Making the Most of the Internship
Getting your internship started
What is expected of you as an intern
Problem solving
Learning goals
Journal writing
Internship evaluation
Getting your internship started
All learning is contextual, and your internship will be all the
more productive if you use your first two weeks to get acquainted
with your co-workers, the work setting, and your work activities.
Work situations vary considerably. The following questions suggest
the types of information that will help you get oriented more quickly.
A general rule to follow when you are not clear about something
is to ASK.
Who does what in your work setting? Who is responsible
to whom? Is there an organization chart you can look at? Who are
good sources for different types of information? Who makes decisions?
What are the important names and telephone numbers you should know?
What are your responsibilities? What specific duties are
you expected to do on your own, to do when told, to monitor regularly
and are these consistent with your learning goals? If not, negotiate
with your supervisor. What are the goals, functions, services of
the office/department and how does this relate to the larger organization?
How does work get done? Do co-workers help one another
or is work carried out independently? Are you expected to seek instructions
and directions frequently or have your work reviewed as you go?
Where are important items kept? Where is resource information
located? Where are you permitted to go and where is off limits?
When are critical deadlines? When are the best times
to approach certain people? When is speed more important than care
in your work?
Norms: What are unwritten codes of behavior? Are there
office/organizational norms about hours, deadlines, dress, formality
of interactions, degrees of independence, personal communications,
confidentiality of certain information, etc.?
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What is expected of you
as an intern
Although you are not a regular employee at your organization,
you are still expected to perform in a professional manner consistent
with the organization's norms. You may want to keep in mind the
following.
Be punctual. If you are going to be late
or miss a day, notify your supervisor in advance and arrange to
make up the time. It is your responsibility to see that the supervisor
gets your message. Organizations rely on you and your efforts, so
do not be casual about missing time for anything but the most serious
of reasons. Make being at your internship a priority so that you
are not feeling a need to ask for time off to complete a project
or study for a test.
Dress appropriately. Learn what the expectations
are for attire, and dress accordingly. Although you are a student,
your presence within the organization reflects upon the organization.
Ask for what is needed without demanding. Don't
expect anyone to read your mind if you are lacking information,
confused, or bored. Without this type of communication, your supervisor
may be completely unaware of your needs (they are busy). It is your
responsibility to keep your supervisor and faculty sponsor informed
about your progress and needs.
Meet deadlines. Manage your time well. If
a proposed timeline seems unrealistic to you, discuss it right away
with your supervisor. Don't wait until the last minute and let her/him
down.
Use good judgment in conducting your work. Sometimes
you need to act autonomously, and other situations demand you seek
direction. When in doubt, check with your supervisor or co-worker.
Communicate a positive attitude and desire to
learn. As people see this, they will be more likely to give
you more time and greater levels of responsibility.
Be respectful of co-workers and clients of the
organization. Follow all policies pertaining to privacy and
interactions with clients. Learning about professional boundaries
is one of the most important lessons you will encounter in an internship.
Take initiative in finding challenges and new
learning opportunities.
Keep your faculty sponsor informed.
Discuss any problems as soon as they arise. Usually
it is best to talk with your supervisor first if a problem involves
your work or co-workers. You may wish to consult with your faculty
sponsor or the Internship Program Director regarding problems or
concerns.
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Problem solving
Most of you will not run into particular problems, but a few of
you may, and you should not be surprised if you do. They are typical
"real world" problems, and learning to deal with them
is one reason why you are doing an internship.
A positive frame of mind is your best support. You
are a capable individual; be sure of yourself and stay that way.
Setbacks and disappointments will come, but by remembering who you
are, you will be in a better position to handle them when they arise.
Keep them in perspective and don't consider them to be a personal
condemnation of your abilities because they are not necessarily
related to you or your actions at all.
It is also important to remember that you are a student
whose primary role is to learn and gain experience. No one expects
you to have fully developed skills and perspective, and as long
as you do everything you can to positively address the problem and
learn from the situation, you will be fine. At any point in time,
call upon your faculty sponsor or the Internship Program Director
for feedback, alternatives, or support. Don't hesitate to talk to
them if you run into problems.
