The probation period is a critical time for both the new employee and the organisation. It provides an opportunity to assess whether the individual is a good fit for the role and company, while giving the new starter time to determine if the role and company meets their expectations. As a line manager, effectively managing this period is essential to ensure a smooth onboarding experience and to make an informed decision about the employee’s future with the organisation. With the upcoming legislative changes that are coming in 2026/2027, robust probation management is becoming ever more important.
1. Prepare Before the Employee Starts
Clear objectives: Consider the goals and expectations for the probation period, linked to performance, behaviour, and cultural fit.
Training and support: Ensure a structured onboarding plan is in place, including induction sessions, training, and introductions to key team members and other stakeholders.
Effective welcome: Ensure you are prepared for their first day. All IT and communications equipment should be readily available.
2. Set Expectations Early
First day meeting: Hold an initial meeting to welcome the employee, discuss the role, the culture and review the probation expectations, and outline how performance will be monitored and reviewed.
Provide clarity: Ensure they understand their job responsibilities, performance standards, and organisational values. Set clear, achievable objectives for the probation period. As well as providing clarity, this is highly motivating for a new starter.
3. Maintain Regular Communication
Weekly or fortnightly check-ins: These informal meetings provide opportunities to give and receive feedback, offer support, and address any issues on either side early. Always nip any concerns or training needs in the bud at the earliest opportunity. This creates a clear picture of expectations for your new starter and sets them up well for success. Always record notes of these conversations, preferably in the Performance section of Breathe.
Monthly or mid-point formal review: Either monthly or around six weeks in, conduct a more formal review to evaluate progress, highlight strengths, and agree on areas for improvement if needed. Address any behavioural concerns and document the conversation. Record this in Breathe.
4. Keep Records
Document all meetings, feedback, and performance concerns. This creates a clear record to support any decisions made at the end of the probation period.
Use probation review templates or forms, if your organisation provides them, to ensure consistency.
5. Final Review Meeting
Timing: Hold this meeting shortly before the end of the probation period.
Assessment: Review performance against the agreed objectives. Consider attendance, timekeeping, attitude, learning curve, and integration into the team.
Outcome: Confirm whether the employee has:
Passed probation,
Had their probation extended (typically by up to three months), or
Not met the required standards and will not be confirmed in post.
An extension or a failure should never come as a surprise, as you will have already discussed and documented concerns during the process.
Extension should be considered if improvements in performance or conduct are being made and you are confident that providing the extended time period will enable them to achieve the required standard successfully. You can also extend if training has been delayed, if a key deliverable/objective has been delayed outside of the new starter’s control or if absence or ill health has affected the new starter’s ability to perform/attend or if your absence has meant that you have not been able to sufficiently observe the new starter's work.
6. Communicate the Outcome
Confirm the outcome of the probation in writing.
If the employee passes, confirm their employment is now permanent and outline any next steps in development. Reset longer term objectives.
If the probation is extended or unsuccessful, provide clear reasons and ensure decisions are non-discriminatory, lawful, and in line with organisational policy. Document these reasons in the outcome letter.
If probation is being extended, document the reasons, what support you will be providing to help them successfully pass probation after the extended period, and provide clear expectations so they know what they need to achieve in order to successfully pass next after the extension.
Continue to provide regular performance reviews during any extension period and a final probation review at the end. You can cut the extension short and pass or fail the probation if you have sufficient information to make a confident decision. As before, your decision must be documented in writing.
7. Provide Ongoing Support
Even after probation, continue to support the employee’s development. Passing probation is only the start of their journey in the organisation.
Key Takeaways for line managers:
Be proactive, consistent, thorough and fair throughout the probation period
Address concerns early – do not wait until the final review
Ensure decisions are evidence-based and clearly documented
Communicate openly and supportively to help the employee succeed
