The essentials on probation at work

This section provides a snapshot of what probation at work is. It also gives guidance on how long a probationary period at work should be and insight on employees’ contractual rights.

What is probationary period at work?

Most employment contracts include a probation period. This preliminary period is for employers to understand if the candidate is the right fit for the role. Similarly, new employees can gauge the role to ascertain if it is right for them. Probation periods are common in many organisations but not required. Employers may choose to use them to better understand whether a new hire is the right fit. During this period, they can assess the performance of the new recruit, their drive, and if they are a good fit for the organisation in general. Organisations usually follow their internal policies and current official guidance when managing this period. 

What are the employer’s and employee’s contractual rights during probationary periods?

During probation, employees remain covered by applicable statutory protections. Refer to your organisation’s policy and current official guidance for specifics. However, employers can provide different contractual rights during that time. 

Notice-period expectations are usually set out in the employment contract and shaped by internal policy and current guidance. If any adjustment is being considered, organisations often refer to their internal policies and current official guidance before documenting changes. If adjustments are being considered, organisations generally refer to internal policy and current official guidance when documenting changes. 

How long should probation periods at work be?

The probation period duration will vary depending on a set of factors, including the length of the employment contract, the complexity of the job and the seniority level required for the role. The prior experience of the recruited employee also has a role to play in the length of the probation period. Human resources teams often set the timeframe, which can vary from 1 month to 6 months and can sometimes be extended. Typically, 3 months is the chosen timeframe.

When determining the length of a probation period, organisations often consider factors such as role complexity, experience and training needs. Training might be required for a new employee to work efficiently. Employers sometimes choose to offer regular feedback throughout the probationary period. 

Tips on managing probation periods at work

Probation periods should be managed by employers and leaders in a structured way. For example, employers should be prepared to manage an employee on probation and should make their expectations clear. The below section provides some tips on how to manage the probation period in the most effective way.

Have planned, regular one-to-one sessions with employees on probation

Many organisations schedule regular one-to-one sessions. For new recruits, it is essential that meetings are regular and scheduled in advance. Managers may choose to discuss any concerns and offer feedback on areas for development. The employee should also be given the time and opportunity to ask questions.

The final meeting before the probation period ends should take place a day before the end of the probation. At that point, the manager should notify the employee and let them know if they have been successful.

One-to-one meetings during the probation period should feel natural. After all, the candidate was recruited for the job and should fit the profile the employee is looking for. Two-way communication should be preferred throughout.

Identify any challenges or issues and discuss them

Any issues or challenges should be discussed in one-to-one meetings by both parties involved. If the manager feels that the new team member is not performing, they should raise this with them openly and provide feedback and guidance on what they should improve and how. Conversely, if the employee encounters challenges in their role, they should raise them with their supervisor and discuss solutions.

Have clear expectations

It is a common mistake for leaders not to be clear about their expectations. Indeed, there is a fine balance between being prescriptive or micro-managing and giving freedom to employees as to how they carry out their tasks. Organisations often set expectations early in the probation period. When doing so, leaders should be mindful to not overload the employee with workload and responsibilities. The process should be gradual so as not to be off-putting. 

Ensure good communication

Communication is critical between managers and their teams. Employees should not be scared to ask for help from their supervisors or colleagues. When starting a new role, there is often a lot to learn. Managers may choose to offer regular check-ins and other communication channels to support new employees as they settle in. Making this clear to the new employee is essential to ensure that they feel comfortable asking for help or feedback.

Keep records of performance using HR tools

Human resources tools are built to provide guidance to leaders and employees on how to rate performance. HR tools can help structure performance discussions and provide a record for internal processes. It ensures employers ask themselves the right questions, and that employees provide feedback on their perceptions of their own performance. An additional advantage of these tools is that they keep everything on record. As such, they can serve as evidence if and when necessary.

For more on evaluation, check our articles:

• Employee Evaluation Form
• Employee Performance Review Sample: An Evaluation Sample
• How to Conduct an Employee Evaluation

FAQ on probation periods for leaders

Businesses and managers often have questions when it comes to probation. We answer those below to guide you when managing probationary periods at work.

What should employers do during the probation period?

Managers of employees on probation should ensure they follow a structured programme with the objective of assessing the employee in their new role. Part of this structure should be regular one-to-one meetings with the employee. The content of these meetings should be planned in advance and communicated to the employee, and it should aim at measuring the employees’ performance. When the probation period comes to an end, the managers should schedule a meeting to review the performance of the employee and identify if there are any gaps that would indicate training the employee might benefit from.

Can the probationary period at work be extended?

Some organisations may extend a probation period based on their internal processes, such as when more time is needed to evaluate performance. However, it is critical that managers are clear on their expectations, and that they communicate the extension of the probation period in writing ahead of the date it was scheduled to end. Reasons for extensions include the need for additional training, absence due to sickness, or unexpected absence during the initial period.

What happens when employees transfer to another role internally or get promoted?

The business may decide to implement a probation period for employees moving to a different role internally. Companies might decide to do this when an employee is moving to a role that requires additional or new responsibilities. However, this scenario is rare. Typically, when an employee moves to a different role internally, they will have proven themselves as engaged and performing employees. 

What are the rules when dismissing an employee during or at the end of the probation period?

If performance concerns arise during probation, follow your organisation’s documented process for reaching and communicating an outcome, consistent with current official guidance. Teams sometimes refer to current official guidance on discrimination protections that may apply. Organisations often follow their documented process and refer to official guidance when assessing concerns. 

How should managers confirm the outcome of probation?

If the employee is not successful, they should be informed in writing before the end of their probation period and be told the next steps of the dismissal process.

For more on dismissal check our article with Examples of constructive dismissal and how to avoid it.

The probation period should be seen as an opportunity for both employees and employers. Although this is a time for the new recruit to prove themselves, it is also an opportunity for them to assess if they made the right choice in joining the organisation. Businesses should keep this in mind and find the right balance between assessing new employees during this period and making the experience pleasant for their new team member.