How to conduct a probation review

A probation review is a useful checkpoint for managers and employees to discuss progress, clarify expectations, and determine whether the role is working well for both parties. It also helps identify concerns early, offer further support, and consider whether employment should continue beyond the probation period. When approached well, this stage strengthens the working relationship and supports a smoother long-term commitment.

What is a probation review?

A probation review is a formal discussion held after a new employee has spent an initial period in their role, where their performance, behaviour, and overall suitability for the position are assessed. It allows the manager and employee to discuss progress, address any issues, and decide whether employment should continue.

Unlike a traditional performance review, this early-stage assessment considers short-term progress and how the employee is settling in before deciding whether employment should continue.

Probation periods and employment contracts

Many organisations include a trial period when someone starts a job to assess suitability and provide support during the transition. Although a probation period is not legally required, it helps employers evaluate capability and identify specific training needs early.

Key considerations:

The length of the probation period is determined by company policy and the employment contract.
A review meeting should take place before the final date of the probationary period.
If expectations have not yet been met, an extended probation period may be considered if allowed within the contract.
Fair and reasonable performance management is still required at all times.

Clear expectations from day one help new staff adjust to the environment, build confidence, and understand what the review process entails.

How to conduct a probation review meeting

A consistent approach helps managers gauge performance fairly and hold a conversation focused on progress, support, and improvement.

Step 1: Prepare for the discussion

Before the review, gather everything you need to assess the employee’s capabilities to date.

Preparation checklist:

Review the employment contract and job description.
Consider feedback gathered throughout the onboarding process.
Collect specific examples that demonstrate strengths and areas needing attention.
Identify any adjustments or further support that may be required.
Plan the key steps you want to cover during the probation meeting.

Strong preparation leads to a smoother discussion and clearer outcomes.

Step 2: Create a supportive environment

The review works best when the setting encourages open conversation. Choose a private space where both parties can speak freely.

To support a two-way conversation:

Start with a calm tone that invites open feedback.
Use open-ended questions to help the employee reflect on their experience.
Encourage them to seek clarification where expectations are unclear.
Discuss workload, priorities, and any challenges so far.
Reinforce that the goal is progress, not criticism.

A safe and respectful environment increases employee engagement and honesty.

Step 3: Assess performance and behaviour

During the discussion, focus on the employee’s competency and approach to the role.

Topics to cover:

Clarity around responsibilities and whether expectations are being met.
Quality of work, time management, and performance metrics relevant to the job.
Communication style and interactions with fellow colleagues.
Adaptation to company culture and alignment with team norms.
Problem-solving, reliability, and how well they meet job requirements.
Any concerns raised during earlier check-ins.
Whether they're demonstrating improvement and confidence.

Step 4: Provide constructive feedback

Constructive feedback is central to an effective probationary review. Use clear, practical language supported by specific examples.

When giving feedback:

Keep the tone calm and respectful.
Start with strengths before addressing concerns.
Explain the impact of behaviours or performance on the wider team.
Be clear about what needs to change and why.
Offer guidance without overwhelming them.
Reinforce expectations for the period ahead.

If concerns are significant, any next steps must align with performance management obligations.

Step 5: Agree on goals and future steps

Work with the employee to set practical goals and create an action plan for the remainder of the probation.

This may include:

Short-term goals for the next few weeks.
A realistic plan that outlines priorities.
Required training to strengthen capability.
Follow-up check-ins to track progress.
A discussion about whether continued employment is expected.

Example probation review questions

The right questions help guide a meaningful discussion and provide insight into the employee's future potential.

Questions for the employee:

What aspects of the role have you enjoyed most so far?
Which responsibilities have been the biggest challenges?
Is there anything in the job description you want to clarify?
What support or resources would help you succeed?
How would you describe your experience of the team and company culture?
Do you feel comfortable raising feedback or concerns?

Questions for managers:

Has the employee demonstrated the capability required for the job?
Are they responding well to feedback and support?
Have they adapted to the working environment at a reasonable pace?
Do they show clear signs of improvement where needed?
Is continued employment appropriate based on their performance?

These key questions support a fair and consistent approach.

Building momentum beyond probation

Early conversations shape how employees settle into their roles and how confidently they progress. A thoughtful, well-structured approach helps strengthen trust and ensures everyone understands what success looks like. For more practical people-management advice, explore additional employer resources from Hays.

FAQs

Is a probation period mandatory in New Zealand?
No, it is not legally required, although many organisations use one as part of standard employment practice.

Do casual employees have a probation period?
Casual roles generally do not include a formal probation period due to variable working patterns, though managers may still assess suitability through everyday performance conversations.

Can an employee be fired during a probation period?
Yes. An employee can be dismissed during a probation period, provided the employer follows a fair process, gives reasonable consideration to any concerns raised, and complies with employment obligations such as notice requirements and good-faith standards.