involved.
• Update Intern Program:
  • Implement improvements based on feedback and experiences.
• Maintain Connections:
  • Stay in touch with the intern for potential future opportunities or networking.

Disclaimer:

This template is meant to provide general guidelines and should be used as a reference. This is not a legal document. Easy HR will not assume any legal liability that may arise from the use of this template.