Making the Most of Your Internship A Guide for SMF Students

Transcription

1 Making the Most of Your Internship A Guide for SMF Students Contents 1. Introduction 2. Preparing for your internship 3. In the first week of your internship 4. Throughout your internship 5. At the end of your internship 6. Final checklist 7. Resources 1

2 1. Introduction This guide has been designed to give you advice before, during and after any internships you may have whether through the SMF, one of the employers which support us or an employer which doesn t work with the SMF. The advice has been compiled based on feedback from our employers along with advice from SMF staff and students who have successfully gone on to secure further opportunities at employers including KPMG and J.P. Morgan. The guide can be used by students preparing for an open day, insight programme, internship or vacation scheme in any sector. However, please do bear in mind that the content of each programme will be different, so not all advice will be applicable to every intern. For example, students on some insight programmes may not be have desk-based tasks so may find that some of the advice in section 3 is less applicable. If you have an upcoming internship that you haven t told the SMF about, please do let us know! We love to hear about your successes and it also means we can support you better for example, we might know someone at your internship employer who can give you advice. When you re applying for a placement at one of the employers we work with we can also often share your name with the employer which may help you to stand out from the crowd! You can contact us at undergraduates@socialmobility.org.uk. Why are internships important? Increasingly, employers are beginning to look for potential graduate employees as early as first year of university. Attending a campus visit, first year insight programme, campus visit or summer internship and, crucially, making a good impression during the experience is now a crucial part of securing graduate work. Research shows that one out of every three entry-level roles is filled by graduates who have already worked for the organisation through paid internships, industrial placements or vacation work. This figure rises as high as two out of every three roles in some of the most elite sectors like banking. What skills and knowledge should I be working on through my internship? Even if you decide to look for graduate work in an employer where you didn t carry out an internship, the skills, knowledge and experience you gained will be essential when selling yourself to graduate recruiters in graduate application forms, interviews and assessment centres. Some of the key skills you should be looking to develop through your internship are: Commercial awareness and understanding of the sector Understanding of the different stages of the recruitment process for your sector Time management and prioritisation Professional communication in writing, presentations, by , by telephone and via social media Networking and maintaining relationships Teamwork and (where possible) team leadership 2

3 Understanding the graduate recruitment pipeline For most employers, internships and insight programmes at undergraduate level are used as a way to identify potential candidates for future internships and, ultimately, graduate programmes. The undergraduate recruitment process is often referred to as a pipeline. You can see an example of a typical recruitment pipeline below. University Campus Visits / Open Days First year students / second years on a fouryear degree Spring Insight Programme First year students / second years on a four-year course Summer Internship Penultimate year students Apply for Graduate Schemes Graduates 30-70% filled by former interns Understanding assessments and fast-tracking Often, at each stage of the pipeline, students have the opportunity to be fast-tracked for the following stage in the pipeline if they pass an assessment. For example, a first year student might take part in an insight programme and pass an assessment on the final day of the programme which means they are offered a place on the following year s summer internship without even having to apply. At the summer internship, the same thing happens and they are fast-tracked to the assessment centre stage of the graduate scheme for the same employer. This means that when graduate applications open in September, the student skips the application form, online tests and phone interviews and is invited directly to the assessment centre, where they are competing against a far smaller pool of candidates. 3