Potential problems with work assignments include:
"Go-fer" work
Everyone in a work setting will likely be asked to do "go-fer"
work: routine jobs essential to the effective operation of any organization.
As a member of a "team" you will want to chip in when
necessary even if, for example, stuffing envelopes was not a part
of the job description. Mundane work is common, especially early
in an internship as you are learning about the organization and
your role. In fact, this is one way the organization assesses you
and your attitude/ability/openness to working; if you are willing
to pitch in with a good attitude, you are proving yourself to be
worthy of more substantial work. However, if this kind of "go-fer"
work seems to becoming the norm, let your supervisor know you feel
your work activities are not as challenging as you expected. Use
your objectives outlined in the Learning Contract as a way to remind
your supervisor why you are there.
Additional responsibilities
At the same time, be sensitive about requesting additional tasks
and responsibilities. The success of assigned tasks is evidence
of your ability and willingness to complete delegated work. Before
you ask for extra assignments, be sure that you can handle them
and that you have demonstrated your capacity to handle them. Remember
as well that part of maintaining the delicate balance between working
and learning is being aware of the balance that must exist between
your needs as a learner and your organization's need to serve clients
or customers. Be aware that you will not always get what you want.
Personal time
As an intern, you have a commitment to your supervisor and the organization.
If you have extra work to do for your faculty supervisor back on
campus, you may have to do it on your own time. Seminars, tours,
discussions, etc., are educational activities you should attend,
but there must be a balance between attending these activities and
fulfilling your other duties on the job.
Pressure
Meeting deadlines is your responsibility, but if the pressure to
finish assignments on time begins to overwhelm you, let your supervisor
know. The quality of your work is as important as the time element.
The best planning can fall through, so don't be afraid to say you
can't finish on time or you think the project is too much for you
to handle.
Supervisors
One of the greatest pitfalls of interns is a tendency to assume
supervisors know everything an intern is doing and how he or she
feels about it. There is a propensity to see supervisors as all-seeing
and superhuman. This is not true; like you, they need to be told
how you are doing and how you feel about it because they may be
too busy or forget to ask. Don't be afraid to speak up. It's your
responsibility as an independent learner and worker and no one else
will do it for you. Having unrealistic expectations of your supervisor
is as unfair to him or her as it is to you.
Potential problems with co-workers include:
Resentment
Some interns discover, much to their surprise, that co-workers resent
them because of the special nature and flexibility built into most
internships. After all, your co-workers are not allowed to interview
the vice president or attend board meetings, as you might be able
to do. It is your supervisor's responsibility to explain your role
to fellow employees, but you can help by being sensitive to this
issue and sticking to the role of "regular" employee as
much as possible. Also, be curious. Co-workers may enjoy having
interns around as new folks to talk to and as people with new, fresh
perspectives. Conversation and open exchange is your best route
to good relationships with other members of the staff. Avoid petty
internal struggles and do not yield to pressure to take sides when
it is inappropriate, which it usually will be.
Overtime
The working world doesn't stop every day at 5:00 PM and you may
be asked or simply feel pressure to work late or on weekends. This
is another tricky issue which you have to resolve yourself. Working
extra hours may help you learn more from your internship by experiencing
roles or situations not otherwise available. Your commitment to
your supervisor, your project, and/or the organization may demand
that you put in the extra work. However, you are an independent
person just like any other employee and have to make a judgment
about when enough is enough. Everyone has a personal life to maintain.
As an intern, part of your learning should come from living in and
exploring this new environment. So, if you find yourself confused
about work hours and time, talk to your supervisor and negotiate
a solution that takes into account your needs and those of the organization.
This is a crucial work skill and you might as well start learning
it right now.
Communication
If you are a member of a team and you begin to feel as though your
ideas don't count, aren't good enough or are ignored, you may need
to take action and communicate your feelings. On the other hand,
you may not be letting people know what you have to offer. Before
you get upset, examine your participation and be sure that you have
really communicated your thoughts. If you are having trouble doing
this, find an "ally" in the office and ask for help.
