Interns Handbook DRAFT

[mojava]

Hi Folks:
I am in the process of bringing on a bright young intern at my facility, Petrasonix Audio Recording & Mastering. I have never had an intern before, but after weighing the pros and cons of the situation I have decided to move forward with him. I initially started out writing this document as a contract/agreement between the two of us and I have decided to abandon that approach and go with the "Interns' Handbook for Petrasonix Studios". Please feel free to offer advice, dos and don'ts and contribute whatever else you are seeing that I am missing. Also, feel free to make this your own living document if you wish. So here is my first draft...

"Interns' Handbook for Petrasonix Audio Recording & Mastering"

Overview:
The purpose of this document is to set clear expectations in order to make this a positive and fruitful experience for both parties. I think that you have excellent raw talent that does require some refinement in order for you to reach your full potential. It is my desire to help you do that by working closely with you in sharing my philosophy, guiding principles and values surrounding the audio recording and production business.

Job Description:
The main job responsibility is to offer EXCEPTIONAL SERVICE. THIS JOB IS FIRST A SERVICE BEING OFFERED. A positive attitude is more important to me and ultimately to your success than any technical knowledge that you may possess or gain from your tenure at Petrasonix! So here are the rules that I believe will help guide a positive working relationship at Petrasonix. I want our clients to feel EXCITED about working with YOU and to even begin to request that you be in sessions assisting me. That means that you are doing your job well and are in sync with the following rules: So here is what the job entails…

Success Criteria:
1) Are you and Asset or a Liability to the business (yes, business after all we need to be able to pay the bills and operate profitably and GROW the business). I want you to always be asking how can I become more and more indispensable to Petrasonix.
2) What will the “CLIENTS” ultimately be saying about Petrasonixs’, Service, Facility, Vibe, and Staff? (in that order). Bad attitude = BAD Client relationships! I have seen it over and over. The studios’ reputation is paramount in all that you do here! This will, quite bluntly, mean that you must check yourself not to come across as all knowing but with HUMILITY. This will also mean that you offer input in an appropriate manner, from joking about someone’s take (good or bad) to offering comments when perhaps you were not looked upon as the producer or invited to make the comments. Please don’t take this wrong, but I believe that the more humble we come across the more people will feel comfortable being around you and soliciting your input. THIS IS MORE IMPORTANT THAN ANY TECHNICAL KNOWLEDGE OR SKILL THAT YOU BRING TO A SESSION…..REMEMBER ATTITUDE + HUMILITY + KNOWLEDGE = MORE CLIENTS!

Day-to-Day:
1) Technical knowledge, must become proficient/understand:
- Studios Routing
- Protools Session setup
- Label each session that you work on thoroughly
- Learn Mic placement, choosing
- Various Mic patterns and their effects
2) Studio must be kept (After every session)
- Clean
- Coffee or Waters (if any is needed bring it to my attention)
- Keep studio clutter free
- Wiring and Mics put away
- TP for Bathrooms if needed, bring it to my attention
- Surfaces cleared after every session
3) Keep up to date with modern recording techniques
- I would like to see that you are driven and motivated to learn
- Open and read the manuals that are in the studio they are there for you to use/learn.
4) Note: ALL Equipment, Manuals and ANY studio gear are NOT to be removed from the premises without my express permission. I would hate to look for a Microphone or cable and it not be available for a session.
5) BE PROACTIVE DURING SESSIONS:
- Be capable of micing a 4 piece band, drums, bass, guitar, vocal
- Patching in all Mics, Inputs, Effects, Compressors
- Be capable of conducting a full pre-session setup prior to clients arrival
- Check mics in the tracking room, cabling, verify inputs/outputs
- Setup a Protools Template, route the 192 inputs properly
- Learn how to trouble shoot the patchbay inputs/outputs
- Learn the routing schema inside and out!
- DID I MENTION SCHMOOZE WITH THE CLIENTS?? YES, this is a BIG part of being an assistant. We are always in selling mode, what that means to me is that we are real, but that we are also positive with a can do attitude. BIG PART OF THE JOB!
6) Studio is NOT to be used for practice sessions unless explicitly approved by me based on special circumstances (hot band, etc).