4 2. Preparing for your internship By the time you have secured an internship, you have already invested a great deal of time into the application process. However, the placement itself is your chance to shine so it is important that you invest some more time into your preparation. Find out what to expect Knowing what to expect from the programme will help you to feel more at ease and more confident. Familiarise yourself with the timetable of activities for your placement usually employers will send this in advance, or you can politely ask them for any details they are able to share, for example by ing the following: Dear x, Thank you very much for offering me a place on X programme. I am very excited about the opportunity. As I prepare for the programme, is there any information you would be able to share in advance, perhaps around the timetable, any assessed elements and specific areas I should prepare? I d be grateful for any advice you are able to provide. Best wishes, X Look online for information and advice from former interns on online forums or student websites such as Rate My Placement, Glassdoor or The Job Crowd. Try to speak to someone who has done the placement before or who works at the employer now contact the SMF to see if we have any SMF alumni students working there! Identify any areas you might want to prepare in advance for example, if you know you ll be asked to deliver a presentation you might want to use an online resource to brush up on your public speaking skills in advance. Understand the recruitment pipeline for your specific employer You ll see we ve explained the concept of a recruitment pipeline above. Each employer has its own specific pipeline, and it is a good idea to familiarise yourself with the pipeline for your organisation and sector. For example, some law firms may keep applications for vacation schemes open between September and January, whereas others may have a deadline in October. Go onto the careers section of the employer s website. Investigate the various opportunities available to undergraduates at the organisation to see what your next steps might be after the placement. Whatever stage you re at, research the organisation s graduate scheme even at first year insight programmes, employers are looking for students who would make good graduate employees. Prepare for assessed elements As mentioned in the previous section, some placements will involve an assessment which helps the employer to identify candidates who should be fast-tracked to the next stage in the recruitment pipeline, such as an internship or graduate scheme. This is nothing to be concerned about, but it is something you can prepare for in advance so that you feel confident on the day. Gather as much knowledge as you can about what the assessed element will entail. The assessment might be a group exercise, an interview, a presentation or a written report. Sometimes employers will share this in advance. You may also be able to gather information from online research, talking to past interns or asking the SMF if the placement is at one of our employer partners. 4

5 Familiarise yourself with the skills / competencies the employer is looking for often these will be on the careers pages of their website, or perhaps in a role or programme description. These are usually the skills the employer will be watching for during your assessment. Spend time researching the employer to gain an understanding of what makes the company different from its competitors - what is its USP? You ll find useful information on the company s own website, news websites and industry-specific websites. Google is also a great starting point. Research the sector and read the news. Recruiters want to see that you have a level of commercial awareness ie. you understand the company, its competitors, the sector, and the challenges the business might face. Once you know what to expect from the assessed element, try to work out how best to prepare. Generally, assessments will involve either a group exercise, an interview, a presentation or a written report. You can find guidance on each of these assessments here. Prepare for the work The type of work you ll be given during your placement will depend very much on the employer and the type of programme. Be realistic Bear in mind that not every placement will involve hands-on project work behind a desk. First year insight programmes and open days, for examples, generally aim to provide an introduction to the employer through workshops and skills sessions rather than office-based projects. A summer internship may be more likely to involve individual work projects within a specific department. You can learn a great deal from both types of experience. Understand Microsoft Office tools If you ll be working in an office department during your placement, making sure you re familiar with basic Microsoft Office software before you begin will help you to hit the ground running. You ll find online resources at the following links which explain basic functions of these programmes: Word Excel Outlook You can practice on these programmes at a library or university if you don't have access to the software at home. Plan your own personal goals As well as an opportunity to potentially secure further placements or employment, your internship is your chance to develop your skills, knowledge and experience. Spend some time before the placement thinking about what you hope to gain from it. Complete Use the Goal Setting Worksheet in the Resources section of this Guide to set yourself five goals that you d like to achieve during the placement. Store this worksheet somewhere memorable and set a reminder in your phone, and diary to come back to it half-way through your placement and at the very end to see how you ve progressed. Check the final details Make sure you re prepared well in advance for all the logistical details of the day. Check the dress code and make sure you have your outfit ironed and shoes polished. Plan your journey. You may want to do a practice run if you live locally, and you should check travel timetables in advance. Always leave yourself plenty of time it s a good idea to aim to arrive 30 minutes early and plan to wait in a café until it s time to go to the office. Be informed. - Know exactly where you re going, who you re going to be working with, and who to ask for upon arrival. This is especially important if your placement is within a large organisation, or a building with multiple offices. Make sure that you have read, and re-read, 5

6 any information you were given about the internship. Be sure to bring any special documentation or equipment with you if needed. Save the relevant telephone numbers in case of an emergency on the day. Don t forget the basics. Make sure you have a pen, a professional notebook, water, and cash for travel and food if necessary. It s a good idea to keep a copy of your CV on you all week in case there s an opportunity to share it or ask for feedback. Finally, get a good night s sleep! 6

