Professional Etiquette for Externships

Get in the Zone, Prepare for your Externship

When you do an externship, you're in a different world than on campus. Navigating this world can be tricky, especially your first time. Common sense and courtesy are the basics for professional conduct. Creating a good impression during your externship will help you secure networking contacts, or maybe even an internship for the summer.

R-E-S-P-E-C-T

Keeping up on what is and isn't appropriate workplace behavior can be a real challenge. The people you'll be externing with will be older than you and may have different moral and social values. Avoid these office faux-pas:

  • Don't swear; it will only make you sound immature and unintelligent and might make coworkers uncomfortable.
  • Remember that people like to maintain a certain realm of personal space.
  • Don't talk negatively about coworkers or anyone.
  • Avoid sexually suggestive comments, racist language, and inappropriate jokes.
  • Try not to contradict your sponsor.
  • Keep personal calls/texting to a minimum or for emergencies only since you are only there for 2 days.

How friendly is too friendly?

As a college student, you may pride yourself on your hyper-developed social skills. Boundaries can be a good thing. While we're not suggesting you fend off traditional friendships in the workplace, it may be easier to have some borders between your work and non-work lives. That way, outside tensions won't creep into your work, and you'll truly be able to leave work behind at the end of each day. And should you find yourself falling in love with the hottie in the next cube, try to think clearly. If you're serious about developing your professional reputation, getting involved with a coworker is a risky move. In other words, don't do it.

Communication

E-mail has become just as much a part of conducting business as face-to-face meetings, phone calls, and written memos. Effective communication-verbal and written, including email-will help you make the best possible impression.

  • Keep your messages short and to the point.
  • Remember that tone is easy to misinterpret over email, so be straightforward.
  • Use proper English, grammar, and spelling. No text shorthand such as: HAGD, J, THX.
  • Always include a subject line in your message for easy reference.


The telephone, you've been using it all your life; what more do you need to know? Plenty. Not only do office phones work a lot differently then your cell phone, the rules are different too. Here are some tips to make a good impression:

  • Speak clearly and slowly.
  • Make a conscious effort to keep the "like's" and "umm's" to a BARE MINIMUM
  • Answer your phone in a professional manner. Identify yourself. Be polite.
  • If you find yourself tangled in a game of phone tag, don't worry--just be persistent. Don't give up just because you think you're being annoying. Tags like "I'm sure you must be very busy" can be helpful.
  • If you have phone phobia, try writing out what you want to say before you make a call. This way you'll be sure to cover all your points and you won't sound jumbled.
  • If you're the opposite of phone-phobic, remember that conversation is a two-way street. Let the other person talk.

Dress professional and ask questions!

 

What to Wear, Putting Your Best Foot Forward

"Business casual" is the vague dress code that many offices follow these days. If you don't know how to dress for your externship ask your sponsor or contact the Career Center to find out what the typical dress is for your industry.

  • Never be sloppy; always be ironed, tucked in, and combed.
  • If the office policy stipulates business attire, you can't go wrong with the conservative suit.
  • If the office is casual, or has casual days, don't pull out the baseball hat and shorts right away. Wait to see how casual is casual
  • Conservative is a good rule of thumb; tight-fitting or revealing clothes will create the wrong impression.

Questions to Ask During Your Externship

Do not expect your sponsor to entertain you every minute of your externship. Be interactive with individuals you meet. Ask questions about the industry and the world of work.

Sample Questions:

-Do you have suggestions or certain classes that would assist me in this industry?

-What is your favorite and least favorite part of your job?

-If you knew what you know now when you were preparing for a career what advice would you give yourself?

Industry specific questions:

-Do you think gas prices are the main reason behind the fluctuations in the market?

-What do you think about the impact of the film festival that comes to town every year?

-What types of technology do you see as obsolete in the next 5 years?

Thank Yous

  • Send a thank you card/note to your sponsor within 48 hours of the end of your externship. If you forget to send a thank you right away, make sure you do something as soon as your remember!
  • A hand written note is always a nice touch. It is more personal than an email. Sending a card and an e-mail is great!
  • Also thank other people who spent time with you during your externship. You can write a thank you to each individual and/or send one for the entire organization.

 

sample-formal thank you letter

Your Street Address

City, State Zip

Date

Name of Externship Host, Title
Name of Organization
Street Address
City, State & Zip

Dear Externship Host Name (use the name you called your sponsor: Ms. Bucknell, or Ray, etc.):                                        

OPENING PARAGRAPH ~ Thank the person for the opportunity to shadow him/her. Tell him/her how much you appreciated his/her time, etc.                                                                                                                                    

BODY PARAGRAPH ~ You may wish to use this paragraph to talk specifically about what you enjoyed the most, what you learned, etc.                                                                                                                                                                                     

CLOSING PARAGRAPH ~ Close the letter by thanking the host again and giving any last thoughts you may have about the experience.

Sincerely,

(Your signature here)

Your name typed out

sample- less formal thank you note/card

Dear Externship Host Name (use the name you called your sponsor: Ms. Bucknell, or Ray, etc.):

Thank the person for the opportunity to shadow him/her. Tell him/her how much you appreciated his/her time, etc. You may wish to talk specifically about what you enjoyed the most, what you learned, etc.

Close the note by thanking the host again and giving any last thoughts you may have about the experience.

Insert a closing line,

Your signature