The Thought Catalog

I have spent a lot of time over the past couple of weeks discussing the ins and outs of being the perfect intern.  I have provided you with advice based on my personal internship experiences, outlined tips and tricks from interviews with current and former interns, and discussed some of the hot topics of internships in the media.  The reality is, no one is perfect--especially as an intern.  You are bound to make mistakes, but with a positive attitude and the right frame of mind, you can be pretty close.

Many of my media-related posts have touched upon the subject of unpaid interns in some way, shape or form.  While doing some research, I came across a post on thoughtcatalog.com entitled "6 Reasons Why Your Unpaid Internship Is Very Much Worth It."  For those of you unfamiliar with thoughtcatalog.com, the website is a digital magazine that allows people the opportunity to have their inner-most thoughts and feelings published on an online forum.  The media group that operates the website, The Thought & Expression LLC, believes "all thinking is relevant," that today's thoughts should be cataloged for tomorrow, and that our culture can be shaped by empowering individuals to share their ideas with the world.  I highly recommend you check the website out.  It is definitely a great place to read some motivational and inspirational pieces!  Each post makes really makes you "think" outside of the box--pun intended.

The author of the aforementioned post does a great job of outlining why internships shouldn't be all about making money.  While monetary compensation is an undeniably sweet perk to an internship gig, do not let it make or break your decision to accept the job.  While I won't spoil the entire article, I thought I would share one great reason (in my opinion AND the author's) why an unpaid internship is worth it:

Intern Profile: Rob King

Major/Minor: Sports Comm/Journalism major, Business minor

Previous internships: Lifetime Brands PR intern, Brooklyn Nets PR intern

How did you find your internships?

Lifetime Brands I found out about through my cousin because his good friend from high school is the PR manager at the company.

The Nets internship was a little different.  During my junior year fall semester there were campus visits from both the VP of PR and the Assistant General Manager of the Brooklyn Nets.  After speaking with them, I decided to look into a possible internship and later on figured that I may as well do Marist in Manhattan in the spring to make myself as available as i could to the team.

What new skills have you learned through your internship experience(s)?

Everything that I know about public relations has stemmed from my internships.  My internship with the Nets taught me all about the sports PR landscape.  I learned about game notes, interaction with media, looking up stats and much more.  The experiences that I had when I was a Nets intern were invaluable.

Describe a conflict or problem you faced as an intern, and how you coped with or found a solution to that problem.

I didn't have very many problems during my internship.  Everything really went smoothly because the people that I worked with were very friendly and understanding that I was an intern and still a college student.

What was your favorite part of your internship(s)?

Definitely working game nights.  I was fortunate enough to work the Nets' first round playoff series against the Chicago Bulls.  A close second would be working the 2013 NBA Draft at Barclays Center.

What did you find out about yourself after completing your first internship?  Did your career goals and/or aspirations shift or change?

The idea that I wanted to work in sports was reinforced, but I also learned that public relations is an avenue that I may go down.  I had previously been focused on broadcasting but now know that there are certainly some other options for me out there.

What advice do you have for new interns?

Do as many internships as humanly possible and do them in different areas.  The more experience, the better.  Also, don't be discouraged by the lack of pay, the experience is your pay in reality.

Rob at the 2013 NBA Draft!

The Dreaded Telephone

Arguably the worst part of being an intern is using the telephone.  To be perfectly honest, I never mastered the phone at my desk.  Sure, I knew the basics—primarily how to make a call and how to check my voicemail—but most days I just stared at it hoping it wouldn’t ring.  The manual to the machine was about the length of War and Peace, there were around 60 buttons outside of the number functions to learn, and the cord was always getting stuck and tangled under the papers on my desk.  

 

Me when the phone rings

Besides being uncomfortable working the phone, I was even more uncomfortable answering it.  Who would be on the other end of the line?  How do I answer the phone—do I say my name?  The company I’m from?  What is the proper etiquette here?  What if I had to actually place a call, or leave a voicemail for someone with an important message?