Discrimination
If you feel you are being discriminated against because of age,
gender or race, you should consult with your faculty sponsor, the
Internship Program Director, or the Associate Dean of Students.
Sexual harassment
If you feel you are being sexually harassed on the job, you should
consult with your faculty sponsor, the Internship Program Director,
or the Associate Dean of Students.
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Learning goals
The following categories represent broad types of
learning goals. They illustrate the kinds of learning that can be
achieved in an internship.
Work skills
Learn about the chain of work involved in the particular tasks you
do. Where did the work come from and where is it going? How does
the work you do fit into a larger picture? Why is your task necessary?
How can you use what you are learning in future jobs or in classes?
Career exploration
Try to understand the organization chart (formal or informal). Through
what career lines do different people tend to move? What sort of
education and experience is normally required in each line of work?
Try to obtain knowledge of job opportunities available in your field.
Become familiar with occupational literature and organizations.
Work environment
Read available literature about the organization in which you are
working. What does it do? What social, economical and political
functions does it serve? What issues or philosophies seem important?
Take an interest in personnel policies, organization rules, hiring
process, etc. What grievances are there? What are the personal satisfactions
and rewards in this field?
Interpersonal skills
Make a special point to observe the personal style of supervisors
and colleagues. Try to identify clear examples of interpersonal
mannerisms and leadership styles that seem to promote good working
relationships or hinder a productive work environment. Pay attention
to how you deal with pressure, tension and praise in work relationships.
How do you communicate what you know to strangers, supervisors and
peers? Learn to recognize when to speak and when to listen.
Responsibilities
List your most important work responsibilities and rank them. Ask
your supervisor or a colleague to do the same. Discuss and try to
understand why you see the work differently, if you do. Learn how
to organize your work tasks and how to monitor your time so your
schedule is met.
Research
Identify important sources of information connected with your work.
Why are they important? How is the information used? Who keeps it
up to date? Identify how you can relate academic knowledge to your
work.
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Journal writing
Keeping a journal is one of the most helpful ways
you can capture ideas and insights, and record information and observations
in order to analyze an experience. It is tremendously important
for measuring your growth over the course of time, identifying key
issues and patterns. Always, always, always make sure your final
entry is one that summarizes your reflection of your overall experience.
This is hugely helpful to you.
Personal journal
Many students use a journal as an outlet that allows them to write
unedited, unguarded thoughts and ideas, develop ideas, amplify thoughts
and consider questions and answers. A journal is a conversation
with yourself. Each week, allow time to record what seems significant.
Think about yourself as a learner, and the conditions under which
you are learning. Ask yourself questions such as:
- What activities were easiest for me? Most pleasant? Most fulfilling?
- What activities were hardest for me? Most stressful?
- What caused me to react most strongly on an emotional level?
- What happened in conversation with a colleague or client?
- What new ideas come to mind as I work?
Structured response journal
For those who like a bit more structure in their reflection, you
may discipline yourself to address the same three areas each day.
You can pick the areas of most interest to you based on what you
hope to get out of the experience. One helpful constellation of
questions is:
- Look at one thing I learned about my discipline.
- Look at one thing I learned about my skills or knowledge.
- Look at one thing I learned about myself.
Double entry journal
In a double entry journal, one column or page is devoted to recording
workplace events, situations, or tasks. In the second column you
record your feelings and challenges associated with what you wrote
in the first column. You may want to ask yourself questions: In
what ways were situations in your internship setting reinforced,
illustrated or contradicted by what you learned in the classroom?
How does this experience reflect or contradict what you heard in
lectures, class discussions or read in books or journals? This is
a great way to make connections to your academic interests.
One helpful way to further structure this type of journaling is
to set a certain number of situations you will respond to each day
or week, trying to react to many facets of the internship (inter-personal,
task-related, intra-personal conflict, thoughts related to career,
insights related to values or ethics, etc.). Sometimes this forces
you to examine the mundane to find meaning in the detail. Sometimes
you will find a pattern of events and emotional reactions that are
quite instructive. Some students who are committed to submitting
their journal entries to a professor as an outcome measure on the
Learning Contract choose to add a third column. This additional
space allows you to rant, rave, or cathart as needed to the situation
for the purpose of decompressing and letting go of emotions. Catharsis
is often the most helpful avenue to accessing important insights.
