After spending weeks of searching for the right candidate for a new position, you seemingly found the perfect one. Their start date is in the books and coming up fast, but what will their first 3 months look like? The success of your new employee is largely dependent on how the probationary period goes. In this blog, let’s discuss what probationary periods are and best practices for efficiently managing them.
What are Probationary Periods?
While a thorough recruitment process is necessary to find winning candidates, the true test is when they begin working for your company. A probationary period is a set amount of time at the beginning of a new teammate’s employment to determine whether or not they are suitable for the role. This is an opportunity for employers to evaluate a variety of factors, such as…
- How they navigate orientation and training
- How they get along with their peers
- Their performance
- Their ability to meet deadlines
- Their attendance
How long can they be?
The amount of time for probationary periods can vary as it is entirely up to the company but can range anywhere from a couple of weeks to a few months. While the Ontario Employment Standards Act (ESA) does not refer to probationary periods, it details that employers may terminate a new worker within the first 3 months of employment without notice or pay in lieu of notice. For other provinces, check your local legislative guidelines for the maximum timeframe. Because of this, the most common amount of time is 3 months.
Probationary periods can span past 3 months or be extended if the employer deems it necessary. However, after the 3-month mark, employers must give the ESA’s minimum notice or pay in lieu if they decide to terminate the new worker, even if they are still on their probationary period.
The role itself may also play a part in how long the probationary period should be, such as if the requirements for the job are specific.
Best Practices for Employers
Practice frequent communication
New team members who don’t receive enough communication during their probationary period are more likely to struggle. It’s beneficial to spend some extra time welcoming new employees and introducing them to the team as it helps them feel less isolated. It’s good practice to schedule weekly meetings, which allows you to stay up to date on their progress. Ask them how they’re feeling in their new role and if they have any concerns or roadblocks with their tasks or projects. Having casual conversations that are not work-related also allows you to get to know each other, which can boost their morale and make them feel more comfortable. If they are underperforming or if you have concerns about their progress, addressing it with them directly gives them the opportunity to improve and demonstrate their receptiveness to feedback. Allowing the new employee to also provide feedback in return provides useful information for how to improve the start of the employee lifecycle and establish a greater sense of trust.
Setting clear expectations
It’s especially important for new employees to have clear expectations and goals to set them up for success, and there are a few key items that can help establish them. A new employee’s first day is typically packed with new information, but it’s critical to give them a schedule or overview of their onboarding plans first. This can include orientation meetings throughout the week, key contacts and trainers, and a training schedule. Providing the new employee with their job description also ensures they understand exactly what their new role entails from day to day. For a clear view of any tasks for their first week, orientation checklists can be given to the new employee as well as their manager and trainer, if applicable. While they are getting settled into their new workplace, consider ramping up the tasks and priorities to get them used to their new workflows. Managers should provide them with plenty of clear instructions, as well as easy-to-find resources to reference from. If a new employee is making more mistakes than is reasonably expected, take into consideration whether the guidance they’re given is clear enough. Take the time to coach them and ensure they know who to ask or where to go if they need assistance. For hybrid or remote roles, some employers choose to require new employees to work in-office during their probationary period to better assist and oversee their progress.
Some employers further outline expectations by preparing a 30-60-90-day plan that captures critical milestones:
- 1 – 30 days: Orientation, learning about the company, and training
- 31 – 60 days: Taking on responsibilities and coaching
- 61 – 90 days: Contributing to their team and setting long-term goals and projects
While a detailed plan is not necessary, it’s highly recommended to set check-in meetings at the 30, 60, and 90-day mark to exchange feedback, receive updates on their progress, and set new goals.
Termination
If it comes down to terminating an employee during their probationary period, it should not necessarily come as a surprise to them. The employer should always make reasonable efforts to facilitate the progress of new workers. While employers do not need to provide notice or pay in lieu if terminating during probationary periods within 90 days, employers must always act in good faith and give the new worker the opportunity to demonstrate their skills.
Need Further Assistance?
At HR Performance & Results, our team of experts can assist with any questions regarding probationary periods, employment agreements, and the employee lifecycle. Contact us today!