For those of you just as clueless about phone etiquette as I was, do not lose hope.  You can AND will learn the proper way to use this seemingly ancient tool in an office setting. To get you started, keep this advice in mind!

1)   Greetings—Unless instructed otherwise, answer the phone with an appropriate greeting.  For example, when answering the phone, I would say the following: “Good afternoon, this is Liz from XY Company, how can I help you?”  This greeting is also appropriate when making a call.  However, rather than asking how you can help the person you are calling, ask them if it is a good time for them to speak and then place your request.

2)   Tone and Conversation Tips—Even though your voice may be quivering with nerves, speak slowly clearly and with an appropriate tone of voice.  Speak softly enough so as not to disturb your office neighbors, but loudly enough that the person on the other end of the line can hear you.  Also, shutting off all distractions, such as the radio or computers, may help you focus on the conversation. 

3)   Taking Notes—For some of you, taking notes on a phone call may be a hindrance.  However, sometimes there is a lot of information to process on a telephone call or conference.  Of course, giving your full attention is key to understanding and interpreting the main message of the call.  Yet, do not be afraid to ask the caller/responder to repeat important information such as a phone number or email address so that you can write it down.

The source of all evil

4)   Leaving a Voicemail—Similar to answering a phone call, you should start your voicemail message by stating your name and company.  Then, explain your reason for calling and how quickly a response is needed.  Conclude the message by repeating your contact information and stating your availability.

5)   Managing Your Personal Voicemail-- 

      After flipping through your manual, learn how to set up your personal voicemail message.  When recording this message, make sure to include your name, company and title.  If applicable, state another phone number, such as a cell or mobile device, where you can be reached at for emergency situations.  Stay on top of your voicemail by checking your messages frequently.  People are more likely to return your phone calls if you return theirs in a timely fashion!  

Conde Nast-y? Popular Magazine Publisher Conde Nast Ends Intern Program

Many college students, particularly those studying Journalism, Public Relations, Business, Marketing and/or Fashion, dream of making it big in New York City as a magazine editors, PR directors or celebrity stylists.  Each day, these students work hard both in and out of the classroom to achieve their unique career goals and aspirations.  As we have discussed, internships are often a great way to network and secure a full time position post-graduation.  Unfortunately, those students looking to pave the way to their dream job through an internship with Conde Nast are out of luck.

            Yesterday, the popular publishing company and owner of big-name magazines such as Vogue, Vanity Fair and GQ, announced that they have opted to end their internship program.  This decision comes after two interns, one of whom claimed they were paid under minimum wage for their work at W Magazine, sued the company this past June. 

            Conde Nast is not the only organization to have suffered from legal issues regarding company internship programs.   Other well-known corporations, such as Fox Searchlight and Hearst, have faced lawsuits surrounding their internship programs as well.

            As student-interns, it is important to know your rights—particularly if you are working as an unpaid intern.  The Department of Labor lists six requirements for companies offering unpaid internships:

1. The internship, even though it includes actual operation of the facilities of the employer, is similar to training which would be given in an educational environment;
2. The internship experience is for the benefit of the intern;
3. The intern does not displace regular employees, but works under close supervision of existing staff;       
4. The employer that provides the training derives no immediate advantage from the activities of the intern; and on occasion its operations may actually be impeded;
5. The intern is not necessarily entitled to a job at the conclusion of the internship; and
6. The employer and the intern understand that the intern is not entitled to wages for the time spent in the internship

*If you are an unpaid intern and feel that your internship is not meeting the aforementioned criteria, do not hesitate to schedule an appointment with your career counselor at your college or university.  Internships are designed to be a positive experience for both the employer and student.  Do not be afraid to express any concerns you may have with an advisor or a professor that you trust. 

            For all of you mourning the loss of the Conde Nast internship program, turn that frown upside down!  There are plenty of other internship opportunities that can help prepare you for an entry-level job at this corporation after you finish college.  As the saying goes, when one door closes, another opens.  Use this story as motivation to begin your search for your next internship! 

