Hiring Interns: A Comprehensive Guide for Small Business Owners

As your small business expands, it’s likely you’ll start thinking about hiring interns. Interns provide fresh perspectives and much-needed support, so many small businesses are interested in bringing an intern on board.

But how do internships work and where do you find interns? We’ll explore all the details and how to hire interns for your business. 

What is an intern?

An intern is typically a student or recent graduate who works temporarily in your business to gain practical experience. Depending on the setup, internships can be paid, unpaid, or for academic credit, and they usually last anywhere from a few months to a year. The idea is to offer them real-world experience while they help you tackle tasks that might be piling up.

So what do interns do? It depends on your small business, but here are a few examples of common intern duties:

• Marketing intern: Helps with social media campaigns, content creation, and market research.

• HR intern: Assists with recruitment processes, onboarding, and employee engagement activities.
• Engineering intern: Supports project development, testing, and documentation.
• Graphic Design intern: Works on design projects, branding materials, and visual content.

When you’re figuring out how to get an intern, you should also see where an intern might fit into your day-to-day operations so that they can learn useful skills and your small business can benefit from their presence. 

Why do companies hire interns?

From startups hiring interns to big companies creating intern roles, businesses of all sizes hire interns onto their teams. That’s because interns can bring a lot to the table, and not just in terms of extra hands on deck. Here are a few reasons you may want to hire an intern. 

• Fresh perspectives and new ideas: Interns often bring a fresh set of eyes to your business. They can offer new ideas and innovative solutions that you might not have considered. Plus, they are usually up-to-date with the latest trends and technologies.
• Cost-effective labor: Let's face it, hiring full-time employees can be expensive. Interns are a more affordable option, especially for small businesses with tight budgets. They can handle tasks that free up your time and your team's time, allowing everyone to focus on more strategic activities.
• Talent pipeline: Think of interns as potential future employees. By training them now, you can assess their fit within your company. If they excel, you have a ready-made candidate for full-time positions later on. This not only saves you recruitment costs but also ensures you have someone who already knows the ropes.
• Increased productivity: More hands mean more work gets done. Interns can take on projects that have been sitting on the back burner, helping to boost overall productivity. Whether it's organizing files, conducting research, or managing social media, their contributions can make a big difference.

How do I recruit new interns?

By defining what you need and crafting a compelling offer, that’s how to get interns. Small businesses often worry about finding the right fit, but with a clear strategy, you can attract top talent. Here are some tips to help you find the right intern for your business.

• Define clear roles and responsibilities. Start by listing specific tasks and projects that the intern will be responsible for. This not only helps you identify the skills you need but also gives potential interns a clear understanding of what to expect. For example, if you're hiring a marketing intern, outline tasks like creating social media content, analyzing engagement metrics, and assisting with email campaigns.
• Craft compelling job descriptions. Your job description is your first impression, so make it count. Highlight the learning opportunities and any perks that come with the internship. Mention any unique aspects of your business that make it an exciting place to work. For instance, if you run a local café, talk about the vibrant community and the chance to work on creative marketing campaigns. Include the following in your job description:

• Specific tasks and responsibilities
• Required skills and qualifications
• Learning opportunities and potential career growth
• Any perks or benefits (e.g., flexible hours, employee discounts)

• Be flexible with your interview approach. If you rely significantly on job interviews to hire for your team, consider adjusting your interview questions. Since your interview may be one of the intern’s first interview experiences, they may not have much prior experience to discuss. Consider using hypothetical scenario-based questions or other means of assessment to get a better sense of the student’s abilities.

Where to find interns to hire.

Finding the right interns can feel like searching for a needle in a haystack, but there are plenty of resources out there to help you connect with eager candidates. Consider these options to help with how to find interns:

• College career centers. Partnering with local universities and colleges can be a goldmine for finding interns. Career centers often have dedicated staff to help match students with internship opportunities. Reach out to them and provide details about your internship program. They can promote your listing to students who are actively seeking internships.
• Online internship platforms. Websites like LinkedIn, InternMatch, and Indeed are fantastic for posting internship opportunities. These platforms have a broad reach and are frequented by students and recent graduates looking for internships. Make sure your job posting is detailed and engaging to attract the right candidates.
• Job fairs and networking events. Attending local career fairs and industry events can also help you find interns. These events are great for meeting potential candidates face-to-face and giving them a sense of your company culture. Bring some marketing materials and be ready to talk about what makes your business a great place to intern. Places to consider:

• Local university career fairs
• Industry-specific networking events
• Community job fairs

By leveraging these resources, you can cast a wide net and find the perfect intern to help your business thrive.

How to hire an intern.

Recruiting the right intern can feel like a daunting task, especially when you're already juggling a million other responsibilities. But just with any hiring process, you can streamline the process with a structured approach and find the perfect fit for your team.

