This post was written by Alison Green and published on Ask a Manager.
A reader writes:
I work at a company with the general rule that any work you don’t want to do can be delegated to an intern. (Our interns are all paid and students.) Interns often find themselves assigned random menial tasks, like reformatting a PDF for a manager who can’t be bothered. On the reverse end of the spectrum, interns will sometimes be assigned projects that far exceed their pay grade — e.g., before I came on as head of learning and development, they tried to have an intern write a new-hire training program for every department in our entire business. Essentially, if the necessary knowledge or inclination to perform a task doesn’t already exist within the business, everyone figures an intern can research the area and come up with something.
The interns are hired for a specific role (like sales intern or marketing intern) and we don’t hire “general” interns, but this distinction isn’t always observed. A transportation manager might have a sales intern fix the font on a non-sales document, for example. As you can imagine, the interns object to being given random tasks they weren’t hired to do. They also find themselves overwhelmed with some of the larger projects that a full-time employee would normally be accountable for.
I manage a few of these interns. If they come to me and complain about the ineffectiveness of this arrangement, I sympathize and do my best to improve the situation. For example, if they’re asked to do something wildly beyond their abilities, I’ll reason with whoever assigned them something and get it reassigned. If they say “people should really learn how to format their own PDFs,” I’ll chuckle and say, “Don’t I know it!”
The problem is, by taking their side on the larger issues I think I’ve been giving these folks the idea that because something is a stupid idea, they shouldn’t have to do it. I’ve run into the issue of an intern asking me to refuse menial tasks on their behalf — even ones that could ostensibly fall under their umbrella. I agree with their general complaints — the way work is arranged here is sooooo stupid. And, if I had it my way, it wouldn’t be arranged like that and everyone would put on their Big Boy pants and learn how to format a PDF. But it’s extremely unlikely I will ever have things my way, and I thought that was clear to the folks who are interning. Lately, I’ve been saying, “I understand that’s frustrating, but you still have to do it.”
Still, I’ll hear them talk amongst themselves sometimes (or even to me, on occasion) and they’ll be up-at-arms about something that was a Stupid Idea. Some of these ideas are REALLY stupid, mind you, but there are stupid people in charge of lots of places and folks still have to do the work assigned to them.
So, my question is this: where is the line of refusal for an intern? How do I advise them? In truth, it’s not fair to treat every intern like your personal secretary. And it’s certainly not fair to make them accountable for large business-critical tasks (like running a whole L&D initiative!). Even so, refusing to reformat a PDF is a bad look and doesn’t address the actual issue.
Are you involved in the intern hiring at all? Because the best thing you could do here is to make it really clear what they’ll be signing on for before they accept the job. If they’re clearly told in the interview process what the internship is like — and that they’ll be doing a lot of support tasks like formatting PDFs and so forth — then it will be a lot easier to respond to their complaints after they start.
If they’re not being told that up-front, that’s a huge problem. People generally assume “internships” will have a fairly significant learning component. That doesn’t preclude being assigned support tasks; in fact, a very common intern set-up is that in exchange for doing support tasks, they will get exposed to a bunch of aspects of their desired field that they wouldn’t otherwise get, such as getting to sit in on client meetings, seeing how decisions are made, etc. But you do need to be thoughtful about what’s included in the “in exchange you’ll get X” portion of the trade — if they’re just doing everyone’s support tasks and not getting anything out of it for themselves, then framing it as an “internship” might be the issue … and you might be better off hiring real admin support, not interns.
To be clear, this would be a much bigger problem if you weren’t paying them (because then you’d be required to meet federal rules for unpaid interns, which require that the internship be for the benefit of the intern, not the employer, with an exception for nonprofits). You’re paying them so you don’t have those same obligations, but it’s still worth considering if framing these jobs as internships is contributing to the problem.
Of course, you might not have control over any of that. You might not even be involved in their hiring (although if not, hopefully there’s at least room for you to give this input to whoever is).
If that’s the case, the best thing you can do is to lay out for your interns really early on what to expect — for example, that the office relies on interns for help with tasks like X and Y, but they’ll also be given opportunities for ___ (insert whatever is true here, even it’s just that they’re getting the opportunity to learn how to navigate an office; spelling that out can help).
You should also pay attention to how you’re talking about these issues with your interns. If you’re literally calling tasks “stupid,” that’s probably contributing to the problem. It might be honest, but interns who are brand new to the work world don’t have a nuanced frame of reference yet — and it would be very easy for an intern to hear their manager talking that way about work and leap to thinking they can talk that way about all work or otherwise miss the nuance that you’re experienced enough to understand but they aren’t. I’d also be concerned that their inexperience means they’re missing the politics of it all — for example, if you can overhear them complaining about their work, other people probably can too, and they could be messing up their reputations with people who could have influence over their next professional steps (and thus missing out on a big benefit of interning in the first place).
That said, I do think there’s a lot of value in sharing an honest assessment — it can be hugely educational for early-career people to hear, “Yes, this set-up isn’t ideal, the problems you’re seeing are real ones, but this is the system we have, and it’s unlikely to change this year because of A and B, and pushing back on this sort of thing takes capital that you develop by doing things like C and D.” (Explain what capital is too, because they probably don’t fully understand it yet.) But the key is to make it genuinely instructive, like with that framing, rather than just “yeah, this sucks.” It sounds like you might be doing more of the latter without enough of the former.
None of that answers your question about where the line of refusal is for a paid intern, and that’s because I think the issues above are bigger ones — and if you iron those out, that could fix the whole thing. But for the sake of answering what you actually asked, I wouldn’t normally expect a paid intern to be refusing tasks at all, unless something is unsafe or unethical. (An unpaid intern has a lot more room to raise concerns, both because of the legal requirements and because they’re volunteering their time.) Certainly if they’re assigned something that’s obviously beyond their abilities (running a whole L&D initiative — what?!), that’s different. But if they just don’t want to do menial work … well, that’s part of the job (just as it’s part of many internships) and ideally they should hear that’s part of the job before they accept it.
If you or they realize that the job isn’t what they thought they were signing up for, either of you can (and should) initiate a conversation about that to figure out what to do … but usually that would be about figuring out if it makes sense to stay in the job, not about reconfiguring the role into something your organization doesn’t actually offer.