Intern Profile: Nicole DiPaoli

Major/Minor: Integrative Neuroscience/Health and Wellness Studies at Binghamton University

Previous internships: Group Exercise Instructor Internship (Spring 2012), Nutrition and Fitness Internship (Spring 2013), CDC Undergraduate Public Health Scholars Program (Summer 2013), Sodexo Nutrition Marketing Internship (Fall 2013)

              Nicole outside of the CDC in Atlanta, GA!

How did you find your internships?

Two I found through offerings on campus: I had an interest in them, reached out to the faculty who oversaw the internships, and then applied from there. My most recent internship with Sodexo was passed along to me from a faculty member I have been working with for the last two years - she heard of an opening and suggested me for the position. The CDC internship was the hardest to find because my university does not have a public health program, so I looked to the internet to find opportunities in that field and came across it there.

What new skills have you learned through your internship experience(s)?

Above all I would say I've learned how to put myself out there and pursue things that I needed to get something done or do the best I could when preforming a task. I definitely learned how to build a professional network, and how to utilize a network for guidance, advice, critique and ideas. I've learned to manage a range of responsibilities, and how to conduct myself as a professional working under many supervisors. 

Describe a conflict or problem you faced as an intern, and how you coped with or found a solution to that problem.

I think my biggest problem has always been managing my time, and I had to be very cognizant of that when mapping out my plans for my internships. Finding the balance between planning a realistic time-frame for work, and promising too much because you genuinely want to deliver is a difficult aspect of being an intern. I think in the end I may have been a little unrealistic at what I could actually accomplish, but that's when you need to be honest with yourself and your mentors/supervisors etc. and address the issue with them. This is also an important lesson to learn as far as communicating with supervisors and being flexible to change: no plans should ever be set in stone...many times we begin a task, and it ends up taking far more time than we expected, so we have to go back and rethink our original plans. That's something that will always happen, and the more adaptable you are, the easier work will be.

What was your favorite part of your internship(s)?

I loved being able to work on things that I found interesting. Being able to step away from the classroom and the lessons was extremely beneficial. Unlike many students, I'm not quite learning what I'm looking to do, so classroom lectures don't exactly translate into tangible skills for me, which is why interning is even more vital: I was able to get experience in areas that are directly related to my prospective career path, and actually have a hands on feel for the work I will be doing in the future. I also loved the people I met, and the inspiration I found in speaking with passionate, successful professionals who wanted nothing more than to encourage me to find the same passion and success for myself.

What did you find out about yourself after completing your first internship?  Did your career goals and/or aspirations shift or change?

I realized that I loved interacting with people, but in a leadership/teaching type of role. I had never really considered teaching as a profession, but looking back, ever since my freshman year it seems to always be a part of my education. I now consider the idea of including teaching somewhere in my future, which was something I would have never expected when starting out in college.

What advice do you have for new interns?

Keep an open mind, ask questions and never let your curiosity be extinguished. The most curious people are also the most knowledgeable, they get the answers and know what they're doing. If your supervisor gives you materials, use them! Read them, understand them, ask questions about them. You will look incompetent if you ask questions that have already been answered by something you already have in your possession, provided by your supervisor. Talk to people, you never know what connections you may make. Keep up communication with people you work with and nurture your network by keeping in touch for reasons other than necessities: no one wants to help the person that only reaches out in times of need. Be genuine - I don't care what field you're in, being genuine is a character asset that everyone should have, and practice. People can see right through a facade, especially when they work with you for several weeks. Do as much as you can, in as many areas as possible: if you ever get the chance to work outside of your department, DO IT! That's more people for your networks, more skills to use, more exposure, and more experience to call upon! You'll be a more versatile asset, and that gives you an edge. And finally, as much as interning is about gaining experience, it's also about interacting with others around you. My biggest suggestion is to be careful of quick judgements: we all make judgments, it's human nature, but letting those judgments dictate how you treat a person isn't right or fair. Internships bring people together from different background, and so do jobs, so keep the work environment an environment conducive to success by treating fellow employees in a professional way, or just try to minimize your interactions with those you prefer not to deal with. 