Business Terms:
1) Any business that you bring in as a producer/engineer that you do all of the session work will be split 50/50.

2) Any sessions that you want to conduct with your own Band only are charged at $300 per 8 hour day. $45 each additional hour. NOTE: This is your special rate only to be used for your own bands sessions. This is a perc that I an offering for the service hours that you will be contributing to the business.

a. I will also request that ALL sessions that you bring in to produce on your own, that you use me for mixing the records/or help you in getting the best mix possible. Remember it may be your record but it is also the studios reputation that I want to guard.


_________________________________________________________________
This is (initially) a NON-PAID position, with potential when the business is able to pay you on an hourly rate. This is to be evaluated on a 3 to six month basis.
CONFIDENTIAL
I am very excited to have you be a part of the growth of Petrasonix. I like your energy and all of the gifts and talents that you bring. I want you to feel that you can grow here into whatever your passion takes you. Like you, I have a passion for Producing/Engineering and creating exceptional work! I would like to see that grow along side of you.

In last thing, I will be giving you a key when you execute accept the terms. I implicitly trust you with all of the resources of the studio and expect that you will treat the gear and vision as much yours as it is mine. Just remember if you don’t know or understand something ask, I may or may not know the answer, but you don’t have to pretend (between us) that you understand something if in fact you don’t. So just ask. Its all good ;-)

I look forward to discussing these points with you and to having an excellent working relationship.



Moses de los Santos, Owner
Producer/Engineer
Petrasonix Audio Recording & Mastering
alittlemojava@yahoo.com

[hociman]

This looks pretty good. I have a point that may seem blatantly obvious, but so many people fail to do it that it is worth mentioning.

If you have a refrigerator at the studio, stocked with water, soda, juice, etc., make sure the stock gets rotated. For example, lets say your refrigerator is laid out such that you have 6 cans of Ginger Ale in there among the rest of the beverages. If more Ginger Ale is needed in the refrigerator, don't just put it in there where there is space. Why? Well, the space is always in the front, because people reach towards the back when necessary. So, if you put your not-so-cold Ginger Ale in the front, it is both not cold and in front of the cold Ginger Ales. So when your client goes to grab a Ginger Ale, say, 30 minutes after the refrigerator was stocked, and all you did was place the not-so-cold Ginger Ales at the front, then guess what your client is going to grab?

A warm Ginger Ale!

How do you avoid this? By removing the remaining cold Ginger Ales and putting the warm ones at the back. This is called rotation, and your clients will love you for it.

The above is a bit of a rant, but it would either be a good test for your intern (see if he does it without asking) or something worth mentioning on day one.

[mojava]

Thanks, sometimes its the obvious stuff that gets missed!

Cheers,

Mojava

[PT User]

Moses,
I like it alot, very down to earth (personal) and straight forward and this is coming from a guy who has gone to school and recently graduated but at this point does not have the time or the funds to intern somewhere for free. (House, bills, kids) you get the point.

If I ever do get a chance to work at a bigger studio this is the kind of thing that would attract me. Nice to have whats expected of you on paper. As I mentioned before its personal and not uptight more on the light side of things.

The hardest thing for an intern I see, is knowing when to add your .02cents and when not too. We are eager to learn and express what we think we know. Sometimes we just need to learn to chill and hold off on the questions and ideas.

Peace
Eddie

[Anonymatt]

Originally Posted by hociman

This looks pretty good. I have a point that may seem blatantly obvious, but so many people fail to do it that it is worth mentioning.

