Benefitting from INTERNal Affairs

by Jean Houston Shore, CSP, CPA, MBA
Copyright 2007

"While many old-timers accept tired old processes because`we've always done it that way,' an intern's habitual questioning can lead to out-of-the-box creative thinking for all."

Almost every time I speak with my clients I find them overwhelmed with work and "underwhelmed" with the prospect of it getting better any time soon. "I've got more to do than I can possibly manage," they say, "if only I had someone to help me!" If this thinking sounds familiar, read on. Help may be on its way.

BENEFITS OF USING INTERNS

Many successful companies are realizing the benefits of hiring college students (interns) to proactively fill the "workload gap." Interns provide a fresh perspective with new, cutting edge ideas. They are enthusiastic about their ability to contribute and have not become "jaded" by the realities of corporate politics. While many old-timers accept tired old processes because "we've always done it that way," an intern's habitual questioning can lead to out-of-the-box creative thinking for all. In addition, working with interns gives you the opportunity to preview their skills and fit with your organization BEFORE making a decision about whom to hire on a permanent basis.

WHO MUST DO WHAT?

To ensure a successful venture into INTERNal Affairs, let's define what the ideal internship experience would look like. We should recognize that an internship is a joint partnership among three parties — the student, the sponsoring company, and the university or placement service who arranged the internship.

The student is responsible for making an immediate mindset change from a "school" mentality to a "work" mentality. This means being willing to work hard (even if some of the work seems like grunt work). Actively applying the knowledge gained so far in the college experience is a necessity, though the student must also maintain an attitude open to new learning. In addition, the student must be able to fit in with the sponsoring companies "corporate culture," while using the assertive behaviors necessary to be as effective an intern as possible. The two biggest complaints I hear from sponsoring companies about failed intern experiences are that some students are unwilling to do the work assigned or that the student lacked basic work skills such as professional appearance. Both of these failures point back to a mismanaged transition from the school environment to the workplace.

The sponsoring company's overall responsibility is to provide a concrete and relevant work experience for the intern while ensuring that the work completed by the intern has economic benefit to the organization. This would include assignments appropriately matched to the intern's skill level and course of study, effective communication as to the company's work standards, and regular face-to-face feedback about performance. The company should seek to provide an environment in which an intern can make mistakes in order to grow. Especially effective intern experiences generally include regular coaching sessions between the manager and the intern. In this setting, both parties discuss the successes and failures of the internship to date and make plans for making the internship relationship even better.

Finally, the university and/or intern placement service must make sure that both the student and the sponsoring company live up to their parts of the bargain. This means uncovering both student and company expectations for entering into the internship relationship and placing the right student with the right company. It means regularly communicating with the student to be sure that he or she is making the links between the curriculum of study and the work experience. The university or placement organization should also monitor to ensure that the intern's performance is adding value for the sponsoring company. Coaching the student on how to demonstrate competence in the assigned tasks and then ask for more sophisticated work assignments may also be needed. Holding the sponsoring company accountable for providing the job experiences and communication agreed to in the internship agreement is vital. If either party fails to fully understand and fulfill his or her role(s), the internship experience will not reach its potential and may result in a negative experience for some or all parties concerned.

WHERE SHOULD WE START?

So where should you start if you think an intern experience might be the answer you've been looking for?

• First, take a 1/2 hour or so to step back and analyze the work you have been doing. Make a list of the work tasks and the approximate number of days spent per month on each task. If your work is cyclical also note down the time of year that is most hectic for you.
• Second, write a job description for the ideal person to help you accomplish these tasks. You may plan to delegate some tasks altogether and want to work side-by-side with your intern on others.
• Finally, contact your local university or a private intern placement organization and request information about their matching processes and fees. Highly qualified interns (those with the skills you want, a demonstrated level of professionalism, and exemplary academic credentials) will be in high demand. Remember to stress the educational benefits to the student. Don't wait to get started!

Perhaps venturing into Internal Affairs makes sense for your situation. As our companies continue to impose "headcount restrictions" to control spiraling costs, utilizing the resources available in our college population provides a way for us to meet current business goals while grooming tomorrow's business leaders.