Probation reviews are formal checkpoints during an employee's probation period.
They're a chance to:
- check an employee's progress and performance
- discuss the employee's wellbeing and how they're feeling in their role
- give constructive feedback
- let the employee ask questions or share concerns
- talk about what the employee needs to perform well at work
Probation reviews should always involve meeting with an employee to discuss their progress. The meeting should be one-to-one.
When to have reviews
Employers should decide how many reviews to have and when to have them.
It's a good idea to have:
- regular formal reviews during the probation period
- a final review to discuss the outcome of probation
Having regular reviews can help:
- check in on progress so far
- identify if the employee needs any extra support – for example, more training
- make sure the probation outcome is not a surprise to the employee
Employees should also have regular informal check-ins throughout their probation period.
Having a review meeting
Probation review meetings are usually carried out by an employee's manager. Managers should:
- be prepared
- allow enough time
- keep records
- be honest and clear
- support employees' needs
Being prepared
Before the meeting, managers should:
- review probation expectations and what work the employee has done so far
- check if the employee has had any feedback – for example, from colleagues or customers
- gather any information on the employee's performance
Managers should share this information with the employee before the review meeting. This means the employee can prepare things they want to discuss.
Allowing enough time
Managers should allow enough time for discussion. A review should be a two-way conversation.
Even if an employee is performing well, it's important to:
- allow time for the employee to raise anything they want to
- give positive feedback
- discuss the employee's wellbeing and how they're settling in
Keeping records
Managers should:
- keep records of probation reviews
- share the records with the employee after each review meeting
Keeping records can help an employer to:
- celebrate good performance
- learn what helps new employees succeed
- review their probation processes and make improvements
- document open and transparent conversations
- have evidence to refer to if the probation period ends in dismissal
It can be difficult to remember what was discussed at a review meeting. Records can help:
- remind everyone of the conversation and any actions they agreed to take
- prevent disputes if there are any disagreements
Employers must keep records in line with UK GDPR.
Being honest and clear
Managers should:
- be honest about an employee's performance
- share relevant information with an employee – for example, data or feedback on their performance
- explain things clearly – for example, what the employee's performance data means
Being honest and clear in review meetings can help:
- motivate the employee, even if they're performing well
- decide on any support needed to improve the employee's performance
- the employee understand what they need to do before their next review
- prepare the employee for the outcome of their final review
Supporting employees' needs
During review meetings, managers should talk about how they can support the needs of the employee. This includes:
- checking in on their general wellbeing
- discussing any training or mentoring that will help them in their role
Employers must make reasonable adjustments for disabled employees. Someone does not have to share with their employer if they're disabled. But managers should help employees feel safe and comfortable to talk about disability. For example, explaining that they can make reasonable adjustments and giving examples.
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Final review meetings
The final review meeting is where the manager and employee discuss the outcome of probation.
Depending on the employer's probation process, the employee will either:
- successfully complete their probation period
- fail probation because they have not met the expectations – this likely means the employee will be dismissed
- have their probation extended
The outcome of probation should not come as a surprise to the employee. They should know what to expect based on conversations in previous meetings
Carrying out a final review meeting
How to carry out a final review meeting depends on the probation outcome.
If an employee passes probation, the final review meeting might be short. The manager and employee should:
- celebrate the employee's successes
- agree how the manager will continue to support and check in with the employee
- discuss any ongoing training needs
If the outcome is an extension, the manager and employee should discuss and agree a plan for this.
If the final review meeting is likely to result in dismissal, there are extra steps an employer should take to follow a fair procedure.
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Being accompanied to meetings
Employees have a right to request to be accompanied to meetings that could result in dismissal.
The right also applies to meetings where the employee:
- could receive a formal warning of potential dismissal or other disciplinary issues
- is appealing a dismissal or formal warning
Employers should also consider offering the right to be accompanied when:
- the meeting could result in an informal warning that goes on an employee's disciplinary record
- the employer might use the record as evidence for future disciplinary action
An employee can ask to be accompanied by one of the following:
- someone they work with
- a workplace trade union representative who's certified by their union to act as a companion
- an official employed by a trade union
The right to be accompanied might not apply for some or all of an employee's probation review meetings. But employers:
- can offer this if they want to
- must make reasonable adjustments for disabled employees – this might include allowing an employee to be accompanied to review meetings
If an employee is off sick
If an employee is off sick for their probation review, their employer should rearrange it.
An employee might have long-term absence during their probation period.
In this case, employers should consider whether:
- the absence is disability-related and reasonable adjustments might help them return to work
- a probation extension is appropriate