If you have a refrigerator at the studio, stocked with water, soda, juice, etc., make sure the stock gets rotated. For example, lets say your refrigerator is laid out such that you have 6 cans of Ginger Ale in there among the rest of the beverages. If more Ginger Ale is needed in the refrigerator, don't just put it in there where there is space. Why? Well, the space is always in the front, because people reach towards the back when necessary. So, if you put your not-so-cold Ginger Ale in the front, it is both not cold and in front of the cold Ginger Ales. So when your client goes to grab a Ginger Ale, say, 30 minutes after the refrigerator was stocked, and all you did was place the not-so-cold Ginger Ales at the front, then guess what your client is going to grab?

A warm Ginger Ale!

How do you avoid this? By removing the remaining cold Ginger Ales and putting the warm ones at the back. This is called rotation, and your clients will love you for it.

The above is a bit of a rant, but it would either be a good test for your intern (see if he does it without asking) or something worth mentioning on day one.

You know, in the drink case/refridgerator-stocking industry, we call this FIFO. "First In, First Out". It's remarkable, and it works. Just keep chanting "FIFO, FIFO, FIFO!" and the kids will get it. Promise.

[hociman]

Originally Posted by PT User

The hardest thing for an intern I see, is knowing when to add your .02cents and when not too. We are eager to learn and express what we think we know. Sometimes we just need to learn to chill and hold off on the questions and ideas.

I interned with a gent on this board named chap years ago. One of the things he did was tell me in advance of the session if it was cool to ask questions during the session. If it wasn't, the job was to speak when spoken to. Sometimes the dynamic within the session changes, and the intern needs to change the approach without being told. If you can't sense that change though, IMO, you would need more seasoning. This might be a good approach to take, as you would make it explicit up front for each session what is expected.

[mojava]

I like that approach...sort of a general rule with case by case heads up!

Thanks, I will incorporate that one!

Mojava

[Ol' Betsey]

I like that... It shows you give a shit and want this to be a good positive experience for the both of you.

FWIW I interned at Electric Lady for 6 months in late 80's and the unwritten rules were as follows:

1. Sit quietly
2. Stay outta the way
3. Buy the pizza's
4. Learn



R.

[mojava]

I do want the guy to know that I care, however, I will need to also strive for a balance between teaching/giving and also being his boss. which I will be.

Cheers,

Mojava

[T_R_S]

All the last two interns have done for me is show up learn enough to be dangerous then I never see them again.

[mojava]

TRS did you have similar rules/guidelines and expectations set? I am curious why it did not work out...

Mojava

[PT User]

Originally Posted by T_R_S

All the last two interns have done for me is show up learn enough to be dangerous then I never see them again.

How long should a intern be obligated? I guess (looking at my personality and self) being from a blue collar family (Detroit), when someone gives you a break, I would feel obligated for life. Not saying I have to stay there and be strapped down as only an assistant but If the guy who gave me my break needs anything you can bet my ass will be there.

I still visit the school that I graduated (small community college) and offer my instructor any assistance I can provide. All he has to do is call and I will be there. Its the little things of appreciation that matter most, even though I paid for the experience and knowledge the school gave me. For me it was more then just school, my instructor and I have built a working relationship. He is a member of the group Midnight Star which had hits in the RnB dept such as "No parking on the dance floor" and "victory" along with others.
******//midnightstarband.com/media/

So to hear that interns just up and leave and you never hear from them again, pisses me off because Im not in a position to get the chance they have been given. I learn now on my own, books and from forums. The only hands on experience I get now is what clientel I get in my project studio or sessions at the school. No mentor just me doing the best I can.


Stay loyal to those who feed you!!!


Peace
Eddie

[yeloocproducer]

You are asking for big trouble if you encourage your interns to schmooze with the clients. I've seen everything from, "hey, wanna come over and check out my home studio?" to "Great take man! (thumbs up sign)" to "if you want to break into producing more, my mom knows Steve Jones who has a radio show in LA", to "hey are you going to eat that?" to "I think you should work on that track some more, it's got potential!"... and these were after telling them to never say anything, get out of the way, and keep opinions to themselves. So be careful!!!