In this model, you have the option of easily choosing to submit
only what you feel comfortable with sharing with your professor
(although most would appreciate your honesty!).
Critical incident journal
Think back to a single, key event that happened during the
week. Describe what happened, in what order, and how it started
and ended. Include the people, things and actions that affected
the event. This will help you understand why and how the incident
developed.
Record the name, physical description, gender, race, age, height,
weight and other characteristics of any people involved, as well
as their relationship to you and to each other. Record their behavior
(both what they said and any non-verbal clues) that had an impact
on you. Describe your role in the incident, including how well or
how badly you understood the situation and how well or how badly
you handled it.
If the incident did not involve other people, but instead focused
on some challenge or problem, describe it in detail. What happened
first? What caused the problem or challenge? What were you feeling
about it? Was it similar to other things you have experienced in
the past? Did you solve the problem or meet the challenge? How?
If not, what might you have done? What will you do in the future?
Analyze the incident in terms of its impact on you. Explain why
you think it is a critical incident. What did it teach you about
your responses to certain kinds of people or situations? Did it
have any bearing on your learning goals? Did it affect your view
of yourself? What did you learn? Based on this incident, what should
you do next?
Additional information
on how to utilize a journal
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Internship evaluation
At the end of your internship, you will be expected
to finish your work at your site, complete formal evaluations, and
hand in assignments to your professor. We can guarantee the more
effort you put into this stage, the deeper and more long-term your
growth will be from the experience! Additionally, this kind of review
will also help you formulate your learning when asked to describe
it in job interviews, on resumes, etc.
Closure and feedback from co-workers
In finishing your work on site, make certain you not only complete
the project in a meaningful way (you want your efforts to be ultimately
useful to the organization), but seek closure with those you worked
with. Thank them for their support in your time there and ask them
for any pertinent feedback; co-workers often have more useful insights
into your performance, attitude, and growth than a supervisor will
because they have seen you on a more regular basis.
Seeking honest feedback
In anticipation of your final performance evaluation, ask your supervisor
to be honest and constructive in her/his evaluation of you. One
invariably receives far more useful feedback if the person has been
given permission to be straightforward. Remember, you are here to
learn what you can, and it is to your long-term advantage to get
as much useful information as you can from this unique situation!
Do not be concerned about how a "more critical" evaluation
will affect your grade, for you can address this in detail with
your faculty sponsor in person and through your own "Self-Evaluation
of Growth".
Sincere self-examination
And, most importantly, look unflinchingly at your own growth and
how your experience has affected you academically, professionally,
and personally. Examine your Learning Contract. Read through your
journal to review your progress during the internship. Look for
significant incidents, patterns, and insights. This examination
will undoubtedly provide you with awareness on what you accomplished
as well as ways in which you have grown and gained confidence. It
will also give you an idea of areas in which you may need to develop
greater skills and knowledge, or increase your open-mindedness.
The following information may help you identify what
you have learned from your internship and obtain feedback on your
performance during your internship:
- What skills and personal qualities are important in this kind
of work? In what way did you most improve and develop? What do
you regard as your greatest skill and strength?
- In which instances did you apply theoretical knowledge during
your internship? What conclusions did you draw from your experiences
that relate to your academic discipline?
- What problems did you face? How did you solve them?
- What conflicts did you encounter? How did you deal with them?
- Describe the impact of your work on the organization and on
those affected by the organization.
- Analyze the most important decision you made during your internship.
What had to be decided? How did you decide? What were the effects
of your decision?
- What are the issues in your field and what are your opinions
on them?
- Did you come away with a new perspective on your field? Describe
it.
- What did you learn about your working style and the kind of
working environment you prefer?
- What would you do differently if you had this internship to
do again?
- How has this internship experience affected your future plans?
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