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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: 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 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 : Evidence of a process of appraisal and consultation. An opportunity for the employee to state his case. 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 Final Probationary Review Meeting Second meeting : 10 th week PURPOSE OF PROBATIONARY REVIEWS 1. To give new employees: 2. To give managers an opportunity: 3. 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: work performance conduct interaction with fellow employees CONSOLIDATED EMPLOYERS ORGANISATION PROBATION – GUIDELINES DURING AN EMPLOYEE’S PROBATIONARY PERIOD "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 Be positive and give praise where due Describe shortcomings and details the standards expected Jointly agree on an action plan to address shortcomings Offer training, coaching, assistance where necessary 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