[JonCraig]

at one of my internships, the guy i was working for told me to bring in a small notebook, and write down observations, answers to questions, etc. i still refer back to it when thinking of a certain sound ("what mics did he use on that guitar" etc.). as a side note, it also gave me a place to write "to do's", like, "remind bil to buy stamps" or whatever.

i agree with the others that, until your intern gets "well seasoned", you should gently tell him/her whether or not he should ask questions during the session. soon enough it will become second-nature to him to be able to tell when to keep his mouth shut.

having at least an informal talk, if not something more concrete, about the duration of his internship is a good idea. both my internships were school-based, so it was understood that each would last a semester. if this situation is different, set guidelines. what will you say if, in 3 months, he gets a gig in another city? will you be understanding and wish him luck? will you feel a bit ripped-off for investing so much time in him only to have him fly the coop? set time-frames for these types of situations, and don't be afraid to *mutually* alter them in the future as necessary.

one side note... at both internships i completed, the general rule from the engineer was, "you eat when i eat". i was very fortunate that i had several (and i do mean *several*) lunches & dinners provided to me. it doesn't sound like much, but i was a starving student, and not having to buy a few meals a week was a big help. do whatever works for your situation, but that's food for thought (HA!! get it?!? i made a funny!)

sorry for babbling so long.

--jon

[mojava]

Originally Posted by yeloocproducer

You are asking for big trouble if you encourage your interns to schmooze with the clients. I've seen everything from, "hey, wanna come over and check out my home studio?" to "Great take man! (thumbs up sign)" to "if you want to break into producing more, my mom knows Steve Jones who has a radio show in LA", to "hey are you going to eat that?" to "I think you should work on that track some more, it's got potential!"... and these were after telling them to never say anything, get out of the way, and keep opinions to themselves. So be careful!!!

MAN, you guys are really helping me to think through the possible outcomes of certain conditions/guidelines/rules....This is very valuable ...keep it coming!!

Mojava

[mojava]

Originally Posted by JonCraig

at one of my internships, the guy i was working for told me to bring in a small notebook, and write down observations, answers to questions, etc. i still refer back to it when thinking of a certain sound ("what mics did he use on that guitar" etc.). as a side note, it also gave me a place to write "to do's", like, "remind bil to buy stamps" or whatever.

i agree with the others that, until your intern gets "well seasoned", you should gently tell him/her whether or not he should ask questions during the session. soon enough it will become second-nature to him to be able to tell when to keep his mouth shut.

having at least an informal talk, if not something more concrete, about the duration of his internship is a good idea. both my internships were school-based, so it was understood that each would last a semester. if this situation is different, set guidelines. what will you say if, in 3 months, he gets a gig in another city? will you be understanding and wish him luck? will you feel a bit ripped-off for investing so much time in him only to have him fly the coop? set time-frames for these types of situations, and don't be afraid to *mutually* alter them in the future as necessary.

one side note... at both internships i completed, the general rule from the engineer was, "you eat when i eat". i was very fortunate that i had several (and i do mean *several*) lunches & dinners provided to me. it doesn't sound like much, but i was a starving student, and not having to buy a few meals a week was a big help. do whatever works for your situation, but that's food for thought (HA!! get it?!? i made a funny!)

sorry for babbling so long.

--jon

Just the kind of thought process that I hoped would come from this thread...."He eats when I eat seems subtle but it just the level of commitment required!!"

THanks guys,

Mojava

[mojava]

My good friend Chuck Gray who has been around the block (Hollywood that is) sent me the following email: I would like to share it with you all because it helped to think of the internship in terms of Phases.....read on.

Here is the quote from Chuck's email.

Based on our conversation, it seems that your intern has an agenda regarding engineering and producing. In and of itself that is fine, but what you want to know is: how does that agenda motivate him to provide you with what Petrasonics needs from him.

You have made your statements: the studio, your recordings / your production. Suggestions from him should come in the form of " May I make a suggestion, sir?" Your options are sure, no, not now, later... nothing should ever come from his mouth that would in any way undermine the clients confidence in you. Does he have any understanding of what you need from him?


