Intern Onboarding Guide

TL;DR

This guide walks you through bringing an intern onto your team – from setting up their accounts to making sure they have a good experience. It covers practical steps for IT, HR and the intern’s manager.

1. Before They Start: Preparation

1. HR Paperwork: Ensure all necessary paperwork (contracts, NDAs, etc.) is completed and signed *before* their first day.
2. IT Account Creation: Create accounts for essential services.
   • Email address (e.g., intern.name@yourcompany.com)
   • Slack/Teams access
   • Access to necessary software and tools (see step 2).
   • VPN access if required.
3. Workspace Setup: Prepare their physical workspace – desk, chair, computer, phone (if needed).
4. Initial Project/Tasks: Have a few initial tasks ready to give them something meaningful to work on from day one.

2. Software & Access

Grant access based on their role and project needs. Common software includes:

• Project Management Tools: Jira, Trello, Asana
• Code Repositories: GitHub, GitLab, Bitbucket (if applicable) – grant limited permissions initially.
• Communication Tools: Slack, Microsoft Teams
• Document Editors: Google Workspace, Microsoft Office 365
• Security Awareness Training: Enroll them in basic cyber security training immediately.

Example command for adding a user to a group (Linux):

sudo usermod -aG project_group intern.name

3. First Day Onboarding

1. Welcome & Introductions: Introduce them to the team and key stakeholders.
2. IT Setup Assistance: Help them log in, set up their email, and access essential tools.
3. Company Overview: Provide a brief overview of the company’s mission, values, and structure.
4. HR Policies Review: Briefly review key HR policies (attendance, expenses, etc.).
5. Project Introduction: Explain their initial project/tasks in detail.

4. Ongoing Support & Mentorship

• Regular Check-ins: Schedule regular one-on-one meetings with the intern to discuss progress, challenges, and goals (weekly is ideal).
• Mentorship: Assign a mentor who can provide guidance and support.
• Feedback: Provide constructive feedback regularly – both positive and areas for improvement.
• Training Opportunities: Offer opportunities for learning and development, such as workshops or online courses.

5. Security Considerations

• Data Access Control: Limit access to sensitive data based on their role.
• Password Management: Enforce strong password policies and encourage the use of a password manager.
• Device Security: Ensure company devices are secured with appropriate security software (antivirus, firewall).
• Exit Procedures: When the internship ends, promptly revoke all access to systems and data.