Interns’ cheat sheet: Navigating an internship in an international organization

?Over the years, I've had the privilege of working with multiple interns and mentoring others. I must say, each one has proven to be remarkable, bright, and uniquely talented. I could go on at length about the significant contributions they've made, the energy they've brought, and the dynamics they've added to the team. Some of them are destined to become established politicians or international civil servants, while others will venture into entrepreneurship or academia. It takes a special kind of individual to navigate the complex world of the United Nations, and I am confident that they will all excel wherever they choose.

However, overseeing interns comes with a great deal of responsibility, especially in intergovernmental organizations where mistakes can potentially lead to political or reputational crises. A well-managed intern is a valuable asset, rewarding not only in their individual growth but also in the positive impact they bring to the team. A poorly managed intern can be a hindrance, dragging down the workflow and tarnishing the organization's reputation.

Over time, I’ve observed that various interns tend to make similar mistakes. To address this at the outset, I compiled a list of over 30 bullet points with subtle hints, pointed suggestions, or even strict rules that guide the work with me and the collaboration with the wider team.

how we work in the wider team. Sharing the full list may be counter-efficient, as it's specifically tailored to trade project management and implementation. However, I'll summarize the key building blocks below, offering insights that can benefit both interns and their managers – but mostly interns.?

1. Email is a conversation

Dear intern,

Emails serve as both a conversation and a paper trail, requiring a systemic approach. While we may discuss matters in person in a rather informal manner, it’s crucial to maintain a certain etiquette in our email communication.

Firstly, the addressee list composition is as important as the text of the email – not every email addressed to you is exclusively meant for your response. If you were “cc-ed”, avoid using the “Reply all” button. Conversely, if you are in the main senders list, refrain from using “Reply only to sender” button, as this excludes other people from the conversation where they are meant to be in the loop. If you are “bcc-ed,” maintain discretion.

Secondly, good team work requires etiquette in maintaining the conversation – confirming receipt of task-based emails, communicating if timelines or terms of a task are feasible, keeping track of progress. Additionally, avoid adding people to a bilateral email thread, as this can strain relationships. If information is sensitive, consider opting for a face-to-face interaction.

Finally, the subject line is also a part of the email - use it judiciously.

Kind regards,

Please don't address me “Madame Sokolova” if I sign as “Maria”. Please.

2. Despite TV portrayals, internships, from a corporate perspective, are often mundane- no matter how important it is to you

When you are a medical intern, you bring a decade of knowledge and a set of qualifications – yet performing an open-heart surgery alone is out of the question. Similarly, other interns won’t find themselves with critical responsibilities right away. You may be given a tedious, technical task (like monitoring heartbeats and pumping blood), attend important meetings in listening capacity (akin to observing the surgeon during complex surgery), or assist in specific aspects of a surgery (such as preparing or delivering a presentation, editing a report). Independence isn’t imminent, irrespective of professional qualifications; it’s a step in the career journey.

Tasks assigned to you may appear crucial and urgent, but unless explicitly stated, they aren't. Even when given creative assignments requiring research and innovative solutions, it's vital to align your creativity with the broader team's objectives. The real value arises when you create something simple that can be applied elsewhere, rather than an overly complex solution to a single problem.

Note: Unless you are indeed a medical intern and your boss is a surgeon – no one is going to die if the task is finished one day later.

3. The internship is for T-learning, not just doing the internship

Interns often grapple with the new information – from technical detail on fulfilling their tasks to jargon and terminology. To navigate this, focus on executing tasks flawlessly for a positive review and a potential recommendation. Simultaneously, strive to grasp the bigger picture, not just “how” but “why” and “what for” behind each task. Pose questions about your assignments: Who is the audience? What's the message? Why include specific information? When editing a document, assess not just the information, but the reasons behind why this information is included and what is the purpose of the document. The list goes on.

Attend agency events, network, and ask questions beyond your core tasks and obligations. This 'around the job' exploration, coupled with a “T-shaped learning” approach—integrating existing knowledge to analyze new issues—will greatly benefit your career journey.?

4. Help your manager by helping yourself

Let's face it: your manager is likely overworked or lacks sufficient time to provide extensive guidance. They probably only have time to explain what – and sometimes how – they need you to do. In any organization, though, numerous learning opportunities exist aside from your hiring manager. Connect with fellow interns, share experiences, and build a supportive community. Of course, regular catch-ups between the manager and the intern can be beneficial, but rarely have I met a manager who could maintain it all the time – including myself.

The initial information overload in a new field can be overwhelming, so be kind to yourself and proactively seek “knowledge on how to navigate knowledge” – you most definitely are not the first intern, and other interns have probably gone through similar situations.

Despite manager being quite often the sole point of authority, the workload management should be also considered as a part of intern’s responsibilities.

Same is applicable to mental health – it is very hard to read mental state of new people, so try to voice out if you are having concerns with pressure or stress – in the end of the day, it is your hiring manager who took you on board and they should be able to guide you. The internship goal is to gain experience, not a burn out.

Hint: set a Monday breakfast catch up every week or two, and make a rule of not working over hours

5. Best solution is not always the realistic one

No matter which organization where you undertake your internship, decision-making, aside from actively participating in strategy or project decisions, must align with various established processes. Processes serve as the organizational skeleton, and adherence to them often consumes a significant portion of the workday, sometimes up to 90%. This processes are typically highly specific, with your manager presumably knowing these processes through the experience. Unless specifically assigned to handle these processes, I would advise to stay clear of them and not to waste your learning capacity on that. Keep in mind that these specific processes are most likely not relevant in your next assignment.

However it is important then to accept that these “mystical” processes can impose constraints, cause delays, and occasionally even lead to cancellations.

Regardless of the perceived glamour of your internship or the importance of a particular task, the respect for the established processes is paramount. Sometimes, adhering to the process means accepting compromises and, at times, relinquishing what might seem like the optimal solution. While procedural delays are rarely enjoyable, processes hold whole corporations together.

Finding a balance in navigating these organizational intricacies becomes a necessary compromise in the professional landscape..

6. Be proud of your work

Be bold in your suggestions, but ensure that you have a strategy in your interventions. ?Make your contributions unmistakably yours; consider adding your "_initials" extension to documents you've reviewed or revised. When tasked with editing a document or proposal, seize the opportunity to not just do editing, but provide feedback with your perspective. No one expect you to know all the ropes, know everything, or even not make a single mistake, but a fresh look or perspective can sometimes make a big difference.

Don't hesitate to step out of your comfort zone. If there's someone else’s work in the agency that interestsyou, boldly request a coffee or a brief chat to discuss shared interests or seek insights. Remember, your internship is a platform for learning and skill enhancement. Sitting idly is counterproductive to your goals. Actively engage in conversations, ask thoughtful questions, and seek constructive feedback.

In meetings or discussions, focus on relevant and impactful contributions. No one wants to divert into discussions about cafeteria menus during a workshop meeting. Instead, channel your boldness into discussions that can drive tangible results and showcase your commitment to meaningful contributions. Your internship is not just about fulfilling tasks; it's an opportunity to make a noticeable impact and refine your professional abilities.