Arts & Business Council

It’s May. Your list of “back burner” projects is not getting shorter. Your staff is working at capacity but adding a position is not in the cards this year. And your last intern went to the lavatory and never returned. So how do you get your projects done?

A well-planned Internship Program may be the answer. If your internship program has been languishing due to a lack of attention, or you currently don’t have one, spending some time revamping or creating one can give your organization’s productivity a serious boost. Consider the following benefits of having an Internship Program:

• Increased productivity - get your project work done and give additional support to your staff.
• Cost effective - many internships are unpaid or utilize small stipends.
• Staff development - staff can get supervisory experience and enhance project management skills.
• Fresh energy - enthusiasm by itself can boost productivity and interns bring new ideas/viewpoints, new technology, and information about the latest ideas from their class or previous work.
• Community involvement – your internship program can provide an additional way for your organization to support your local community.
• Advocacy – with your intern’s new knowledge of your organization and completion of a positive work experience, you will create another advocate for what you do, a possible future patron or volunteer, and maybe even a potential donor. Who knows, they may even end up working for your organization!

At A&BC, we have enjoyed success with virtually all of our interns. We currently have three permanent staff members who were once A&BC interns. The fact that they already knew so much about our work and we got a peek at their abilities gave us confidence that they would make terrific employees.

You may be thinking, “It’s easier to try to do the projects myself.” Or “It’s really fun & challenging to have a To-Do List as long as my arm!” Yes, it takes a bit of time and work to set up a successful internship program. But a little up-front effort will result in a rewarding experience for all involved and help the overall productivity of your organization.

To help you get started, here are five keys to establishing your own internship program.

Defining the Position (or, “Wanted: Thrill Seeker”)

So, you may think that filing and data entry all day long is character building. But, really, it’s not. The first step to defining your internship(s) is speaking with the staff regarding what kinds of substantial projects and tasks could be completed by an intern. Keep in mind that an internship is meant to be experiential learning where the intern applies what they have already learned and continues their training by participating in the activities of their assigned area. Make sure you create something that interns will want to tell others about.

Just like any other position, you should have a written description for each internship. It will help you define the responsibilities and you will need the description to post the internship with colleges and universities and in various other locations. If you have multiple internships, consider writing a general position description for each department or area and then include a list that details possible special projects that the internship could focus on. Don’t forget to contact the nearby college and university student employment offices regarding their criteria for internships. Establishing a strong partnership with them can help ensure a steady stream of candidates for your program.

Include in the list of qualifications the level of education that is required. You may have internship responsibilities that are only suitable for someone pursuing a Master’s degree instead of an undergraduate degree. Also remember that, in the current economic environment, internships are not sought only by students. Applicants will include those who are returning to the workforce, are between professional positions, or are professionals who just want to contribute to a favorite cause. You will need to adjust your internship plans accordingly.

Selecting Your Intern (or, “I’m, Like, Really Good with People?”)

Be sure to interview enough candidates to have an adequate pool to choose from. Ask interviewees what they are looking to get out of an internship. Candidates who can’t answer this question, or articulate what they want to achieve, may not be ready for an internship. Knowing the answer to this allows you to frame the discussion in a way that aligns the strengths of your organization to the goals of the candidate.

Don’t forget to ask what other opportunities the candidate is considering. The best candidates are the ones that are proactive in pursuing opportunities and have the drive to succeed. That may mean you have to do the best possible job of selling your organization to win them away from the competition. Look for ways to enhance their experience. Perhaps you can provide the opportunity to attend conferences and workshops or work closely with a senior manager. Regardless, don’t undersell what you have to offer.

Assigning, Coordinating, Supervising (or, “Boredom Killed My Intern.”)

There is no question that supervising an intern requires time and energy. It is critical that one employee be assigned to serve as the direct supervisor of each intern—someone completely committed to their success. Also, make sure you have dedicated the proper resources to support your intern. Assign a workstation, computer, and other resources necessary to effective performance.

Treat your intern as you would any new employee. Make sure that they get a full orientation to the organization. In many cases, this may be the first time a student has worked in an office environment. The organization has the responsibility to make sure that everyone working on its behalf, including unpaid interns and volunteers, adheres to anti-harassment and other policies.

To prevent unnecessary down time, which can cause your intern to lose interest very quickly, make sure that projects have a goal and a timeline, and be sure the supervisor regularly checks in with the intern. Identify one or two small, non-critical projects (reordering files, cleaning the database) that the intern can work on at any time, so that when they have finished a more specific project earlier than expected they can continue to be engaged until their next assignment.

Compensation (or, “I’m Sorry, What Was the Question?”)

You’re down to retrieving paper clips from the trash and hoping Groupon offers a special on copier paper or ink cartridges, so how can you possibly find the funds to provide a paid internship? First of all, it’s pretty likely you won’t have to. But you do need to be sure you are meeting any legal obligations.

Unpaid internships have come under a lot of scrutiny lately, especially in the for-profit sector. Internships must comply with the Fair Labor Standards Act (FLSA) and Department of Labor (DOL) criteria. The DOL has established six criteria for determining if a student or trainee qualifies as a non-employee. A student not meeting ALL SIX of the criteria will, in fact, be considered an employee covered by the FLSA and therefore the employer is legally obligated to provide compensation for his or her services.

Nonprofit organizations have a bit more leeway in the use of unpaid interns, as the government has in the past recognized that their resources may be limited and they may not have sufficient funds in their budget to pay students a regular wage. The DOL also recognizes the use of volunteers and unpaid internships may fall into this category.

It is advisable to consult legal counsel to be sure your internships comply with the FLSA and DOL criteria.

Your internships may be unpaid but don’t forget that there are other valuable experiences or items you may be able to offer. In addition to workshops or seminars, you can give them access to free tickets for performances or other community events, or you can arrange a meeting with someone you know who is performing the type of job that the intern will be seeking upon graduation.

Evaluating (or, “What Did You Get Besides This Lousy T-shirt?”)

Be sure to set mutually agreed on objectives for the internship at the outset and regularly check in with the intern to see if goals and expectations are being met. Have an exit interview with each intern at the end of the internship. This is where you will gain useful feedback regarding your program and the design of the internships. You will be able to make adjustments that make your internships more effective and appealing in the future.

Consider each of the above steps and you are on your way to establishing a rewarding internship program that will boost productivity and enhance you organization’s status in the community. The benefits are real, so get started today.