Communication Styles

Think about your family members or your closest group of friends.  Do you have the same communication style as your sibling or best friend?  While you may have similar interests, hobbies and values, chances are your personalities are drastically different.  In turn, the manner in which you communicate will differ as well.  This concept is also applicable to the workplace.  Of course, companies and organizations vary in size and structure.  However, proper communication both internally and externally is key in to any company’s success.  As an intern, it is imperative to understand that while communication styles amongst coworkers will vary, an employee can adjust his or her personal communication style accordingly to complete a task with a favorable outcome.  If you follow the tips listed below, you will be well on your way to becoming an expert communicator!

1.     Identify your personality type and communication style—The first step to becoming an expert communicator is understanding and analyzing your own personality type and communication style.  To do this, you may opt to take different personality tests and quizzes, most of which are offered online for free or for a small fee.  At one of my internships, our learning and development coaches offered a “DiSC Personality Exam.”  After answering some basic questions about myself—primarily my communicative preferences—I was considered a “Conscientious” communicator.   While you may not be surprised by your results, these types of exams can open your eyes to various personality types and several types of communication styles.

2.     Accept that not all individuals communicate in this way—If you haven’t noticed already, you probably do not share the same work ethic, personality type, or communication style as your coworkers or supervisors.  Maybe you prefer to multitask, juggling several assignments at once to keep yourself occupied, while your supervisor prefers completing one task at a time in a more thorough manner.  Perhaps you would opt to email a coworker for information on a certain project, while they would rather meet in person to discuss the details and specifics of the assignment.  Understand that people work and communicate differently.  In doing this, you will be better prepared to collaborate with others to achieve a goal. 

3.     Learn about and understand other communication and personality types—To stand out, study the various communication/personality types listed in the result section of the aforementioned tests and quizzes.  By making sense of the characteristics and qualities of different communication types, you will become more comfortable in both your communication skills and those of other people.  After taking the “DiSC Personality Exam,” I was asked to work in a group with other interns that received similar results, and then again in a group with different communication styles.  Not surprisingly, working with the group with different communication styles resulted in a much better work product.  While it was challenging to agree on the best way to complete the task, we were able to be more creative in our work and use our personal communicative strengths to enhance the overall finished project.

4.     Create strategies to help effectively communicate with others—Be mindful of varying communication styles when working with others.  For example, imagine working with four other individuals to complete a presentation for the top management of your company.  First, prioritize what tasks need to be accomplished in order to finish an assignment.  After determining what components of the presentation need to be completed, assign certain people to tasks that match their interests and communicative styles.  If someone in the group has a dominant personality, perhaps they would be more comfortable opening the presentation than someone who is more soft-spoken and shy.  Detail oriented and thorough communicators may be more interested in making sure the PowerPoint slides that accompany the speaker are visually appealing and grammatically correct.  Play up the strengths of your coworkers, and understand that you may have to sacrifice your personal preferences as a communicator for the good of the group. 

Top Twitter Follows

How long has it been since you last refreshed your Twitter feed?  If I had to guess, it was probably just a few minutes ago.  I get it—I’m hooked on Twitter too.  It’s definitely fun to follow celebrities, retweet funny parody accounts, and interact with our friends and family, but why not use this social media tool to our professional advantage?

Below, I have listed my favorite intern-related Twitter accounts.  Check them out and give them a follow.  You never know--you may come across future career opportunities or pick up a few new tips and tricks to apply at your current internships!

1. Internships.com -- @internships

Internships.com's Twitter handle and website is primarily for students searching for a potential internship, listing available opportunities and positions across the country. Whether you are looking for your first internship or your fourth, following this Twitter account is a great way to jump start your search!

2. Lauren Berger -- @InternQueen

As I have mentioned in an earlier post, Lauren Berger (THE Intern Queen), knows her stuff!  Lauren often references posts from her blog, and is not shy when communicating with her followers.  She also posts several internship opportunities for students to check out and apply for.

3. Likeable Intern -- @Intern

Much like my posts every Monday, @Intern lists amazing links to advice, tips and tricks for students looking to maximize their internship experience.  From interviewing secrets to advice on how to ask your supervisor for a reference letter, this account has it all!