1. Create a structured hiring process.

First things first, develop a clear timeline for your recruitment process. This helps you stay organized and ensures you don't miss any critical steps.

• Set a timeline: Decide on the start and end dates for accepting applications, schedule interview rounds, and set a final decision date.
• Prepare interview questions: Tailor your questions to assess both skills and cultural fit. For example, ask about their previous experiences, problem-solving abilities, and why they are interested in your business.
• Bring team members on board: Is somebody other than yourself going to be supervising the intern, or working closely with them? Set that employee up to participate and support you in the hiring process. 

2. Use multiple channels for job postings.

Don't limit yourself to one platform. Use a variety of channels to reach a diverse pool of candidates.

• Job boards and social media: Post your internship on popular job boards like Indeed, LinkedIn, and specialized internship platforms like InternMatch. Share the opportunity on your social media channels to reach a broader audience.
• Company website: Create a dedicated careers page on your website. Use the Hiring & Onboarding tools on Homebase to help you manage job postings and track applicants efficiently.

3. Conduct thorough interviews.

Interviews are your chance to get to know the candidates beyond their resumes. Focus on cultural fit and potential, not just skills.

• Behavioral questions: Ask questions that reveal how candidates handle real-world situations. For example, "Can you describe a time when you had to manage multiple tasks simultaneously?"
• Cultural fit: Assess whether the candidate aligns with your company's values and culture. For instance, if teamwork is crucial in your business, ask about their experiences working in teams.

By following these steps, you can create a streamlined and effective recruitment process that helps you find the right intern for your business.

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What to consider legally when hiring interns.

Hiring interns comes with its own set of legal and compliance challenges. It's crucial to understand labor laws to avoid any legal pitfalls.

Paid vs. unpaid internships.

One of the biggest decisions you'll face is whether to offer paid or unpaid internships. The Fair Labor Standards Act (FLSA) sets strict criteria for unpaid internships.

• Criteria for unpaid internships:some text
  • The internship must provide educational benefits.
  • The intern should not displace regular employees.
  • The employer should not derive immediate advantage from the intern's activities.

If your internship doesn't meet these criteria, you must pay your interns at least the minimum wage.

Documentation and contracts.

Formal agreements are essential to protect both you and the intern.

• Offer letters: Clearly outline the terms of the internship, including duration, pay (if applicable), and job responsibilities.
• Non-disclosure agreements (NDAs): If interns will have access to sensitive information, consider having them sign an NDA.

Homebase's HR & Compliance tools can help you manage these documents and ensure you stay compliant with labor laws.

Student-learner internship program.

If you are looking to hire high school students over the age of 16 (or over 18 for hazardous jobs) for a work/learning experience, you can use a student-learner internship program. These programs are often coordinated through high schools and trade associations and often allow a business to pay the student worker 75% of the state minimum wage for part-time work. 

Reach out to your local high school, community college, or trade school to find a program that works best for your business. The organization will likely provide guidance on how to align your program with the student’s curriculum needs.

To qualify for a student-learner internship program, your business must be registered through the US Department of Labor (DOL). Additionally, the student must attend an accredited school.

You’ll need to apply for an authorizing certificate from the DOL To do so, complete form WH-205 and have it signed by the appropriate school official, as well as the student learner for every participating student before submitting it to the DOL. Make sure you comply with child labor laws if you are hiring students under the age of 18. 

College credit internships.

Like student-learner internship programs, interns for college credit—whether paid or unpaid—are often organized through educational institutions. Partner with your local college or university to locate interns in need of credit.

The institution will likely walk you through what a solid internship strategy should look like in order to fit the guidelines and help you find students who would benefit from your program. The school may require you to submit written agreements between you and the intern, as well as a progress report on how the student is performing at certain intervals. Be sure to keep up with these requirements or you could risk losing your reputation as a reliable intern host.

Onboard interns with ease using Homebase.

Hiring interns at your small business can be mutually beneficial for all parties involved. You’re helping students prepare for their future while your team gets valuable mentoring experience. As long as you create an honest program that you conduct with respect to all participants, you’ll reap the rewards of a fulfilling opportunity.

Now that you know how to find an intern, you’ll want to put these steps into action by recruiting and onboarding your first intern. But if all that administrative work sounds like an extra barrier, you can rely on Homebase to help you bring your new intern on board. 

Our all-in-one team management tool doesn’t just help you hire and onboard while ensuring your business stays compliant, we also provide easy ways for your team to communicate and scheduling and time clock tools to keep track of your team’s work hours. These tools communicate directly with Homebase Payroll so that your payroll runs are painless. 

That way, you can focus your time and energy on making the most of your intern’s time with your team while the paperwork is handled automatically. Get started now with Homebase to make work easier.