Probationary Periods.

What is a Probationary Period?

A probationary period is a duration of time an employee has to demonstrate their ability to carry out a job role successfully. During this time, you will be responsible for supporting the employee in getting settled. Furthermore, you will monitor performance to determine whether or not the new employee has met job expectations at the end of their probationary period.

Who has a Probationary Period?

Every new employee at Grind has a probationary period of 3 months. During this time, we must make sure that we are onboarding and training all new starters to GRIND standard. 

 This involves:

- Processing all new starter paperwork via Harri

- Ensure a contract has been sent and signed

- Confirm they have a copy of their Handbook which has been read and understood

- Carrying out necessary checks including risk assessments, Health & Safety etc.

- Providing shifts in advance

- Introducing new employees to all of our systems: Selima, Vidleo, Revel etc.

- Providing relevant training books

- Book a Probationary Review date in your calendar

During an employee’s probationary period, you must ensure new employees receive feedback. This may be in the form of coffee chats (template provided), one-month check ins (template provided) or even everyday feedback when working on shift. Remember to maintain a constructive and positive approach when providing feedback, as it is only the beginning of their GRIND journey.

Probation Outcomes (3)

1. Pass Probation

2. Extend Probation

3. Fail Probation

Passing Probation

If an employee performs well during their probationary period and you wish to pass their probation, you will need to book in a one-to-one meeting in the week the employee is due to finish their probation (3-month Probationary Review Document available in folder). 

Give the employee 10-15 minutes at the start of the review meeting to fill out the first section of the review document (you can do this on a work laptop or via a hardcopy) and then go through the relevant sections and inform them that they have passed. 

*Remember to save the document as a PDF and upload onto the employee’s ‘My Docs’ in Harri > Employee profile > Upload > Custom Doc.

Extending Probation

If an employee has not demonstrated satisfactory performance to pass probation, however, may not have been provided enough time to do so, you may wish to extend their probationary period. The best way to do this is to conduct the following:

1. Organise a one-to-one meeting. Give them feedback as to why you have chosen to extend their probation. 

2. Inform them of the extension time (usually 2-4 weeks). 

3. Highlight what has been done well and what they need to see more of.

4. Confirm that they have everything they need to work and take notes of any important points made throughout the meeting.

5. Generate and send the ‘Probationary Period Extension’ letter via email. Make sure to re-iterate the length of extension and the reasons the decision to extend have been made 

6. Upload the notes onto ‘My Docs’ in Harri > Employee profile > Upload > Custom Doc.

Failed Probation

If you begin to notice that the employee is not meeting job expectations or is not the best fit for the team, you need to be proactive. 

Steps:

1. Promptly book in a one-to-one meeting with the employee

2. Check-In: Make sure that the employee is generally well, and that they don’t have any personal issues that may be interfering with work/job performance

2. Ask if they have all the tools and resources that they need to carry out their role

3. Provide constructive feedback- Ensure that the employee knows that they are underperforming and what areas need improvement. Take notes (upload onto Harri > My Docs)

4. Devise a list of actions points so the message is clear

If you do not see improvements towards the end of the employee’s probationary period and have held a performance-related meeting prior, you may wish to terminate employment.

 It’s always best to notify the employee over the phone before sending the ‘Failed Probation’ Letter so it doesn’t come as a shock. Remember, you will need to provide valid reasons as to why the employee has not passed their probation and reiterate this in the letter. 

The notice period for a new hourly employee within their probationary period is one week. This means notifying the employer verbally and then in writing one week prior to their final date of employment. (Please refer to Failed Probation Template).  Finally, remember to process leaver on Harri.