The Essential Guide to Probation Period Reviews: From Success to Termination

A probation period review allows companies to evaluate new hires’ capabilities before making a long-term commitment. For employees, it is a chance to understand their role and assess the company’s work environment and policies.

This structured probation review guide covers the key topics to discuss during probation reviews with new hires. It also outlines the next steps, whether you’re continuing the employment agreement, extending the probation period, or terminating the employment at the end of the probationary period.

Steps for conducting a probation period review

Preparing the review, conducting it, and documenting the results (and agreed-upon follow-up steps) are essential for an effective probation period review.

Preparing for the review

The first step in preparing for the probation period review is to determine the specific evaluation criteria for success in a role. These criteria can include job performance, behavior, and cultural fit.

Note: Setting expectations is a key element of onboarding, so your employees should also know and have access to role expectations. Consult our complimentary resource for more best practices for an effective onboarding process.

The next step is to collect detailed records of employee performance, attendance, and any relevant incidents. This data will enable an objective evaluation.

Optionally, you can encourage your employees to conduct self-assessments at this stage. These can provide insights into their perspective on their performance and growth areas.

Complete a probation period review document

Once you’ve identified the role expectations and collected the worker’s performance data, input your findings into one centralized document. This document should cover:

• Records of the worker’s performance and achievements
• Constructive feedback
• Suggestions for improvement

Then, schedule a meeting with the employee to conduct the interview. Ensure you allocate enough time to review all the notes with the employee and gather their insights—typically one hour to one hour and a half

You can use our probation review template to simplify these initial stages and focus on the actual interaction and performance review.

Conducting the review

The probation review meeting is an opportunity to assess the probationary employee’s performance, identify areas for improvement, and discuss the next steps.

Facilitate an honest discussion

Create a positive, open environment to facilitate honest communication during the review process. When employees feel comfortable and safe, they’re more likely to share their true thoughts, leading to a more accurate assessment of their fit and performance.

Back feedback with concrete examples

Review key achievements and areas for improvement based on documented evidence to provide clarity. By relying on concrete examples and documented performance, you can avoid subjective biases and ensure the review is fair. This transparency helps employees understand exactly where they stand compared to role expectations.

Listen to the employee

Ask employees to share their experiences and concerns to foster a two-way dialogue and promote mutual understanding. Encouraging employees to voice their perspectives makes them feel valued and provides valuable insights into their experiences and challenges. This exchange leads to better decisions and a stronger, more collaborative working relationship.

Consider performance and potential

In all cases, remember that deciding whether to confirm employment, extend the probation period, or terminate employment should be based on a balanced assessment of performance and potential. This decision should review the employee’s current performance, growth, and future potential. A well-rounded evaluation ensures the final decision is fair and in the best interest of both parties.

Use our recommended agendas to structure the conversation around discussing performance, providing feedback, communicating probation period results, and asking for the employee’s input.

Documenting the review

Documenting the probation period review helps maintain a clear record of the probationary employee’s progress and other decisions made during the review process. This documentation is a reference point for future evaluations and ensures compliance with organizational policies and legal requirements.

At the end of the review document, leave room to summarize the discussion. This summary captures key points, action items, and any agreed-upon next steps, minimizing misunderstandings and promoting clarity for the future.

Once you’re ready to formalize the end of the review process, collect signatures on review documents to acknowledge all parties have reviewed and agreed to the documented outcomes and any future actions.

What happens after a probation review meeting?

At the end of the probation review meeting, each new hire will know whether they’ve passed or failed the probationary period. In extraordinary instances, you can extend their probation if they partially meet your performance expectations and requirements.

Confirmation of employment

If the employee’s performance meets expectations, formally confirm their transition to permanent status during the probation meeting.

Post-review actions:

• Discuss the employee’s plans and aspirations within the company
• Set developmental goals, activities, and timelines
• Outline the schedule for future employee-manager check-ins

Extension of probation period

In cases where there is potential for permanent employment but improvement is needed, consider extending the probation.

Post-review actions:

• Define the terms of probation extension (e.g., extension duration, changes to the notice period, etc.)
• Set success metrics and achievable performance goals
• Clarify available resources to help the employee improve (e.g., additional training and mentoring)
• Schedule regular check-ins with the line manager to provide feedback, address any obstacles, and adjust the plan

Termination of employment

When employees consistently fail to meet expectations despite feedback and support, termination may be necessary for organizational health at the end of the probationary period.

Post-review actions:

• Communicate all details regarding the last day of employment
• Return company property
• Ensure all documentation is complete, including termination paperwork and employment contracts

Probation review questions all managers should ask their new employees

Always document your one-on-one meetings and ask open-ended questions to obtain valuable insights.

Some of the best questions you can incorporate into your probation period review process are:

Tips for a successful probation process

Follow these tips to ensure a successful probation process:

• Establish clear goals and expectations from day one: Communicate job responsibilities, performance expectations, and organizational goals
• Provide ongoing, constructive feedback and balanced support: Highlight strengths and improvement areas to help the employee grow and succeed
• Document all performance-related interactions: This documentation will act as a reference for future evaluations and ensure transparency in the decision-making process
• Collect feedback from new hires to improve the probation process: Gather feedback about their onboarding experience, training adequacy, new role clarity, and support received
• Leverage technology to simplify the process: The right tool should allow you to track performance metrics, schedule check-ins, and maintain documentation—this speeds up administrative tasks and makes for more efficient performance management during probation

With Deel Engage, companies automatically trigger feedback reviews of new hires based on their hire date. They have the flexibility to set the dates according to probation regulations and internal policies.

For example, Deel Engage user Taktile set up three feedback cycles for probationary employees:

• 6 weeks after start
• 12 weeks after start
• 18 weeks after start

These three cycles use two feedback sources: downward feedback from managers and peer feedback. All new hires will automatically enroll in the cycles according to their hire date.

After the end of the probation period, Taktile signs employees up for bi-annual performance reviews based on their hire date, with the first one occurring six months after starting work in the company.

Grow your workforce with Deel

Deel Engage’s all-in-one workforce development suite will help you turn your people into a high-performance workforce. Our software supports you with:

• Career frameworks: Clarify roles with clear career paths
• Onboarding: Automate workflows and assign tasks automatically, minimizing manual workload
• Learning management: Create and manage training programs and add learning journeys to your onboarding workflows
• Goal setting: Set and track goals for individuals, teams, departments, and the entire organization
• 360-degree feedback tools: Run an automated evaluation process and offer timely, meaningful, and actionable feedback
• Employee engagement: Reward performance for higher retention
• Employer of Record (EOR) services: Navigate international employment regulations effortlessly, enabling you to expand your team across borders with confidence

Build a highly-performing team from the initial probation stage with Deel Engage. Request a demo today.