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.