Managing probation periods effectively is crucial for setting up new employees for success, yet it’s something business leaders often struggle with. But while confronting issues can be daunting, there are several steps you can take to increase the success of the onboarding process in a way that minimises stress for everyone! Here are six key strategies you can use:
1. Start off on a positive note
Starting a new job can be daunting, but in order to get the best out of your new hire, it’s important to make them feel welcome, engaged, and motivated from the start.
An effective induction program plays a vital role in helping them integrate into your business and become a productive, confident team member. Simple gestures, like introducing them to colleagues and giving them a tour of the office, can help them settle in and reassure them that they're in a supportive environment.
2. Set goals and be clear about your expectations
Common reasons that people fail their probationary periods include poor performance, punctuality or attendance, so it's important to clearly outline what you expect right from the start.
On their first day, provide your new starter with a copy of their job description, and discuss their responsibilities and the behaviours you expect. Ensure that the information is clear and up-to-date, and confirm they understand the role's requirements.
Help them understand the value they can deliver by explaining your organisation’s mission and vision, and how their role contributes to overall company goals. Setting short-term SMART objectives at this stage can be helpful, and it’s important to explain how you’ll evaluate performance and measure success.
Give them the opportunity to identify any skills gaps that might exist; explore these together and consider what training and support you can offer to help them meet the required standards. Be transparent about how you'll approach any issues and how often you'll review their progress. Setting clear expectations from the start increases the likelihood of their buy-in and success.
3. Schedule regular one-to-ones
Scheduling regular one-to-ones will help you track your new starter’s progress and give them the opportunity to raise any problems they’ve encountered, questions they may have, or training needs they’ve identified. These meetings should be formal, structured reviews to discuss goals, assess knowledge and skills, and set further objectives.
Keep their job description and objectives handy for reference, and make notes beforehand to guide your discussion. Using a probation review form can help record outcomes and ensure consistency across all new hires. This also provides a written record of conversations, which can be a useful reference for future meetings. Make sure to always follow up in writing after your meetings, and ask your new team member to sign off on any agreed actions. Doing so helps to ensure you can both refer back to what was discussed and agreed at a later date, and track how progress is going.
4. Provide regular feedback
In addition to structured one-on-ones, informal sessions where you can both give and receive feedback can also be useful. These meetings provide an opportunity to recognise your team member's efforts, celebrate their achievements, and highlight areas for improvement. Consider obtaining feedback from outside your own team, too, in order to gauge how your new hire is perceived and performing in the wider business.
When giving feedback, remain objective, focus on the facts, and provide specific examples of any issues you want to address. Constructive criticism is valuable, but it can be difficult for a new starter to gauge how they're doing, so clear, direct communication is essential.
5. Address issues as they arise
This is the part many managers struggle with, as difficult conversations are rarely enjoyable. But it’s essential to address any problems that arise as soon as possible, preferably face-to-face. Be clear about the changes you want to see and reinforce the fact that successful completion of the probationary period will depend on these improvements. Use positive language to keep them motivated, and always give them a chance to respond to your feedback.
Consider any valid reasons they may have for performance issues, and work together to create a plan of action. Adjust their targets if necessary and focus on supporting them to improve. Involving other team members in their training can also help them feel more integrated into the group.
Remember, probationary periods are also an opportunity for your new hire to determine if the job is right for them. Encourage open communication and let them know you’re there to support them.
6. Ending the probationary period
At the end of the probation period, if you're satisfied with your team member's performance, you can confirm their permanent appointment both in person and in writing.
If there are still concerns, consider extending their probation, but only in exceptional circumstances where you believe they can and will make the necessary improvements. Keep in mind that this can increase stress, so be clear about the expected changes and how you will support them.
If, after all efforts, you decide to let them go, use the evidence you've gathered during their probation. Delivering this news is never easy, so approach the conversation with kindness and honesty.
If you need help and advice on creating an onboarding process that works for your business, Ambition HR is here to help. If you feel like you’d benefit from an informal chat about your business needs, you can schedule a call online today.
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