Download probation * guidelines during an employee*s probationary period

PROBATION – GUIDELINES DURING AN EMPLOYEE’S
PROBATIONARY PERIOD
PROBATION
GUIDELINES DURING AN EMPLOYEE'S PROBATIONARY PERIOD
Probation provides an opportunity for the parties to an employment relationship to assess whether there is a "fit"
between the needs of the organisation to permanently employ a suitable individual and the needs of the employee to
work in an acceptable manner.
The question that is answered is:
"Is this employment relationship viable in the long term?"
Recruitment is an inexact science. Despite good intentions and a thorough selection process, an employee and a
specific job may not match or be compatible.
A probationary period is not only to assess whether an employee has the technical skill or ability to do a job. Its
scope is much broader and serves to assess whether an employee is suitable for the position and / or the organisation.
A Probationary Period provides an opportunity, early in the employment relationship to tell an employee - "This is
how we believe you are doing - good and bad"
BASIC PRINCIPLES OF PROBATION
1.
A probationary period therefore assesses whether an employee:
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Has the competency required to do the job
Is able to work with existing employees and/or customers
Behaves in an appropriate manner
Is diligent
"Fits" in
2.
It gives guidance to the employee through the detailed feedback of relevant information.
3.
The requirements for probation are clearly spelt out in Section 8 of Schedule 8 of the Labour Relations
Act:
"A newly hired employee may be placed on probation for a period that is reasonable given the
circumstances of the job. The period should be determined by the nature of the job, and the time it takes
to determine the employee's suitability for continued employment.
When appropriate, an employer should give an employee whatever evaluation, instruction, training,
guidance or counselling the employee requires to render satisfactory service.
Dismissal during the probationary period should be preceded by an opportunity for the employee to state a
case in response and to be assisted by a trade union representative (shop steward) or fellow employee".
PRIOR TO THE CONCLUSION OF AN EMPLOYMENT CONTRACT
The employee must be informed of:
CONSOLIDATED EMPLOYERS ORGANISATION
PROBATION – GUIDELINES DURING AN EMPLOYEE’S
PROBATIONARY PERIOD
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The probationary period
It's duration (must be reasonable in relation to the job)
The nature of the job
Expected standards of performance
IF THE PROBATIONARY EMPLOYEE IS DISMISSED
There must be :
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Evidence of a process of appraisal and consultation.
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An opportunity for the employee to state his case.
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An opportunity to be assisted by a trade union representative (shop steward) or fellow employee
Employees may during a probationary period, be dismissed for less serious misconduct thatn permanent employees
as it may be argued that the employee is not suitable for permanent employment.
Employees may also be dismissed if they do not have the required ability to carry out their job functions according
to the group's standards or if they do not "fit" in with the organisation's culture or working environment.
TIMING OF PROBATIONARY REVIEWS
It is recommended that probationary review meetings should be held at least twice during an employee's
probationary period.
Suggested timing would be :
Probationary Review Meeting
First meeting : 4 - 6 weeks
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Final Probationary Review Meeting
Second meeting : 10 th week
PURPOSE OF PROBATIONARY REVIEWS
1.
To give new employees:
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To give managers an opportunity:
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An opportunity to voice any problems or dissatisfaction with their job or work
environment or to ask any questions.
To praise employees for work well done, so as to improve employee motivation.
To formally feedback to new employees any problems that they may be experiencing in regard to the
employee's:
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work performance
conduct
interaction with fellow employees
CONSOLIDATED EMPLOYERS ORGANISATION
PROBATION – GUIDELINES DURING AN EMPLOYEE’S
PROBATIONARY PERIOD
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"fit" into the work environment
4.
To provide new employees with assistance in the form of training, coaching, information etc, to allow them
to fully master the requirements of their new job.
5.
To timeously terminate the employment of employees who do not meet the required standards for their job.
STEPS TO BE FOLLOWED AT A PROBATIONARY MEETING
1.
Privately explain the purpose of the meeting
"The purpose of this probationary review is to give you feedback on how well we believe you are
assimilating into your job / work environment and to give you an opportunity to discuss any work related
issues that you may wish to bring to our attention. We will consider your work performance as well as
your behaviour or conduct during the probationary period".
2.
3.
Go through probationary review form with employee
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Be positive and give praise where due
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Describe shortcomings and details the standards expected
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Jointly agree on an action plan to address shortcomings
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Offer training, coaching, assistance where necessary
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Determine date of final probationary review
Express confidence in the employee
Express confidence in the employee's ability to successfully complete the probationary period (if
appropriate).
4.
Set Follow Up Date
(If a final meeting is still to be held)
5.
Probationary letters
Write out probationary review letter confirming the details of your discussion.
(see pro-forma attached)
CONSOLIDATED EMPLOYERS ORGANISATION
PROBATION – GUIDELINES DURING AN EMPLOYEE’S
PROBATIONARY PERIOD
CONSOLIDATED EMPLOYERS ORGANISATION