7 3. In the first week of your internship Meet with your manager or supervisor Ask your supervisor for a brief meeting at a time which is convenient for them. Try to find out what they re expecting from you throughout the placement and how you can help your team. Come prepared to talk about your own goals for the placement (see Goal Setting Worksheet) if your supervisor asks about this. Check the basics, like working hours, lunch times and what you should do in case you fall ill or on the rare chance you are late. Discuss any days you will need off work during the placement upfront. Get familiar with the logistics Make sure you remember your computer log-in passwords or keep a note somewhere very secure. Find out how the office phone system works on the first day. Ask about protocol and whether you need to set a specific signature. Get a printer set up on your computer. Make a note of the rough seating plan in the office and the names of each of the team members along with their job titles this will help you to remember! Prepare for your first task briefings When briefed by your supervisor or a colleague on any new tasks, it s important that you re clear on the important information: What the task is and why it is being done. When you need to complete it and any other milestones eg. Does your manager need a first draft by a certain date? Who you should involve or go to with any questions. Be sure to ask this if your supervisor forgets to mention it and take notes or you will forget! NB: Bring a professional notebook to every single meeting and take notes. You ll be inundated with names and information and will need to write your tasks/deadlines down. Start a jargon dictionary All organisations use their own special jargon, and there will also be jargon words specific to your sector. You ll find a general office jargon guide here and you can research sector-specific versions online. Make a note of jargon you come across and what it means so that you don t forget. If unsure, ask colleagues for help most likely they use the words so often they have simply forgotten they aren t understood outside of the organisation! 7

8 4. Throughout the internship Be professional and polite Be friendly and polite to all members of staff, from the most junior to the CEO. Be a team player be supportive to your colleagues and fellow interns. Help out wherever possible and share ideas and encouragement. Make sure you dress and act professionally at all times whether in the office, the canteen or a bar after work you never know who may be watching! Avoid using your mobile phone in the office we know that it can be comforting to read your phone when you feel a little nervous or awkward, but employers tell us that this can give the impression that you're not motivated or are being rude. Similarly, receiving a text or call during a meeting is highly unprofessional. It's safest to turn it off entirely and only check it at the end of the day. Keep personal notes of your tasks and progress Half-way through your placement, go back to the Goal Setting Worksheet you completed at the beginning of your placement and check your status. If you aren t making progress on your goals, how might you change that? Keep a simple log of the tasks you re working on using the Internship Record Worksheet in the Resources section of this Guide. Add to this log regularly, or every time you re given a new task. This will become invaluable when you come to update your CV or prepare for future job interviews or applications. Believe us you will not remember all of the incredible experience you have gained unless you write it down! Learn from your colleagues Try to meet with your supervisor regularly if you can to monitor your progress. Ask for feedback and make sure you make a note of this and act upon it. For example, you might send an saying: Dear X, Thank you for your support with project X. I am really keen to learn as much as possible from this placement and was wondering if you d mind giving me some feedback on how I have been doing with the project and how I could develop. Would you have time to meet on X at X to share your thoughts? Best wishes, X You can learn a lot about workplace practice and unwritten rules from watching how your colleagues behave which of your colleagues is admired and why? Try and find a mentor, whether informal or otherwise, to guide you throughout your placement and beyond. Build your networks Talk to your colleagues and find out about their roles and backgrounds. If you identify a colleague working on an area you find interesting for a coffee, even if they work in a different team. Attend every professional event or meeting that you can, and join in with social events like team sports or dinners. These are ideal opportunities to meet people in a less formal way! Avoid socialising only with fellow interns step out of your comfort zone and chat to everyone, regardless of their seniority. 8

9 To avoid losing the contact details of people you meet, try to carry a notebook at all times or add contact details to laptops or phones straight after the event. Make a note of any key personal information you might forget eg. If you found out you support the same football team as the contact or went to the same university. When you next get in touch it can be nice to include a personal touch related to this. 9