I would break down the intern-to-engineer "path" into phases:

Phase 1. As an Intern-assistant
The recording studio business is a Service business, learning how to serve the clients precludes everything else. Make a "Handbook for Assistants at PetraSonics" better yet - first thing ask him to make the handbook. It could reveal a lot about him. The handbook, when fully developed, will provide the administrative framework that you are trying to define.

100% supervised / Attends to the clients needs - go-fer / does all studio chores to your satisfaction / assists in all session functions the more he puts into it the quicker he will be on his own / Have him do set-ups - start with having him do some of the micing then onto the pro tools setup / and so on.. / At some point you should be able to email him a setup list and have it all ready when you walk in. At this time give him his own alarm code so that you can keep track of his comings and goings. I'm not inferring that you won't need to make a lot of corrections to his set-ups; but overtime as he gets better, your confidence in him will grow and you will move on to the next stage.

Phase 2. As a Second
Has mastered the Intern - assistant position / reaches a point where he is able to anticipate your needs / capable of assisting other engineers without your direct supervision / Somewhere, between 2 and 3 you will need to pay him / start looking for a new intern.


Phase 3. Engineer.
Able to make viable recordings without supervision / bring in work that the studio would not get otherwise / you could take the role of second on his first few outings / Now you will need to make your best effort to hang onto him / When he leaves, make sure he knows that the door is always open for him. He will become a source of projects.

[Jules]

Basic intern contract:

Take the investment I have made in you and use it to enhance my business.

[mojava]

Originally Posted by Jules

Take the investment I have made in you and use it to enhance my business.

Bottom line, it is an investment and it is a business that we are all trying to run.

Agree with you Jules....agree!

Happy New Year to You By The way....andwill you be at NAMM if so I would like to meet you!

Best Regards,

Mojava

[Imagearho]

Four years ago when I moved out to LA I got my first intern job at a small start up company at an in-home studio. I was hired on to compose music for videogames and independent movie trailers, but to also do the odd jobs that the rest of the staff didn't want to do. Everything was going great for the first two months... I wrote a whole bunch of music (which I was told that I would get paid for) and was just happy to have a gig. However after a while I started getting the task of having to watch his kid on a regular basis (not what I signed up for). When I asked about this he told me to do what I was told and that was that. Soon after this I was just doing the odd jobs and none of the actual music writing. Then one day I was just let go and the fukcer stole all my music. I have to say that I am a very nice guy and would never wish any harm on anyone but if I ever see that P.O.S. again I will stick my foot right up his ass!

Just a reminder too all who hire on an intern with bad intentions..KARMA!! Unfortunatley this is why most interns grab some knowladge and bail. How would you all like to work for free for who knows how long only to either be screwed or let go! Just treat them right and they will recipricate.

[Jules]

Originally Posted by mojava

Bottom line, it is an investment and it is a business that we are all trying to run.

Agree with you Jules....agree!

Happy New Year to You By The way....andwill you be at NAMM if so I would like to meet you!

Best Regards,

Mojava

Happy New Year! No not at Namm this year... AES though Paris and SF

[AlphaDingo]

I would add the following things: A list of things that will result in immediate dismissal, The food chain; intern on bottom jules on top. Wait...that didn't come out right...sexual harrasment policy, expected time frame for a competent intern to rise to a paid position, someone else mentioned it but I want to add again; the proper procedure for asking a question or pointing out something that may be wrong like wrong track armed etc. Clarity is paramount. Eschew obfuscation.

[Bravin Neff]

One detail that continuously causes trouble between an employer and an employee is a vague or understated job description. I think if you re read your "job description" heading you will see it doesn't actually contain one.

[mojava]

Originally Posted by Bravin Neff

One detail that continuously causes trouble between an employer and an employee is a vague or understated job description. I think if you re read your "job description" heading you will see it doesn't actually contain one.

I agree with your assessment it needs a lot of work still.

Thanks, I am working on it!

mojava