4. CreativeInterns -- @CreativeInterns

@CreativeInterns does a great job of interacting with their followers and answering their questions.  The account also links to some really helpful tips and tricks for current and future interns.

5. InternshipKing.com -- @InternshipKing

Like some of the accounts listed above, @InternshipKing posts available internship opportunities and their pay rates for students.  @InternshipKing also includes internship reviews from former students--a great resource for those considering an internship at a certain company or organization.

Internship Coordinator Profile: B. Desmond Murray

Name: B. Desmond Murray

Position: Associate Director of Field Experience at Marist College

1. What is your professional background?

I have been working as a Director of Field Experience at Marist for a number of years.  Prior to this position, I worked for the New Paltz Central School District.

2.   At the Career Center, you work with several students and interns.  What is your favorite part of working with these students?

I could tell you the best part of working with a student is having a student come back to my office saying, “Thanks Mr. Murray, I really appreciate your assistance with helping me get this internship,” or having a student come back to my office to tell me “I had a really good experience with my internship and there was an available position and I was able to receive a full-time job.” 

I also enjoy when I see the wealth of experience that [a student] has on their resume.  There are some students who are go-getters, who are early into their experience.  Separate from this experience, sometimes I meet students who can speak two or three languages.  I look at a lot of resumes, and I only speak one language.  I am impressed with and I admire students that speak more than one language, especially with us being a global village right now.  With the Internet and technology, the world is at our fingertips.

3.  In your professional opinion, what is the value of internship experience?

I’ll put it like this; not doing an internship is like putting a knife in your back.  Marist is a great school, but students that do not participate in internships are doing a disservice to themselves.  If you stay in a classroom and just study, that’s basically what you are going to do—you’re going to be smart, you’re going to learn the career field that you want to be in, but you’re not going to know it.  When you get out of college, you aren’t bringing anything to the table when you are interviewing with an employer.  The employer wants to see that you can come in and adjust to that full time job.  They want to know that a student has participated in an internship so that they know the industry and that they are coming into with more than book knowledge. 

Without doing an internship, or without some type of experience other than education, you don’t know if that chosen field is right for you.  You’ve studied it, but you don’t know it first-hand.  Some students who participate in an internship may change their major and the direction they want to go in as a professional.  An internship is going to help clarify and define a student’s career path.

4. How many internships should a college student complete before graduation?

A minimum of two!  I highly recommend that students participate in a minimum of two, and I would say that students should participate in an internship in a major metropolitan city and possibly in a small town.  Try to get both experiences.  Sometimes, when you work with a small employer, you may be given more responsibilities because there are less people.  At a larger employer, you may be confined or restricted to a certain area and that is all you are going to know.   

5. If you were looking to hire an intern, what qualities or characteristics would you deem most important?

I would tell you what isn’t the most important first.  GPA would not be the defining instinct, although some employers believe that it should be.  Here at Marist, you need a 2.5 GPA to participate in an internship.  A 2.5 GPA is not high, so I would say myself or anyone else should put less emphasis on GPA.  Students shouldn’t be on academic probation, but they don’t necessarily need to be on the Deans List. 

A high characteristic on my list would be a student who participates in student clubs and organizations.  I think that that goes far, because it shows a person has participated in some type of leadership position. 

I would also look for a student that has worked—whether it is a summer job or part time job—and if that summer job or part time job is in their field of study, that can definitly be beneficial. 

Another factor I would consider is a whether or not that student has participated in some type of project where they are working with other students and a faculty member.  

6. How can an intern make an impression at their new job?

The first thing is, the intern needs to learn the culture of the employer they are going to work for.  The reason why I say the culture is because the intern is going to want to fit in.  All interns should go into an internship, especially if the student is a senior, to make an impression so that they could potentially be hired for a full time job.  You want to learn the dress of that employer--it could be business casual or it might be professional.  After the interview, go to the employer’s site.  Sit outside the company site and wait for people to come out of the building at the end or beginning of the day, just to watch.  I know it sounds corny, but you will see a lot and learn about the company.

