The Right Way to Extend Probations: A Guide for HR

Sometimes, probation periods don't go as smoothly as planned. Maybe the employee isn't meeting expectations, or perhaps their role requires more time to master. Whatever the reason, knowing how to extend probation periods correctly can make all the difference in fostering an employee's success and upholding your company's compliance requirements. In this guide, you'll discover exactly what a probation extension entails, the legal grounds, and how to assess its necessity - putting you on the right path to enhance your probation strategies going forward.

1. Understanding Probation Extensions

1.1 What is a Probation Extension?

A probation extension is a temporary prolongation of the original probation period given to an employee. You may face this situation when an employee hasn't fully met their performance goals or when circumstances like illness or onboarding delays have occurred.

It's crucial to differentiate between a standard probationary period and an extension. Typically, the initial period lasts between three to six months, giving both parties a chance to assess suitability. However, when performance gaps arise or key competencies aren't demonstrated, an extension can provide the necessary room for improvement.

1.2 Legal Grounds for Extending Probation Periods

You must always navigate probation extensions carefully to avoid legal complications. Extending an employee's probation period requires a legitimate reason within the boundaries of employment law. Common legal considerations include:

• Performance issues: Insufficient performance evaluation based on clear, documented job descriptions.

• Absenteeism: Excessive leave or absence impacting the assessment of the role.

• Compliance with employment contract: Explicit mention in the employment contract regarding extension possibilities.

1.3 How to Assess the Need for an Extension

Determining the necessity of a probation extension begins with a thorough review of the employee's performance and circumstances. Here are key steps to consider:

• Conduct a formal performance review: Gather feedback from supervisors and colleagues to evaluate the employee's current standing.

• Identify specific gaps: Pinpoint areas needing improvement, such as skill gaps or behavioural issues.

• Assess external factors: Consider any external elements, such as personal issues or insufficient training, that may have impacted their performance. Return to their job description, interview recordings and onboarding documents to understand whether they were given sufficient information on the requirements of the role before joining.

Remember, the goal is to support the employee in reaching their potential whilst maintaining business operations effectively. If the issues extend beyond performance, such as frequent absences due to illness, it might be prudent to explore flexible working arrangements alongside an extended probation period.

2. Communicating the Probation Extension

2.1 Setting Clear Expectations with the Employee

When extending a probation period, you need to set clear expectations with your employee. Start by reviewing the initial job performance goals and evaluating where improvements are needed. Make sure these expectations are specific, measurable, and time-bound.

• Clarify the reasons for the extension: e.g., performance areas needing enhancement like teamwork or task completion.

• Discuss timelines: outline how much longer the probation will last and what milestones must be achieved.

• Regular check-ins: schedule progress meetings to discuss updates and offer feedback.

Pro-tip: Use SMART goals (Specific, Measurable, Achievable, Relevant, Time-bound) to structure tasks and expectations, making them easier for both parties to track progress effectively.

2.2 Documenting the Extension Process

Maintaining accurate records can be beneficial for both legal compliance and future reference. Document any meetings clearly, highlighting the objectives, timeframe, and any training offered.

Make sure to securely store documents, including emails and meeting notes, to maintain a comprehensive record. Consider using tools such as Evidenced, which automatically records and archives transcripts, scorecards, and interview notes in a GDPR-compliant platform.

3. Best Practices for Probation Extensions

3.1 Monitoring Progress During the Extension

Establishing clear milestones is key to effectively monitoring progress. Create a timeline with checkpoints and goals, and hold regular one-on-ones can to ensure that the employee is aware of their progress and understands any areas needing improvement. Encouraging employees to maintain their own performance logs can also increase self-awareness and drive accountability.

It's also important to provide necessary resources and support during this time. If training gaps are present, recommend further education or mentorship opportunities - providing resources such as online courses or internal training can further empower the employee to meet expectations more effectively.

3.2 Deciding the Next Steps After an Extension Period Ends

When the extension concludes, review both quantitative and qualitative achievements against the established benchmarks. Evaluate whether the employee's performance aligns with company standards; if performance has improved sufficiently, proceed with integration into the team or department as a regular staff member. If issues persist, a formal evaluation meeting is necessary, in which you can:

• Consider alternative roles or additional support if an employee has potential but hasn’t met expectations.

• Implement a performance improvement plan (PIP) to provide clear guidance and additional time for development.

• Consider terminating their employment contract.

3.3 Avoiding Future Probation Extensions

After extending a probation period, it’s valuable to review your hiring and onboarding processes to reduce the likelihood of future extensions. Analyse each case to identify patterns in performance gaps or skill mismatches, and use this insight to refine job descriptions, candidate screening, and interview techniques.

Also consider implementing hiring tools such as Evidenced, which can help your teams run a fairer, more structured interview process by standardising questions, capturing responses through live transcription, and providing a centralised place for continued monitoring. By utilising technology effectively, you can provide a clear record of why a candidate was hired in the first place, increasing the likelihood that new hires will meet expectations and succeed during their probation.

Ultimately, by applying structured frameworks and providing consistent support, you can establish robust processes that will effectively identify and nurture employee potential. This approach not only supports legal compliance but also strengthens the foundational HR structures within your organisation.

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