Probation Period

Probation policy

There is no law determining the length of a probationary period. However, there is an expectation that the employer will be reasonable. It is typical for a probationary period to last no longer than six months, and three months where an employee is moving to a new post internally.

Good induction programs can increase productivity and reduce short-term turnover of staff. These programs can also play a critical role under the socialisation to the organisation in terms of performance, attitudes and organisational commitment.

A Comprehensive induction programme for employees will;

  • Help new employees to understand their role and become confident and effective
  • Provide clear guidelines as to where they fit in within the Company
  • Facilitate safe and effective working within a new environment
  • Encourage commitment to the Company
  • Quickly dispel the feeling of being out of place

Here is a sample of our Induction and Probation Process

Meetings should be booked in advance and will normally only take 30 minutes. Meetings should be held at the end of week One (1), Week Three (3) and week

Day One: The Supervisor should meet with the new employee as much as possible during your first 30 days to review progress on objectives as well as allow you to ask any questions.  You should ensure that the new employee feels comfortable to approach you should they have any concerns.

Day Two:  Day two is all about navigating the workings of the individual teams and the introductions to the products and services and then their workstation. On Arrival the new Employee should be offered a hot drink and given the opportunity to spend 5-10 minutes with their new team. They will then be given the opportunity to walk around the workspace in order to gain an understanding of the services offered and the working space. The position descriptions have clear KPI’s and these should be referred back to and be signed off as the new employee adjusts to their new position

Day two is the first opportunity for the new employee to start working within the role that they have been employed. The Supervisor should ensure that all the equipment is in place prior to this afternoon so that effective training can commence straight away, this will be different for each position and may include but is not limited to:

  • Ensure that all company equipment is working properly.
  • Write e-mail signature and set e-mail preferences
  • Check access to intranet & all MS office programmes
  • Check office phone and voicemail are working effectively and record message
  • Check stationery provided is adequate

60 Day Probationary Period Review

Every workplace is different and employees work much better when they are clear on expectations. It is unreasonable to expect that a transition into a new role will go brilliantly. People are a product of their previous environment, so what may have been common practice in another environment, may not be here at the Company

The objective of monthly reviews during the 60 Day Probationary Review  period is to keep communication flowing and address any concerns, teething problems, training or accountability issues and provide clarity on priorities, early rather than leaving everything to the end of the three-month probationary period. Employees will feel more positive and focused about their contribution – this leads to a happier, more settled employee and a productive workplace. The purpose of this meeting is for the employee and the supervisor to discuss the past weeks and highlight any areas that may need to be addressed.

Typical examples are:

  • Planning – or lack of
  • Communication
  • Positive attitude
  • Work-load
  • Expectations and deliverables
  • Training
  • Retention
  • Presentation
  • Follow through
  • Attention to detail
  • Adherence to Deadline

The employee will have an opportunity to communicate how they feel they are performing within the guidelines given for the role.  We will discuss what areas are enjoyed, what areas if any, are proving difficult, expectations and accountability.  This is also an opportune time for the employee to articulate whether the role is as depicted during the interview process. The Supervisor will then give feedback on how the employee is performing to our expectations and document Action Plans if required.

  • Book a time and advise the Employee of the meeting and the purpose. Allow approximately 30-45 minutes.
  • Clarify their perception on the accuracy of the depiction of the role, during the interview process. “Is the role as we depicted?”
  • Invite candidate to talk about their role covering the above, talk about issues they may have and any improvements that they have made. (Document issues or concerns raised and come back to them at the close.
  • The Manager gives feedback on performance. (Highlight any relevant issues with examples if possible)
  • Discuss issues raised (Document specific action or outcome)
  • Discuss appropriate training, retraining, refocus and appropriate time lines. The Employee will receive a copy of documented Action Plan.
  • It is important to include expected milestones against each responsibility in the Job Description for the probation period.
  • Advise an appropriate date to revisit the above and review the second month. End positively
  • Document Action Plan and ensure Employee receives a copy within two working days of the meeting.

60-day Objectives and beyond

After the employee has been at the company for 60 days (or 2 months) a meeting will be held with the Supervisor and the employee to discuss the performance so far and agree on the objectives that will take them up to the end of the probation period.

It is essential that you add any new objectives that are developmental or work related to your original 60-day plan, this allows you to manage your time and ensure that work overload does not occur. You should also remove any completed objectives and store these as a review of progress for the 90-day probationary review meeting.

6 Month Probationary Period Review –

The purpose of this meeting is for the employee and the Manager to discuss the past three months and highlight any areas that may need to be addressed as we move forward to ongoing employment.

Typical examples are:

  • Planning – or lack of
  • Communication
  • Work-load
  • Expectations and deliverables
  • Training
  • Retention
  • Presentation
  • Follow through
  • Attention to detail
  • Adherence to deadlines

The team member will have an opportunity to communicate how they feel they are performing within the guidelines given for the role. We will discuss what areas are enjoyed, what areas if any, are proving difficult, expectations and accountability.

Within the initial three months, the basics of the role should be under control; a good grasp of the broad business offering, strong ownership of the role, competence across the business administration and relationships developed with key clients and stakeholders.

  • Recap on outcome of previous Reviews, Invite employee to talk about the past three months in total, talk about issues and improvements that they have made. (Document issues or concerns raised and come back to them at the close.)
  • The Manager gives feedback on performance over the past six months. (Highlight any relevant issues with examples if possible here)
  • Discuss issues raised
  • Set expectations for the next 3 or 6 months which will be reviewed at the next performance review.
  • Discuss appropriate training, retraining, refocus and appropriate time lines.  The Team member will receive a copy of documented Action Plan.
  • End positively.

 


FREE LETTER TEMPLATES

Probation Pass Letter

PRIVATE AND CONFIDENTIAL

/      /20

Dear <Employee’s Name>

Your employment with XXXXX was subject to a probationary period of 6 months

We are pleased to confirm that you have successfully completed the probationary period of your employment with XXXXX

Your employment record will be updated to reflect that you have satisfactorily completed the probationary period.

Thank you for the effort you have applied to your new position to date. We hope to have a continuing successful and enjoyable working relationship with you.

Yours faithfully

<Name>,

<Position>

<Signature>

 

Probation Termination Letter

PRIVATE AND CONFIDENTAL

/        /20

Dear <Employee’s Name>

We refer to our meeting with you on <Meeting Date>

The purpose of this letter is to confirm the termination of your employment with XXXXX effective today.

As set out in your contract dated <DATE>, your employment was subject to an initial probationary period of six months.  During your probationary period your suitability for the role of (role title), and performance and progress in the role was assessed.

XXXXXX has therefore decided to terminate your employment during your probationary period.  The decision to terminate your employment has been made on the basis that various aspects of your performance and suitability for the role are unsatisfactory.

As a consequence of the termination of your employment, you will be paid the following amounts:

  • Pay In Lieu of Notice Amount, being 1 weeks’ pay in lieu of notice; and
  • Pay In Lieu of Leave Amount, being pay in lieu of accrued and untaken leave entitlements.

Please arrange for all company property in your possession, custody or control to be returned to me by Property (Return Date).

I take this opportunity to remind you of your continuing confidentiality obligations after the termination of your employment, as set out in your contract.

We thank you for your efforts and wish you the best for the future.

Yours faithfully,

<Name>

<Position>

<Signature>