You have to learn business etiquette.  You have to learn how to eat.  If you are an intern at a company luncheon, and someone is ordering alcohol, do you order alcohol?  Do you know what fork or spoon to use?  You could be evaluated on this type of etiquette, so you have to learn these types of things. 

Interns should also be personable, but not sociable.  Personable means that you are approachable.  You don’t want to be doing a lot of laughing and joking in the workplace.  You want to treat the internship as a real job.

When you are working, try to network and get as many business cards as you can.  Get business cards from the people that you work with and get business cards from people you encounter.  If you work in New York City or even in Poughkeepsie, you might see someone else working, and you might get into a conversation with them.  You never know who may hire you.  You never know who is observing you.  Get their business card and stay in touch with them.  You could have a thousand business cards, but if you do not use them they are worthless. 

Email Etiquette

Email is a tool essential to the success of all professionals.  As interns, we are attached to our phones and computers, constantly refreshing our inboxes just waiting for the next message to come in.  Although we may have plenty of experience with using email to get in touch with our professors, peers, friends and family, using email in the workplace is very different.  Below are some great tips to help you communicate more efficiently with your supervisors and coworkers!

1.   Be concise and specific—When you receive a lengthy email, do you read the whole message or just skim the screen for the main ideas?  If you claim to read the entire email, you are one of the few.  Professionals receive TONS of emails daily.  Unfortunately, this means that they will more than likely pass over the emails that do not get straight to the point.  Keep this in mind when you are drafting a message to your supervisor, coworkers, or even your professors.  Rather than discussing several topics or questions at once, prioritize the most important issues and concentrate on them first.  Be clear about the question you need answered or the situation that needs to be addressed.  You can always clarify a message or ask another question after the person responds.

2. Avoid using Internet slang and emoticons—In short, save the “LOLs” and smiley faces for your friends.  When you are writing to a professional, your message should look and sound professional.  While emoticons and Internet slang may lighten the message or put your words into context, professional emails should not be scattered with distracting faces and acronyms!

3.   Use the “subject matter” tool — Never leave the subject of an email blank—especially if you want the email to be read in a timely fashion.  The subject serves as a title for the email or a preview of the message you have sent.  Without one, the receiver may delete or overlook the email.  In addition, most email programs allow the sender to deliver the email with a certain “level of importance.”  In other words, the system notifies the receiver if an incoming message is urgent and needs to be read immediately.  While you should be familiar with and understand this system, use this tool wisely.  You do not want to be the boy who cried wolf!  Sending too many messages to your supervisor or coworkers under high priority can be off-putting.  Consequently, they may begin putting your messages to the side and address them after it is too late. 

4.  Leave the address blank until ready to be sent—At my last internship, a learning and development coach recommended erasing or leaving out the address of an email recipient until the entire message was completed.  Often, we rush to send out emails in an effort to be quick and efficient.  As a result, we make silly errors such as “replying to all” instead of a specific individual, sending out information that is unclear or incorrect, or sending a message before it is complete.  Deleting or putting off entering an address until the email is ready to be delivered allows you to double and triple check that the message and its recipient are correct.

5.  Read, reread and reread—You wouldn’t hand in an assignment without proofreading it first, would you?  I didn’t think so!  Even though it may seem obvious, make sure that the spelling, grammar and punctuation are correct in every email that you send.  Remember, the trick is to be clear and concise.    Of course, everyone makes mistakes from time to time.  However, sending coherent emails is an easy way to demonstrate your professionalism!

6.  Be patient—Believe it or not, not every email you send will receive a response in minutes.  As products of the technological age, we are accustomed to checking our text messages, emails and social media accounts constantly.  While stellar professionals usually communicate pretty efficiently, we must keep in mind that an email from an intern might not be a top priority for the receiver.  If the message requires an urgent response, use the aforementioned “priority” tool to label its importance or call the person’s office/cell phone.  Otherwise, be patient!  Your message will be answered, even if it is a couple of hours later than you would like.