10 5. At the end of your internship Say thank you Be sure to express your gratitude to those who have made your placement happen the HR contacts, your supervisor, and your colleagues. Say thanks in person and send a follow-up thank you . An example might read: Dear X, I wanted to take the opportunity to thank you once again for hosting me at X last week. I learnt a great deal about X, and the placement will really help my applications stand out when I apply for [internships / graduate roles]. I really enjoyed working on [insert details of project] with your team, and this experience has helped clarify that I would like to pursue a career in this area. It would be great to keep in touch, and please do contact me if any similar opportunities in your department arise. Best wishes, X Save any records of achievement If you have worked on a specific document which does not contain sensitive company information, your supervisor may be happy for you to take a copy with you to use as record of your achievement for other roles. However, you must request permission first! Keep in touch When leaving the office, be absolutely sure to note down the full names and addresses of your colleagues. The best way to do this is in an online address book or spreadsheet as you re likely to lose paper records over time. Consider adding your colleagues and fellow interns on LinkedIn to keep in touch but make sure your profile is professional and updated first! You ll find useful LinkedIn tips here. Make sure your colleagues have a personal address for you, as your company will be deactivated. You can include your personal contact details in your thank you note. If you got to know your colleagues or supervisor well during a placement, it may be appropriate to keep them updated on your progress by over the coming months or to arrange to meet them for lunch or coffee after you have left. Reflect and record your experience The day after your placement ends, go back to the Goal Setting Worksheet you completed at the beginning and update your status. Complete the Internship Record Worksheet in the Resources section of this Guide with all the details of your placement. Make sure all of your tasks are recorded using the STAR technique, along with the skills you developed. In future, each time you come to prepare for an interview or answer a question on an application form, use the Internship Record Worksheet to help you come up with examples of your skills. Add your new experience to your CV and LinkedIn profile. Think about what steps you can take next to build on the skills you have developed in the placement. 10

11 6. Final Checklist As you pass through the various stages of your internship, use the checklist below to make sure you re on track to make the most of the experience. Preparing for your internship Find out what to expect Understand the recruitment pipeline for your specific employer Prepare for assessed elements Prepare for the work Plan your own personal goals Check the final details In your first week of your internship Meet with your manager or supervisor Get familiar with the logistics Prepare for your first task briefings Start a jargon dictionary Throughout your internship Keep personal notes of your tasks and progress Learn from your colleagues Build your networks At the end of your internship Say thank you Save any records of achievement Keep in touch Reflect and record your experience 11

12 7. Resources Goal Setting Worksheet Complete the Goal Description column in the table below before the beginning of your placement. Review these goals and complete the Update column half-way through your placement and at the very end of your placement. Goal Description 1 Example: I will develop my confidence in public speaking by taking the lead to answer questions in meetings or groups where relevant. 2 Example: I will improve my professional network by inviting at least two colleague to meet with me for coffee to learn more about their roles. 3 Update: Half-way through Placement Example: I have been shy at speaking up in meetings so decided to ask my manager for advice. She suggested that I develop my skill by presenting my project in a future team meeting. Update: End of Placement Example: I presented my project to my team. It went really well and I now feel more confident in public speaking. I asked my manager for feedback and she suggested I work on my structure and pace. I have signed up for a university presentation to develop this further

13 Internship Record Worksheet Add tasks to the worksheet below throughout your placement and ensure it is up-to-date and saved somewhere accessible at the end of the internship. Placement organisation: Name of internship programme: Main contact / supervisor: Main contact address: Start date: End date: Summary of internship and key tasks: No. Task description (use STAR technique format) 1 Example: Situation: The team I was in had an urgent meeting with an important potential client. Task: I was asked to research the client to prepare the manager for the meeting. Action: I discussed the meeting with my manager to find out which information would be most useful and used business databases to compile it. Result: My manager was well-briefed for the meeting and succeeded in securing the contact as a client. 2 Situation: Task: Action: Result: 3 Situation: Task: Action: Result: 4 Situation: Task: Action: Result: 5 Situation: Task: Action: Result: Which skills or knowledge did this task develop and how? Communication Condensing complex information into a useful written summary. Working under pressure Task had a tight and unmoveable deadline. Attention to detail It was essential that the facts on my briefing were correct so I checked with two sources. 13