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 to adjust in 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.
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