HR Update: How to handle probations
Monday, January 9, 2012
While it's good to include a probationary period clause in your employment contract, you need to carry out performance reviews during that time, advises Jacqui Mann, managing director of HR4Nurseries
TWO-WAY PROCESS
It is certainly important to ask yourself if you have met regularly with the employee and given clear instructions as to what is expected of them. If the answer is no, then I would question whether you have been fair to the new employee. Without clear objectives, no one knows what is expected of them.
I recommend carrying out three formal probation reviews during the probation period: one at 30 days, another at 60 days and the final review at 90 days. At 90 days, confirm employment or dismiss.
Probation reviews are a two-way process, with the employee contributing and being asked how they feel things are progressing. Ask the employee if they need additional training or support to achieve their objectives.
Set clear realistic objectives at each review and make sure the employee understands what they are expected to achieve.
Give honest, constructive feedback to the employee on how they are progressing in the role. Don't hide anything.
Some managers find this very difficult to do. Make sure you have specific examples to demonstrate where the employee is not reaching the standard expected.
Be clear in the reviews if you are unhappy. Often I look at the 30- and 60-day reviews which state that the manager is really happy with the performance, and no issues are recorded.
When the employee reaches the 90-day review, the manager may decide they are not very good and not want to confirm their employment. This is unfair if the employee is unaware that their performance is unsatisfactory during the probationary period.
Some employment contracts allow you to extend the probation period. This can be for various reasons. Perhaps the employee needs more training on a specific area. If the employee has had time off sick, is late to arrive at work or has a bad attitude, then extending the probation period will not improve these issues.
If you intend to extend the probationary period, make sure that you have a clause in your employment contract that allows you to do this.
FIRM BUT FAIR
To make sure you are being fair to new employees, I recommend the following:
- Train managers how to carry out probationary reviews
- Have a set procedure that all managers must follow
- Have a probation form for them to complete
- Check your contracts to make sure you have probation periods included and that you can extend probation if necessary.
